Scheduling assistant

Scheduling assistant is a method for scheduling live video, voice, or in-person interviews that works with hiring managers to provide availability and with candidates to self-schedule interviews, all without recruiter intervention. Unlike Event Manager, which is designed to accommodate larger review teams with complex schedules, Scheduling assistant helps recruiters schedule one-on-one interviews with a single candidate and a single interviewer.

Scheduling assistant is an optimal choice for recruiters who conduct their own interviews or for interviews where only one interviewer is conducting the candidate interview. In these scenarios, Scheduling assistant can save time by providing a simple setup process and automated workflow that works with both interviewers and candidates to quickly and efficiently schedule live interviews.

How it works

Configuration and set up

When you create a live interview stage, you use the Schedule Details panel to indicate how you want to schedule candidate interviews for that stage.

Within the option for candidates to self-schedule, you select Simple - one interviewer to use Scheduling assistant as the scheduling method for this stage. You can then provide details about the interview times, interviewers, and those whom you want to notify when interviews are scheduled. No further set up is required.

Inviting candidates to self-schedule

When you add a candidate to the live interview stage, scheduling assistant compares the interview requirements that you defined in the stage with the interviewer's calendar to determine whether they have sufficient availability to accommodate the request. If the interviewer:

Does not have availability: then the system sends interviewers an email, requesting that they define their available times within the linked HireVue calendar. If the interviewer does not respond after:
- 24 hours: the system sends a reminder email asking interviewers to provide their time.
- 48 hours: the system sends them a second reminder email, asking interviewers to provide their time.
- 72 hours: the system sends you an email notifying you of the issue so that you can work with the interviewer to resolve it.
Has availability: then the scheduling assistant proceeds to invite candidates.

When there are enough time slots for the candidate to choose from, scheduling assistant sends an email and text message (if a valid phone number exists for the candidate) to the candidate with a link to the self-schedule (Interview Info) page, where they can select their preferred interview time from the list of available time slots.

See example of the self-schedule (Interview Info) page.

If the candidate does not respond after:

24 hours: the system sends a reminder email asking the candidate to select an interview time.
48 hours: the system sends you an email notifying you of the issue so that you can work with the candidate to resolve it.

When the candidate selects an interview time, the system sends an email calendar invitation to the candidate and interviewer, with a copy to any individual included on the notification list in the interview stage. Emails contain instructions on how to attend the interview, and a link to reschedule, if necessary.

Viewing scheduling status

Via the Scheduling Assistant request page

You can check on Scheduling Assistant scheduling statuses and cancel requests from the Scheduling Assistant Requests page.

For more information related statuses, see Job summary.

Via the candidate card

Although scheduling assistant works proactively to notify you of any delays in the scheduling process, you can also check the candidate cards in the Job Summary page for information about the status or delays.

The following image shows an example of a candidate card within a live interview stage, where Scheduling Assistant is waiting on the candidate to select an interview time.

For more information about the candidate card and related statuses, see Job summary.

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