HR and internal operations · Sample scenario
Scheduling interviews
After HR approval, panel members' calendars are checked, time options are sent to the candidate, and an invitation and reminder are scheduled for the chosen time.
Problem
Finding a time that works for the candidate and several interviewers takes a lot of back-and-forth, and interviews are delayed by days.
How it works today
The HR coordinator asks each interviewer about their calendar separately, writes several emails to the candidate and creates the invitation by hand once they agree. Time zone differences cause confusion.
What this scenario changes
When HR moves a candidate to the interview stage, shared free slots are found in the panel members' calendars, and time zones and conflicts are checked. The candidate receives 3 options in their own time zone. When the candidate replies, AI recognizes the chosen time, and the invitation and reminder are created automatically.
The process step by step
- HR approved the interview: The candidate moves to the interview stage
- Calendars read: Free slots of panel members
- Time zone and conflicts: Converted to the candidate's time, overlaps checked
- Are the times clear and conflict-free?: Same time zone and no calendar conflict
- Time options sent: 3 options for the candidate
- Candidate reply recognized: Chosen time from free text
- Invitation and reminder: Calendar event, reminder 1 day before
- Interview scheduled: Written to the candidate card in the ATS
Exception path
- HR coordinator confirms: The time is agreed manually
- Scheduling on hold: The invitation has not been sent yet
The role of AI
Recognizes which option the candidate picked from their free-form reply (“Wednesday 15:00 works for me”). It does not propose times and does not change calendars.
Human approval and exceptions
The process starts only after HR moves the candidate to the interview stage. If there is a time zone difference or a calendar conflict, the invitation is not sent automatically, and the HR coordinator confirms the time manually.
Frequently asked questions
Does the system see the subject of meetings in interviewers' calendars?
No. Only free and busy times are read; meeting content is not needed.
What if the candidate picks none of the proposed times?
The reply goes to the HR coordinator, and new times are offered manually or through a new search.
Does the process start as soon as a candidate applies?
No. It starts only after HR moves the candidate to the interview stage.