Scheduling an Interview

When reviewing candidates in ClearCompany, you may identify someone you would like to interview. Interviews can be conducted by phone, video conference, or in person to further evaluate a candidate’s qualifications. ClearCompany interviews include two main components: the interview event and the interview scorecard used to evaluate the candidate. Read on for step-by-step instructions on how to schedule an interview with one of your candidates. 

In this article:
Overview
Recommended Prerequisites
Schedule a 1:1 Interview
Scheduling an Interview with Multiple Interviewers
Cancel or Reschedule an Interview
ClearCompany AI Notetaker
FAQ
Additional Resources

Overview

ClearCompany allows recruiters and hiring teams to schedule interviews directly from a candidate’s profile. Interviews can be conducted by phone, video conference, or in person.

There are multiple ways to schedule interviews in ClearCompany:

1:1 interviews: Send candidates several proposed time slots and allow them to choose the best option. This method works well for:

• Initial screening interviews.
• Recruiter conversations.
• Early-stage interviews.

Multi-interviewer scheduling: Coordinate interviews with multiple interviewers across one or more days. This tool supports:

• Panel interviews.
• Sequential interviews.
• Interview schedules across multiple days.
• Recruiters can also assign different scorecards to each interviewer.

Self-Schedule Screening Interviews: When a calendar integration is enabled, recruiters can create self-scheduling links for screening interviews. Self-scheduling allows candidates to:

• View the interviewer's availability.
• Select an available interview time.
• Automatically receive a calendar invitation.
• Self-scheduling reduces manual coordination and speeds up the screening process. For more information, refer to: Self-Schedule Screening Interviews Overview.

Once an interview is confirmed, calendar invitations are sent to the candidate and interviewers.

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Recommended Prerequisites

While prerequisites are not required, enabling the following integrations can improve the interview scheduling experience and reduce manual work.

• Automated Workflows: Workflow automation can automatically move candidates to a specific hiring stage when they accept or decline an interview.
• Calendar Integrations: ClearCompany supports calendar integrations that allow interview events to sync with your calendar. Calendars can be connected:
  • On a per-user basis
  • Organization-wide using Bulk Calendar Connect
  • Contact your organization’s IT administrator to confirm which configuration your company uses.
• Virtual conferencing integrations: You can connect virtual meeting providers such as:
  • Zoom
  • Microsoft Teams
  • Google Meet
  • GoToMeeting
  • Indeed Interview
• Once connected, ClearCompany can automatically generate meeting links when interviews are scheduled.

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Schedule a 1:1 Interview

You can schedule a 1:1 interview directly from the candidate profile.

1:1 Interviews

1. Locate the candidate by: Searching for their name, or opening the candidate list within a requisition.
2. Open the Actions menu on the candidate profile. Select Propose 1:1 Times.
3. Enter interview details. Provide the following information:
   • Interview title
   • Screener (interviewer) (Defaults to your user account)
   • Interview duration (Default is 30 minutes)
   • Scorecard (optional)
4. Meeting method: Select how the interview will take place.
   • In person: Enter the interview location.
   • Video conference (manual link): Paste the meeting link created in your conferencing provider. This is recommended for users who schedule interviews in their meeting service, like Zoom, and have a meeting room link already generated.
   • Phone call: Enter the phone number you will use to call the candidate.
   • Virtual conferencing provider (auto-generated): If a conferencing integration is connected, ClearCompany can automatically generate the meeting link after the candidate selects a time.
   • Indeed Interview: If your organization has enabled Indeed Interviews, ClearCompany will generate the interview link once the candidate confirms a time.
5. Select available time slots, review the screener’s calendar, and choose available time slots to send to the candidate.
   
6. Candidates will only be able to select one of the proposed times.
7. Select Save and Continue.
8. Choose one of the following email templates:
   • Use the default email message.
   • Select an email template.
   • Create a custom message.
   • If creating a custom email, include the Schedule URL from the Interview Info menu so the candidate can select their preferred time.
   • Customize the:
     • Workflow Stage.
     • Language.
     • Subject and Body.
       
9. Select Send.
   
10. The candidate receives the interview email and selects one of the proposed time slots.
11. After the candidate confirms the interview:
    • The candidate receives a confirmation and can add it to their calendar, and the invitation is sent to the candidate as well.

    • 

    • Virtual meeting links are generated if configured.
    • What about the interviewer?
12. The candidate profile is updated with the interview details.
     

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Scheduling an Interview with Multiple Interviewers

Use this option when coordinating interviews with several interviewers.

Interview with Multiple Interviewers

1. Open the Actions menu on the candidate profile, and select Schedule with Multiple Interviewers.
   
2. Search for each interviewer and add them to the schedule. Their calendars will appear in the scheduling interface.
   
   • If the interviewer does not have a calendar integrated, you will see a notification.
3. You can assign scorecards to interviewers to evaluate the candidate. When you assign a scorecard to the first interviewer, the same scorecard will be applied to the remaining interviewers automatically. You can change or remove scorecards for individual interviewers.
4. Select interview times. Click a row in the calendar to create an interview time slot.
   • By default, interviews are scheduled for one hour.
   • You can adjust the duration in 15-minute increments.

5. In the Agenda section, specify the meeting type:

   • In person
   • Virtual meeting
   • Enter the location or meeting link.

   Note

   Auto-generated virtual meeting links are not supported in the multi-interviewer tool.

6. Select Review Invite.
7. Draft the email invitation using:
   • The default message
   • An email template
   • A custom message
     
8. Optional settings include:
   • Adding Files.
   • Reminder notifications Note: The reminder notification messages are not editable at this time.
     
   • Automated workflow changes

   • Text message reminders (for ClearText customers)

     SMS compliance

     Interview links are sent only to candidates who have opted in to receive text updates. 

     If texting consent is unknown, candidates can be sent a one-time opt-in request. This can be done by clicking the phone number in the candidate profile. Refer to: 10DLC Texting Compliance Regulation.

9. Select Send Invite to schedule the interview. Calendar invitations will be sent to the candidate and interviewers.
10. The interviewers will receive a calendar invite via email that includes details about the interview, including a link to the candidate's profile, scorecard (if included), and an interview guide.
    • Candidate Email:
      
    • Interview Email

    • 

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Cancel or Reschedule an Interview

Interview changes should be managed within the ClearCompany recruiting system.

Cancel an interview

To cancel a 1:1 interview:

1. Locate the candidate.
2. Click View/Edit.
   
3. Scroll to the bottom, and select Cancel This Interview.
4. Confirm to cancel or keep the interview.
5. Select to Send a Notification or Just Delete the Interview.
6. Customise the email, then select Delete Interview and Send Notifications or Delete Without Sending.
   
7. **Candidate should receive cancellation email.
8. This deletes the interview, and it will not display in the candidate profile.*

To cancel an interview with Multiple Interviews.

1. Click View/Edit.
   
2. Under Agenda, click Cancel This Interview.
3. Update the email body if needed.
4. Click Send Cancellation Emails.

Candidate-initiated cancellations

Candidates may cancel an interview from their calendar invitation. When a candidate cancels:

• The interview status is updated in the candidate profile.
• The cancellation is reflected in the Interviews tab.
• Candidates cannot reschedule interviews directly through the calendar invite.

To reschedule, candidates must contact the recruiter, or it can be done in the system by the interviewer, following the same process as above.

Rescheduling an interview

Currently, recruiters reschedule interviews by:

1. Clicking Reschedule or Cancel from the cancellation notice.
2. Providing updated Interview Details.
3. Sending the email.

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ClearCompany AI Notetaker

ClearCompany AI Notetaker helps interviewers capture important details during interviews.

AI Notetaker automatically:

• Transcribes interviews
• Generates summaries of interview conversations
• Reduces manual note-taking
• Provides structured documentation for candidate evaluations

AI Notetaker can help interview teams conduct more consistent and focused interviews. For setup instructions and usage details, see the AI Notetaker Overview article.

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FAQ

Why didn’t a meeting link generate automatically?

Automatic meeting links require a connected conferencing integration such as Zoom or Microsoft Teams.

Can reminder notifications be customised?

Reminder notification messages are currently not editable.

Can interviews be scheduled in bulk for multiple candidates?

Yes, from the candidate's view, selecting the candidates that you would like to interview and selecting Bulk Actions > Propose 1:1 Meeting Times.

• The more time slots you select, the more options candidates will have.
• Time slots will be assigned on a "first-come, first-served" basis.

Additional Resources

Calendar Integration Overview
Bulk Calendar Connect Overview
Self-Schedule Screening Interviews Overview
AI Notetaker Overview