Automation tools help companies save time, reduce costs, and avoid human error. They can play a valuable role in your interview scheduling process, too.

Here’s a closer look at how automated scheduling software can help you optimize your processes for the better. When done right, automated scheduling can benefit both your staff and interviewees.

Common Appointment Scheduling Challenges

interview scheduling challenges

As simple as interview scheduling may seem at first glance, there are plenty of areas where things can go wrong and where you can lose valuable time. These problems don’t just lower your team’s productivity — they can also hurt the interview experience for the candidate.

Figuring Out Everyone’s Schedule

Trying to coordinate interview scheduling is a major headache for recruiters and hiring managers. First, there’s the aspect of figuring out your team members’ calendars; most likely, the people conducting the interview already have busy work schedules that make it difficult to pinpoint available time slots.

This often requires an initial coordination meeting so interviewers keep their schedule open enough to conduct interviews in the first place — you don’t want them scheduling meetings for the entire week. Figuring out employee scheduling can help you determine when the usual “best” time is for trying to schedule interviews.

However, if you don’t stay in constant communication, employees’ availability could change without you knowing. This could make that initial coordinating meeting go completely to waste. To avoid this, you’ll probably need to ask interviewers to give you access to their calendars so you can add interviews to their schedule and avoid conflicts.

Candidate Outreach

The next step can be even more time-consuming. Contacting qualified candidates via phone or email often leads to a lengthy back-and-forth as you try to find a time that works for everyone. What happens if you offer three possible interview times and none of them work for the candidate? Do you give up on scheduling them? Or do you go back to the interviewers to try to find other possible openings?

About eight in 10 people don’t answer calls from unknown numbers — and 14% will even ignore voicemail! This means you usually have to rely on email. As convenient as email can be, scheduling an interview may drag on a lot longer than it would in a phone conversation. This wastes time that could be used for high-level work. It could also leave a poor impression with the candidate.

Avoiding No-Shows

Even after you’ve initially scheduled the interview, there is still the risk of a cancellation or no-show. This is especially true in the current hiring environment where there are plenty of job openings. Not only do few people respond to interview requests, but many never show up for the actual interview.

This means that recruiting coordinators and hiring managers must regularly follow up with candidates and send appointment reminders to try to reduce no-shows.

Reminders for Interviewers

Appointment reminders aren’t important only for the candidates. The last thing you want is for the interviewer to forget about the meeting. This will hardly make a good impression with a candidate, who could assume that they aren’t a priority for your company.

How Automated Scheduling Software Helps

how automated scheduling helps

Automated scheduling software helps address many of the problems found in the interview scheduling process. With a dependable scheduling app on your side, you can spend less time focused on the nitty-gritty of scheduling and more time focused on finding the best candidates.

The following are just a few of the ways automated scheduling can help in your work:

Successfully Coordinating Calendars

Like it or not, your team’s calendars change from day to day. Manually going in to check everyone’s Google Calendar and make sure they are still available after scheduling an interview can be tedious.

With an automation system, however, you can sync everyone’s schedules in real-time. As soon as a candidate selects an interview time, the automated scheduling software will set up an appointment for other invitees who might need to be at the meeting.

This takes a lot less time than sending out individual invitation emails to the team members involved in the interview. It also ensures that their calendar is “blocked off” for the appointment. You don’t have to worry about them accepting an invitation to another meeting because they forgot to add the interview to their own calendar.


Rather than engaging in an extended back and forth with a job candidate, automated scheduling platforms allow candidates to self-schedule using an online booking system.

This is typically sent to the candidate in an email that includes other important information about the interview. Your automation tool may help you fill in an email template that includes other important information, such as whether the interview will be conducted in person or via an online platform like Zoom, Webex, or Google Meetings. The email should include instructions on how to select a time slot, as well as the recruiting coordinator’s contact information in case of any issues.

A branded scheduling system lists days and times that interviewers are available. This usually covers a full week so that a candidate can find a time that works best for their own schedule. As soon as the candidate selects a time through the online scheduling system, invites are automatically sent to the available interviewers.

This makes it much easier and faster to set up an interview time, which is sure to make a great impression with top candidates. Such a system also makes it easier for candidates to reschedule using the same tool if they need to change their appointment time.

Appointment Reminders

Not sending an appointment reminder is a good way to ensure that a candidate forgets about their interview. With so many other things going on, sending an interview reminder can easily slip through the cracks.

With an automated scheduling tool, this won’t be a problem. These systems can send SMS text reminders or calendar notifications to everyone invited to the meeting. This way, your team members and the interviewee won’t forget!

Including the option for invitees to confirm attendance after receiving a reminder will also help you know if you need to reschedule the interview.

This can go a long way in reducing interview no-shows and last-minute cancellations. Proactive outreach keeps everyone in the loop. You won’t waste the candidate’s time because the interviewer is running late, and you won’t waste your team’s time because the candidate forgot about the appointment.

Improve Your Interview Process With Automated Scheduling

improve interview scheduling with automated scheduling

Just like a customer resource management (CRM) platform can streamline your workflow when engaging with customers, automated scheduling tools can improve your interview process.

An online scheduling system eliminates many of the common challenges of interview scheduling so you can deliver a better “customer experience” for potential employees. With more time to focus directly on the candidate, you can improve your employer brand and better showcase what you have to offer.

Prelude is uniquely designed to help you deliver an automated, candidate-focused interview scheduling experience. Our platform helps you schedule interviews for any situation by letting candidates self-select their interview time based on your team’s availability.

Easy scheduling helps you make a great first impression with job candidates. Getting this part right can go a long way in helping you land top talent.