HR AI Skill

Interview Scheduling

Coordinate interview scheduling across candidates, interviewers, and time zones. Use when arranging phone screens, technical interviews, panel interviews, final rounds, or any multi-stage interview process. Handles calendar availability detection, time-zone...

Interview Scheduling

Eliminate scheduling friction across candidates, interview panels, and time zones.

Workflow

  1. Determine interview stage and format: phone screen (30 min), technical (60 min), panel (90 min), or final round (half-day).
  2. Identify the interview panel: required roles (hiring manager, peer, cross-functional stakeholder, executive for senior roles).
  3. Query calendars for all participants; find overlapping available slots within the candidate's acceptable window.
  4. Handle time-zone conversions automatically — display times in each participant's local timezone.
  5. Send calendar invitations with: video conferencing link, candidate resume, role description, interview guide, and scoring rubric attached.
  6. Set automated reminders: 24h before (all participants), 1h before (interviewers only), 15 min before (all).
  7. Handle rescheduling requests: auto-propose 3 alternative slots, update all calendars, re-send materials.
  8. Track no-shows and cancellations; flag patterns for process improvement.

Interview Round Templates

| Stage | Duration | Participants | Format | Prep Materials | |-------|----------|-------------|--------|---------------| | Recruiter Screen | 20–30 min | Recruiter + Candidate | Phone/Video | Candidate resume, role brief | | Hiring Manager | 45 min | Manager + Candidate | Video | Resume, scorecard, behavioral guide | | Technical / Skills | 60 min | Peer + Candidate | Video + shared screen | Technical guide, problem set | | Cross-Functional | 45 min | Stakeholder + Candidate | Video | Collaboration scenarios, scorecard | | Culture Add | 30 min | Team member + Candidate | Video/Coffee | Values checklist, behavioral prompts | | Executive Final | 30–45 min | Director/VP + Candidate | Video | Strategic questions, org context | | Panel | 90 min | 3–4 interviewers + Candidate | Video | Full interview kit, rotation schedule |

Scheduling Rules

Time-Zone Handling

When a candidate is in timezone A and interviewers are in timezone B:

1. Find overlapping "business hours" (8am–5pm in both zones)
2. If no overlap exists, extend to 7am–7pm in the zone that benefits the candidate
3. Always display: "This is 2pm your time / 11am PST / 6pm CET"
4. For async options: offer recorded intro or written assessment as alternative

Common timezone pairings to pre-configure:

Interview Kit Assembly

Each calendar invite includes:

INTERVIEW KIT — [Candidate Name] — [Role] — [Date/Time]

📋 Pre-Read (15 min before interview):
  - Candidate resume (PDF)
  - Application notes from recruiter
  - Assessment scorecard results (if completed)

📝 Your Role:
  - [e.g., "Technical Interview — Focus on system design"]
  - Suggested questions (from guide below)
  - Scoring rubric to complete post-interview

⏱ Time Allocation:
  - 5 min: Candidate intro and background
  - 35 min: Technical discussion / problem-solving
  - 10 min: Candidate questions to you
  - 10 min: Next steps and closing

🔗 Video Link: [auto-generated]
📍 Location: [if in-person: building, floor, room, parking info]

Reminder Sequence

| Timing | Recipient | Channel | Content | |--------|-----------|---------|---------| | T-48h | Candidate | Email | Confirmation with details, prep tips, who they'll meet | | T-24h | All | Calendar notification | Standard reminder with link | | T-1h | Interviewers | Slack/Teams | "Interview in 1h — please review kit" | | T-15min | All | SMS (if opted-in) | Quick ping with link | | T+0 | If no-show | Recruiter | Alert to attempt call; log incident | | T+24h | Interviewers | Email | Scorecard submission reminder |

Rescheduling Protocol

When a reschedule request comes in:

  1. Determine who needs to reschedule (candidate vs. interviewer)
  2. Query updated availability for all affected parties
  3. Propose exactly 3 alternative time slots — don't open-ended ask
  4. Upon confirmation, update all calendars and re-send interview kits
  5. Log reschedule reason for analytics (candidate conflict, interviewer emergency, timezone error, etc.)
  6. If rescheduled > 2 times, flag for recruiter review — candidate may be disengaging

No-Show Handling

Immediate (within 15 min):
  → Attempt phone call to candidate
  → If unreachable, send SMS/email: "We missed you — are you okay? Reply to reschedule."

Within 1 hour:
  → If no response, log as no-show
  → Notify hiring manager
  → Offer one free reschedule with no penalty

Second no-show:
  → Auto-withdraw application
  → Note in candidate record for future reference

Output

Generate a scheduling confirmation:

INTERVIEW SCHEDULED ✓
Candidate: Jane Doe
Role: Senior Product Designer
Round: Technical Interview (Round 2)

📅 Thursday, Jan 23, 2025
⏰ 2:00–3:00 PM EST / 11:00–12:00 PM PST

People:
  👤 Jane Doe (Candidate)
  👤 Alex Chen (Senior Designer — Interviewer)
  👤 Sarah Park (Design Manager — Observer)

🔗 Zoom: https://zoom.us/j/xxxxxxxx
📎 Interview kit attached to calendar invite

Next round (if advanced): Culture Add — Jan 24

Integration Points

Edge Cases