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Smart Interview Scheduling

Automate interview coordination across time zones with intelligent scheduling and calendar integration. Eliminate the back-and-forth emails and focus on interviewing great candidates.

6 min read
Kumo Product Team

Scheduling Automation Features

Calendar Integration

Sync with Google Calendar, Outlook, and other calendar systems for real-time availability

Time Zone Management

Automatically handle scheduling across multiple time zones for global teams

Automated Communications

Send interview invitations, confirmations, and reminders automatically

Video Conference Setup

Generate Zoom, Teams, or Google Meet links automatically for virtual interviews

Automated Scheduling Workflow

1

Candidate Selection

Choose candidates from your pipeline to schedule interviews

Select candidatesChoose interview typeSet priority level
2

Interviewer Assignment

Assign interviewers based on role requirements and availability

Match skills to interviewersCheck availabilitySet interview panel
3

Automated Scheduling

AI finds optimal time slots for all participants

Compare calendarsSuggest time slotsSend invitations
4

Confirmation & Reminders

Automated confirmations and reminders for all parties

Send confirmationsAdd to calendarsSend reminders

Setting Up Interview Scheduling

1. Calendar Integration

Connect your team's calendars to enable automatic availability checking:

G

Google Calendar

OAuth 2.0 integration

O

Outlook

Microsoft Graph API

C

CalDAV

Apple Calendar & others

2. Interview Types & Templates

Phone Screening

Duration: 15-30 minutes
Participants: 1 recruiter
Purpose: Initial fit assessment
Format: Phone call

Technical Interview

Duration: 45-60 minutes
Participants: 1-2 engineers
Purpose: Technical skill assessment
Format: Video call with screen sharing

Final Interview

Duration: 30-45 minutes
Participants: Hiring manager + team lead
Purpose: Culture fit & final assessment
Format: Video or in-person

3. Availability Preferences

Configure scheduling preferences for optimal coordination:

Time Preferences

Business Hours:
• Standard: 9 AM - 5 PM
• Extended: 8 AM - 7 PM
• Flexible: 24/7 availability
Buffer Times:
• Between meetings: 15 minutes
• Before/after lunch: 30 minutes
• End of day buffer: 30 minutes

Advanced Options

  • • Automatic rescheduling for cancellations
  • • Priority scheduling for urgent roles
  • • Round-robin interviewer assignment
  • • Blackout dates for company holidays

Automated Email Templates

Interview Invitation

Subject: Interview Invitation - [Position] at [Company]

Hi [Candidate Name],

Thank you for your interest in the [Position] role at [Company]. We'd like to invite you for a [Interview Type] on [Date] at [Time] [Timezone].

Interview Details:
Date: [Date]
Time: [Time] [Timezone]
Duration: [Duration]
Format: [Video/Phone/In-person]
Meeting Link: [Auto-generated link]

Please confirm your attendance by clicking the link below.

Best regards,
[Recruiter Name]

Interview Reminder

Subject: Reminder: Interview Tomorrow - [Position] at [Company]

Hi [Candidate Name],

This is a friendly reminder about your interview tomorrow for the [Position] role.

Interview Details:
Date: [Date]
Time: [Time] [Timezone]
Meeting Link: [Auto-generated link]

We look forward to speaking with you!

Best regards,
[Recruiter Name]

Scheduling Best Practices

  • Give options: Provide 2-3 time slot options to candidates
  • Time zone clarity: Always specify time zones in communications
  • Buffer time: Leave 15-minute buffers between consecutive interviews
  • Confirmation tracking: Monitor and follow up on unconfirmed interviews
  • Backup plans: Have contingency plans for technical issues or cancellations

Next Steps

With automated scheduling in place, optimize your hiring process further:

Pipeline Management

Track candidates through your hiring stages efficiently.

Offer Management

Generate and track job offers with approval workflows.