Interview Scheduler
Interviews booked without the email back-and-forth.
Interview Scheduler
HR & Recruiting
- RuleDone:
A recruiter moves a candidate to an interview stage.
- RuleDone:
The automation picks interviewers from the job's pool and checks their calendars.
- RuleDone:
The candidate gets an email with five time options and a prep pack.
- RuleDone:
The candidate clicks a time, and the slot is checked again and locked.
- RuleDone:
Calendar events go to the candidate and to each interviewer, and the hiring system is updated.
- RuleWaiting for approval:Waiting for you
Reminders go out before the interview, and reschedules or interviewer declines are handled.
For example: A 200-person software company in Pune is hiring a backend engineer.
Waiting for you. Nothing has changed yet.
Standard. Low-risk, reversible changes. Every action is logged.
What is Interview Scheduler?
In shortInterview Scheduler is an AI automation for HR & Recruiting teams that works with Gmail, Google Calendar, Google Meet, Greenhouse, Lever and 5 more apps. When a candidate reaches an interview stage, they get time options in their own time zone, book with one click, and every interviewer gets an invite. It is built for head of Talent, recruiting coordinators, recruiters and interviewers.
Last reviewed
Key facts
- Department
- HR & Recruiting
- Starts when
- A recruiter moves a candidate into an interview stage in your hiring system
- Works with
- Gmail, Google Calendar, Google Meet, Greenhouse, Lever, Microsoft Teams, Outlook, Outlook Calendar, Workable, Zoho Recruit
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Standard
- Status
- Available now
The problem today
One interview loop takes 6–10 emails. Panel interviews with 3–5 interviewers take days to arrange, time-zone mistakes happen with remote candidates, and every reschedule starts the chase again.
What it does
When a recruiter moves a candidate to an interview stage, the automation finds times when every interviewer is free. It emails the candidate five options across at least three days, always in the candidate's own time zone. The candidate books with one click. Each interviewer gets their own calendar event with the interview-kit link, and the interview is written back to your hiring system.
How does Interview Scheduler work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A recruiter moves a candidate to an interview stage.
- Step 2Rule
The automation picks interviewers from the job's pool and checks their calendars.
- Step 3Rule
The candidate gets an email with five time options and a prep pack.
- Step 4Rule
The candidate clicks a time, and the slot is checked again and locked.
- Step 5Rule
Calendar events go to the candidate and to each interviewer, and the hiring system is updated.
- Step 6Rule
Reminders go out before the interview, and reschedules or interviewer declines are handled.
What you get
Key features- Panel and back-to-back interview loops, with gaps between sessions
- Fair interviewer load, with daily and weekly caps per interviewer
- Times shown in the candidate's local time, inside 08:00–20:00 by default
- Self-service reschedule link (up to 2 times by default)
- Finds a replacement when an interviewer declines
- Separate events, so candidates never see interviewers' calendars
How much does it do on its own?
Run modesPick a mode to see what Interview Scheduler would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Interview Scheduler in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A recruiter moves a candidate to an interview stage.
Watches for it
- Rule
The automation picks interviewers from the job's pool and checks their calendars.
Runs on real data, read only
- Rule
The candidate gets an email with five time options and a prep pack.
Runs on real data, read only
- Rule
The candidate clicks a time, and the slot is checked again and locked.
Runs on real data, read only
- Rule
Calendar events go to the candidate and to each interviewer, and the hiring system is updated.
Runs on real data, read only
- Rule
Reminders go out before the interview, and reschedules or interviewer declines are handled.
Shown to you as a suggestion
Shadow vs Auto for Interview Scheduler
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1A recruiter moves a candidate to an interview stage. | Watches for it | Runs on its own within your limits |
| Step 2The automation picks interviewers from the job's pool and checks their calendars. | Runs on real data, read only | Runs on its own within your limits |
| Step 3The candidate gets an email with five time options and a prep pack. | Runs on real data, read only | Runs on its own within your limits |
| Step 4The candidate clicks a time, and the slot is checked again and locked. | Runs on real data, read only | Runs on its own within your limits |
| Step 5Calendar events go to the candidate and to each interviewer, and the hiring system is updated. | Runs on real data, read only | Runs on its own within your limits |
| Step 6Reminders go out before the interview, and reschedules or interviewer declines are handled. | Shown to you as a suggestion | Runs on its own within your limits |
| True in every mode | Never reads résumés, scorecards, feedback or diversity survey answers. It never ranks or screens candidates. | |
What it will never do on its own
Safety & human control- Never reads résumés, scorecards, feedback or diversity survey answers. It never ranks or screens candidates.
- Accommodation requests go only to the recruiter. They never reach the AI or the interviewers.
- Every candidate message is checked before sending, so no interviewer names, kit links or salary words can leak.
- Cancelling after a rejection always needs a recruiter click, in every mode.
- No common time, an unknown time zone or too many reschedules goes to the recruiter.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Median time from "moved to interview" to "booked" (target: under 24 hours; today: typically 2–4 days)
A goal it is built to reach
- Tracked
Offers sent, bookings, reschedule rate, interviewer declines, no-slot cases
Measured on your own data
- Estimate
Coordinator hours saved (interviews × minutes per interview, default 25)
Worked out from your own volumes
- Tracked
Interviewer load balance (interviews per interviewer per week)
Measured on your own data
- Target
Double-bookings (target: 0) and confidential leaks (target: 0)
A goal it is built to reach
A 200-person software company in Pune is hiring a backend engineer. The candidate is moved to "Tech interview" at 10:00. By 10:10 she has five time options in her own time zone, and that afternoon she books a 45-minute tech round followed by a 30-minute manager chat.
Who is Interview Scheduler for?
- Head of Talent
- Recruiting coordinators
- Recruiters
- Interviewers
Industries: SaaS & tech, Professional services, Recruiting & staffing, Healthcare & clinics, Manufacturing & distribution
Also useful for: Productivity & Projects
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Gmail
- Google Calendar
- Google Meet
- Greenhouse
- Lever
- Microsoft Teams
- Outlook
- Outlook Calendar
- Workable
- Zoho Recruit
Better together
Automations that hand work to Interview Scheduler, or pick up where it stops.
What do you need to set it up?
Setup- Connect your hiring system, the organizer calendar and the careers mailbox
- Give the organizer free/busy access to interviewers' calendars
- Choose interview stages, interviewer pools, caps and the candidate time window
- Write a candidate-safe prep pack per job (words like "salary", "feedback" and "kit" are refused)
- Start in Shadow for 10 business days
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Screening, ranking or rejecting candidates
- Reading or writing interviewer scorecards or feedback
- Offer letters and background checks
Questions about Interview Scheduler
FAQSee Interview Scheduler on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.