Interview scheduling
An interview is booked between two diaries the agency does not control, a hiring manager's and that of a candidate who may still be working in another job. An agent can carry the emails back and forth, confirm the details and keep the ATS in step, so consultants spend their time preparing the candidate.
The role in brief
Collects interview times from the hiring manager and candidate, confirms the booking to both, sends reminders and records it on the job in the ATS.
Your ATS, such as Bullhorn or Loxo, your consultants' calendars and a Microsoft 365 or other mailbox to send from.
The consultant who owns the vacancy. A clash it cannot resolve, a change to the format or the panel, and any candidate who hesitates or withdraws go to them.
Days from interview request to confirmed time, interviews rearranged, and feedback still owed after interview.
Who books the interviews today
The consultant books them, or a resourcer or administrator does it for them. The client asks to see three candidates. Someone emails or phones each one, goes back to the hiring manager, and starts again when a slot falls through. Then come the confirmation with the address or the video link, the reminder, and the chase for feedback from both sides.
The candidate who accepts elsewhere
Each day between a client agreeing to interview and a time being fixed is a day the candidate is talking to other agencies and other employers. The placement is lost before anyone has met, and the client is back to a shortlist of two.
Wrong details and no-shows
A confirmation sent in a hurry leaves out the interviewer's name, the address, the format or what to bring. A candidate who turns up at the wrong office, or does not turn up, costs the consultant the hiring manager's confidence as well as the slot.
Feedback that never arrives
After the interview both sides owe an answer. The hiring manager goes quiet, the candidate waits, and the consultant spends the afternoon chasing when they should be lining up second interviews. The ATS still shows first interview long after it happened.
How an interview gets from request to feedback
Here the AI worker runs the email relay and the record, and a consultant approves each message until you give a standing instruction. Your consultants make the calls, prepare the candidate and settle any change.
Request
Picks up the client's request to interview from the ATS stage or the consultant's instruction, and asks the hiring manager by email for the times and format on offer.
The consultant confirms which candidates the client wants to see.
Matching
Offers those times to each candidate by email, takes the reply and goes back to the hiring manager when none fits, until both sides have agreed a slot.
Any phone call, and a candidate who goes quiet, hesitates or withdraws.
Confirmation
Sends both sides the time, the address or video link, the interviewers and what to bring, adds it to the consultant's calendar and moves the stage in the ATS.
A request for an adjustment to the interview, and any change to the format or the panel.
Reminder and feedback
Reminds the candidate ahead of the interview at the interval you choose, asks the hiring manager for feedback by email, and prompts the consultant to debrief the candidate.
The feedback conversation, the outcome, and what the candidate is told about it.
Days from request to confirmed time
Counted for each interview, from the client's request to the confirmation going to both sides. Reviewed with you each month.
Interviews rearranged
How many confirmed interviews were moved or cancelled, and whether the client or the candidate asked for the change.
Feedback still owed
How many interviews have no feedback logged from the hiring manager, or no debrief note from the consultant, after the number of days you set.
Questions owners ask
Can AI arrange interviews between our clients and candidates?
It can, by email, without seeing your client's diary. An agency has no view of a hiring manager's calendar, so the agent asks them for times by email, as your consultants do now. Connecting your own consultants' calendars, so that they are free for the preparation call, is part of scoping.
What if the hiring manager never sends feedback?
The agent asks for it by email after the interview and prompts the consultant to debrief the candidate. Interviews with no feedback logged after the number of days you set are counted, so you can see who is still waiting. The conversation, the outcome and what the candidate is told stay with the consultant.
What happens when a candidate asks for an adjustment?
It goes straight to the consultant, in the candidate's own words. An employer must make reasonable adjustments to its recruitment process for a disabled candidate, such as a ground-floor interview room or a written test taken on a computer. What is reasonable is for your client to settle with your consultant, never for the agent.
Does a consultant have to approve every message?
To begin with, yes. A consultant approves each message until you give a standing instruction for the routine ones, such as a confirmation or a reminder. A change to the format or the panel, a request for an adjustment and any candidate who hesitates or withdraws always go to the consultant.