Self-Scheduling Interviews: A Game Changer in Hiring Efficiency

In fast-paced hiring, delays can lose top talent, and complex scheduling frustrates candidates. Self-scheduling interviews streamline the process, boost engagement, and cut admin tasks, making recruitment faster and more efficient.

What is Self-Scheduling for Interviews?

Self-scheduling allows candidates to book their own interview slots based on the hiring team’s availability.Instead of lengthy back-and-forth emails, candidates can select an interview time from pre-set options or suggest alternate times if needed, allowing for smooth, efficient coordination.This not only saves time but also empowers candidates by giving them control over their schedule.

How Does Self-Scheduling Work?

The self-scheduling process typically involves these steps:

1. Invitation to Self-Schedule: The recruiter sends a self-scheduling link to candidates, integrated into an email template for seamless communication.

2. Viewing Available Slots: Candidates click the link to view available interview slots, synced with the interviewer’s calendar to prevent double-booking.

3. Selecting a Time Slot: The candidate picks their preferred time, and the system automatically confirms it, sending calendar invites to both parties.

4. Automated Reminders: Automated reminders are sent before the interview to reduce no-shows and ensure everyone is prepared.

This article will explore the self-scheduling interview process, highlighting the key responsibilities of two essential roles: the interviewer and the recruiter. Let’s delve into the specific actions each role undertakes to facilitate effective scheduling.

Interviewer's Action

With Keka, interviewers can configure their availability through streamlined options, integrate calendars for real-time updates, and make adjustments as needed—all while maintaining accuracy and efficiency.

Steps for Interviewers:

1. Setting Availability

The first step for an interviewer is to define their availability for interviews. This process ensures that only selected time slots are shared with recruiters and candidates, preventing scheduling conflicts. 

To set your availability, go to the Settings (2) section within your Hire (1) section and select the Interview Availability (3) option in the hiring category.

Next choose Options to Set Availability:

• Simplified Availability: Choose a common time slot that applies across selected weekdays. For instance, you can set your availability as 3:00 PM to 5:00 PM for Monday to Friday.

• Advanced Customization: Configure multiple, varied time slots for each day of the week. This option provides granular control over availability, accommodating fluctuating schedules. After selecting your preferred time slots for each day, be sure to click on the Save button to confirm your choices.

• Steps to Configure:

  • Navigate to the Interview Availability section under the Settings tab.
  • Select the desired option (Simplified or Advanced Customization).
  • Specify the time slots and select the days these slots apply to.
  • Save the configurations to update the availability.

2. Calendar Integration

To facilitate seamless scheduling, interviewers can integrate their work calendars (e.g., Outlook or Google Calendar) into the platform. This eliminates the need for manual entries and ensures that all scheduled interviews are synced directly with the interviewer’s calendar.

Integration Process:

• Click on the Connect Calendar button in the Interview Availability section. 

• Clicking on the Connect Calendar button will redirect the user to the Integration screen, allowing for a seamless setup process. Choose the preferred calendar application (e.g., Outlook, Google Calendar) and meeting platform (e.g., Zoom, Google Meet, Microsoft Teams).

• Authorize access to sync your calendar with the system.
• Once integrated, your availability is automatically updated based on calendar events.

• Benefits:

  • Avoid conflicts with pre-existing commitments.
  • Automatically remove unavailable time slots from the schedule.
  • Ensure recruiters and candidates only see real-time, accurate availability.

3. Viewing and Modifying Availability

After setting up availability, interviewers can review their time slots and make necessary adjustments if their schedule changes.

Actions:

• View all configured time slots for each day in the Interview Availability section.
• Select the Edit option to modify or remove specific time slots, and then click Update to save your changes and reflect your current availability.

•  Toggle specific days on or off, depending on work commitments.

4. Handling Expired Integrations

In cases where calendar integrations expire (e.g., due to authorization limits), the system notifies interviewers. They can reintegrate their calendar with just a few clicks.

Reintegration Steps:

• Click on the Reintegrate button displayed next to the expired integration message.
• Follow the same authorization steps as the initial setup.

5. Notifications and Reminders

The system sends timely reminders for upcoming interviews, helping interviewers stay prepared. These notifications are synced with their calendar app, ensuring they never miss a scheduled session.

Recruiter's Actions

Recruiters play a pivotal role in initiating the self-schedule process. They configure and communicate the details to ensure candidates have all the information they need to select their preferred slots.

Steps for Recruiters:

1. Initiating the Self-Schedule Process:

• Navigate to the candidate's profile under the hiring stage.
• Click the Schedule button in the Interactions section.

• Select Self-Schedule Interview from the dropdown.

Benefits: Reduces manual scheduling efforts and allows candidates to choose from pre-determined slots.

2. Selecting Panel Members:

• The first step is to add specific panel members manually.

• You can also enable the Round-Robin Assignment feature. This means when selecting multiple panel members, a toggle labeled “Allow scheduling if either panel member is available” will appear. By enabling this option, the system will assign only one panel member to the interview based on availability. If the candidate selects a specific time that multiple panel members are available, the Round-Robin method will be employed to allocate the interviewer.
•  By enabling this system will assign one interviewer based on candidate time slot selection and a round-robin method, which will ensure fair and efficient scheduling.

3. Configuring Scheduling Parameters:

1. • Set the availability window (e.g., 7 days) and expiry date for the scheduling link.
   • Add scorecards or evaluation templates for interviewers.

4. Customizing the Email Invitation:

• Use pre-designed templates or create personalized emails.
• Include placeholders for candidate-specific information such as name, job role, and link expiry details.

5. Monitoring Scheduled Interviews:

• Track real-time interview statuses via the Scheduled Interviews dashboard.
• Adjust or reschedule interviews if required.

6. Conflict Management for Panel Availability:

Scenario 1: No Common Availability

• Alert: A warning notifies recruiters if panel members lack common time slots.
• Solution:
  • Enable scheduling with any available panel member.
  • Notify panel members to update their availability.

Scenario 3: No Availability Configured

• Alert: Flags panel members without configured availability.
• Action: Use the Remind button to send an email prompt for panel members to set up slots.

7. Final Review and Send

• Steps:
  1. Preview and confirm the email invitation.
  2. Verify panel members, time slots, and meeting details.
  3. Send the invitation to the candidate.

Panel Member Actions

Panel members’ availability and participation are crucial to this process. Recruiters coordinate with them during scheduling.

Features for Panel Members:

1. Availability Management:

   • Panel members update their availability on the platform.
   • If they haven’t added availability, recruiters can trigger email reminders.

2. Dynamic Assignments:

   • Panel members can be automatically assigned to interviews based on the Round-Robin Assignment method.

3. Real-Time Updates:

   • They can view and confirm scheduled interviews from their dashboard.
   • Panel members can provide feedback through integrated scorecards post-interview.

Conclusion:

The Self-Schedule Interview feature is a game-changer for recruitment workflows, making the process efficient, candidate-friendly, and less time-consuming for all stakeholders. This feature reflects Keka's commitment to innovation and a seamless hiring experience.