Schedule interviews and generate a video meeting link
On the applicant's Interviews tab click Schedule interview, pick date, time, length, format and interviewers. Video interviews can generate a private meeting link with a passcode.
For School administrators, HR managers. Updated 2026-10-09.
Overview
Open an applicant, go to the Interviews tab and click Schedule interview (needs the “add recruitment” permission; hidden once the applicant is rejected, withdrawn or hired). The form has Date, Time, Length (10 to 480 minutes, default 45), Format (In person, Video or Phone), Location, and Interviewers (up to 10 active staff).
Past times are refused ("An interview cannot be scheduled in the past."). For video interviews, "Generate meeting link" creates a private video room with a passcode and puts its link in the Location field; "Copy invitation" copies a ready-to-send invite for the candidate (the toast reads "Meeting link created. Passcode ...").
Scheduling automatically moves an Applied or Screening applicant to the Interview stage, and each interviewer receives an "Interview to conduct" notification. Edit a scheduled interview to change date, time, length, format, location or interviewers; only interviews still in Scheduled status can be changed ("Only a scheduled interview can be changed.").
Interviewers are notified with "Interview updated", and a linked meeting room is moved to the new time.
The Interviews tab on the Recruitment page lists everything grouped by day with Upcoming and Past toggles, time, applicant, position, duration, interviewers, format/location and a Cancel button for scheduled ones (needs the “edit recruitment” permission; "Cancel interview" asks for confirmation). The interviews tab empty state reads "No interviews coming up.
Schedule one from an applicant's page." Interviews are not double-booking checked, so confirm interviewer availability yourself.
Before you start
- The “add recruitment” permission to schedule, the “edit recruitment” permission to edit or cancel
- Interviewers must be active staff accounts
Steps
- Open the applicant from Recruitment > Applicants.
- Go to the Interviews tab and click Schedule interview.
- Choose Date, Time and Length.
- Choose Format: In person, Video or Phone, and type the Location if relevant.
- For video, click Generate meeting link, then Copy invitation to send to the candidate.
- Pick the Interviewers and save; they get a notification.
- To cancel later, use the Interviews tab on the Recruitment page and click Cancel.
Common problems
I get "An interview cannot be scheduled in the past."
Choose a date and time that is now or later.
Schedule interview button is missing.
You need the “add recruitment” permission, and the applicant must not be Rejected, Withdrawn or Hired.
Generate meeting link is disabled.
Pick the Date first; the link needs a scheduled date and time.
I cannot edit an interview.
Only interviews with status Scheduled can be edited. Completed, Cancelled and No-show interviews are locked.