Table of Contents
Table of Contents
What Is Interview-Scheduling Software?
Interview-scheduling software is a tool that automates and streamlines the process of hiring by coordinating available interview times, communicating with candidates, and scheduling interviews. Various other manual processes, such as rescheduling, reminding interviewees about upcoming appointments, and managing events, are also simplified.
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Benefits of Interview-Scheduling Software
A few benefits of interview-scheduling software include filling positions more quickly, spending more time with candidates, and automatically syncing the calendars of key players.
- Faster time to hire. Through the use of integrated calendars (which show availability more easily) and automated scheduling, candidates are able to view available interview slots and even schedule their own interview time. This decreases a lot of the back and forth that can occur between recruiters, candidates and the hiring manager. This allows your company to meet the candidate who is the right fit for your company sooner rather than later.
- Spend more time with candidates. Interview-scheduling software removes the tedious work recruiters face when trying to coordinate the schedules of so many people. Instead, they can spend more time sourcing talent and communicating with those who might be the right fit.
- Automatic syncing. It can be frustrating to stay on top of the busy schedule of a hiring manager. However, interview-scheduling software automatically syncs the calendars of all key players in order to keep everyone up to date and the recruiting process moving forward. This can be especially helpful when interviews are canceled. According to Ahyrun Moon, the CEO and co-founder of GoodTime, “More than 50% of scheduled interviews are rescheduled.” The flexibility of easily rescheduling can be extremely helpful in meeting hiring needs.
Features of Great Interview-Scheduling Software
There are a few features you should look for when considering interview-scheduling software.
Automated Scheduling and Reminders
The ability to connect several schedules and have all calendars easily accessible is a great benefit to help interviews get coordinated effectively and efficiently. Reminders can also be sent out to hiring managers and other participants, as well as candidates. These are typically customizable and allow a recruiter to schedule them a day in advance, several hours, or even several minutes before as an additional reminder. These reminders can be sent out in the form of a text or email and might include directions to the office, candidate information, or even assessments.
Customizable Interview Workflows and Templates
Customizable workflows and templates allow recruiters to screen candidates faster while keeping everyone in the loop. Some software sends automated messages through customized templates to candidates and hiring managers as they are moved from one stage of the hiring process to another.
Candidate Self-Scheduling Options
The self-scheduling option integrates all of your team’s schedules and then allows candidates to select the day and time that works for them. This eliminates the time-consuming exchanges that can occur between recruiters and candidates (especially by email).
Things to Consider When Choosing Interview-Scheduling Software
Let’s look at a few things to consider when choosing software.
The ability to book a specific location on site can help avoid confusion with others at your company, as it avoids several people trying to use the same room at once. You don’t want your marketing meeting in the same conference room that recruiting is planning on using for an interview.
Ask for references of clients who are currently using the software. Be prepared to ask strategic questions that center around the software’s ability to meet the demands of your business. If you’re planning on integrating the scheduling software with an applicant tracking system (ATS), it might be wise to speak with an existing client who uses the same ATS regarding the integration process.
Participate in Demonstrations
Software may not work as described in a video demo, so it’s important to have the opportunity to see it in action. It’s also a good idea if you can use the software yourself during a demo to get a better feel if it’s something your team will actually use.
Best Practices for Implementing Interview-Scheduling Software
Before you implement new software, be sure to review the best practices below to gain a holistic understanding of this important process. These include clarifying team roles, creating a timeline, facilitating training and offering continued support.
Clarify Team Roles and Create a Timeline
Make sure that everyone playing a role in the implementation of your new software understands their role. Your team may include team leaders, employees, the recruiting department, the HR department, and even members of the C-suite. The purpose is to include those who will be interacting with the software so their expectations for it will be met.
Your timeline should include each step of the process: the piloting phase, integration testing, and gathering feedback. As your team pilots the software and feedback is given, gather feedback for ways to improve their experience. The ideal moment to launch the implementation is when your team will have ample time to engage with it.
Ensure that your recruiting department, human resources, and the hiring managers involved all have a thorough understanding of the functionality, workflows and processes of your new interview-scheduling software. It’s important to cover the features that have been customized to meet your business needs. Communicate all the reasons you chose to use the system and how it can benefit them throughout the recruiting process. Training for management and for other employees should be separate since there will be specific needs for each group.
Once the system goes live, stay on top of processes and offer continual support to employees and management. This is especially true for new hires whose responsibilities depend on the use of the new software. Their training should be similar to that which was given at the launch of implementation. Conduct regular check-ins with your team to obtain a pulse for how the software is operating.
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James has worked in the HR field going on 5+ years and has held various positions of leadership. His areas of expertise are in benefits, recruiting, onboarding, HR analytics, engagement, employee relations, and workforce development. He has earned a masters degree in HR, along with a nationally recognized SHRM-SCP certification.