Scheduling coordination

Coordinate interview panels, candidate booking, and scheduling requests.

Use scheduling coordination to find times that work across several interviewers, let candidates choose from approved times, and keep scheduling requests organized.

This is an optional feature. If the controls described here are missing, ask an Org Admin or InsightHire support whether scheduling coordination is enabled for your organization.

Before you begin

1. Each recruiter or interviewer whose availability matters should connect their Microsoft or Google calendar.
2. Google users should approve any Update permissions prompt so InsightHire can check availability.
3. Each user should select the calendars that contain their working commitments.
4. Your organization must enable at least one supported meeting option if interviews need automatic online meeting links.

See Calendar & meetings for connection steps.

Select availability calendars

1. Open Settings → Integrations.
2. Find Calendar & meetings.
3. Open Availability calendars.
4. Select every calendar InsightHire should treat as busy time.
5. Choose the calendar where new interview events should be created.
6. Save your changes.

Only selected calendars are considered when InsightHire displays availability. Personal or shared calendars that are not selected may create apparent conflicts later.

Schedule an interview panel

1. Open the candidate or position scheduling area.
2. Add the interviewers who should attend.
3. Review the combined free and busy times.
4. Choose an available time and meeting type.
5. Review the time zone, attendees, and invitation text.
6. Send the invitation.
7. Confirm the event appears on the organizer's connected calendar.

Combined availability is a planning aid. Check unusual working hours, travel, and tentative events with the interviewers when needed.

Let a candidate choose a time

When self-scheduling is enabled:

1. Open the candidate's scheduling action.
2. Choose the interviewers, duration, date range, and approved availability.
3. Create the self-schedule invitation.
4. Review the message and send it to the candidate.
5. After the candidate books, confirm the event and meeting details.

The booking link is intended for the named candidate. Avoid posting it publicly or forwarding it to another person.

Use the coordinator queue

When the coordinator queue is enabled, scheduling requests can be collected in one place for a recruiting coordinator.

1. Open the scheduling coordination area.
2. Select an unassigned or pending request.
3. Review the candidate, panel, duration, time zone, and requested date range.
4. Resolve missing information with the hiring team.
5. Schedule the interview or send an approved self-schedule link.
6. Confirm the request no longer needs action.

Current limitations

• Zoom connection is not implemented. Do not promise automatic Zoom links from this workflow.
• Automatic scheduling proposals are not implemented. InsightHire does not currently choose and book a final time without human review.
• Any load-balancing suggestions shown should be treated as guidance, not an automatic staffing decision.
• Connected calendars can only reflect the events and permissions available to the connected account.

Troubleshooting

An interviewer appears free when they are busy

Ask them to confirm that the relevant calendar is connected and selected as an availability calendar.

Google availability is incomplete

Ask the user to select Update permissions in Settings → Integrations, then reconnect if prompted.

No online meeting link is created

Confirm the organizer connected the chosen provider and that your organization has that meeting option enabled.

Self-scheduling or the coordinator queue is missing

The advanced scheduling feature may not be enabled for your organization. Contact an Org Admin or InsightHire support.