Send self-scheduling interviews to multiple candidates

Sending self-scheduling interview links to multiple candidates at the same time speeds up your hiring timeline and removes manual scheduling work. You need Recruiter or Hiring Manager permissions for bulk emailing to use this feature. Confirm your organization uses self-scheduling interviews. Contact your ClearCo representative if you're not sure.

Before you start

• Confirm that you have connected your calendar and have updated your interview preferences.
• Contact your system administrator if you don't see the bulk email option, you may need Recruiter or Hiring Manager permissions added to your account. 

Interview scheduling options

You have four options to coordinate interviews based on your hiring team's needs. Selecting the right link type keeps your recruiting process efficient and organized.

• Individual self-scheduling: The candidate picks and books their own interview time from your calendar.
• Bulk self-scheduling:  Let a large group of candidates book their own slots all at once, saving you from emailing back and forth.
• 1:1 scheduling: Connect a candidate to a single interviewer, which is perfect for quick screening calls.
• Multiple interviewers: Match calendars across a whole team, including recruiters and hiring managers, for longer group interviews.

Send bulk interview invitations

You can send up to 100 self-scheduling invitations at one time from the candidate list view.

1. Navigate to Recruiting, select Requisitions, open your specific requisition, and select the Candidates tab.
2. Select the checkboxes next to the desired candidates up to 100.

3. Open the Bulk Actions menu and select Send Email to open the bulk configuration window.

    

4. Adjust the From, Subject, and CC/BCC fields, or apply a pre-existing email template.

5. Click Select Self-schedule link and choose a pre-configured link for the Recruiter or Hiring Manager, or click New Link to customize a new link.

    

6. Fill out the Interview Details, Booking Preferences, and Additional Preferences sections, then select Insert Link.

    

7. Review the real-time slot availability check summary and select Send to email candidates.

    

NOTE

The title of the interview does not support dynamic placeholders during bulk tasks. Adding [Candidate Names] or [Requisition numbers] to the title causes that exact text to display identically on every candidate's calendar invite.

Scheduling system safety rules

The system runs real-time checks during bulk actions to prevent calendar conflicts and technical errors.

• Notetaker credit checks: If AI Notetaker is on but there aren’t enough credits, the system blocks the email and displays an error message with a link to get more credits.
• Slot availability warnings: The system warns you if you have fewer calendar slots than selected candidates. Emails still send, and you will have to add more availability so every candidate can book a time.
• Double-booking prevention: If two candidates pick the same slot, the system saves it for whoever confirms first and asks the other person to choose a different time.

Track the delivery status of interview links

Monitoring delivery success helps you see which candidates received their links and which need manual follow-up.

1. Check the candidate's profile timeline view to confirm the system delivered the link.
2. Check the Latest Events, List, or Timeline views for an error if a link fails to generate for a candidate. One failed link doesn't stop the rest of the batch from sending.

Next steps

• Read Self-Schedule screening interviews to learn about candidate-driven scheduling.