7 days of PowerPoint templates, graphics & videos - for free!* Unlimited asset downloads! Start 7-Day Free Trial
Advertisement
  1. Business
  2. Interviews

How to Use Calendly to Schedule Interviews in 2022

Scroll to top
Read Time: 15 mins
Sponsored Content

This sponsored post features a product relevant to our readers while meeting our editorial guidelines for being objective and educational.

Interviews and recruiting take time. You've got to keep up with all the emails and phone calls. There's a better way. Learn how to use Calendly to schedule interviews.

Scheduling interviews can be difficult. Using Calendly can make the process easier. Scheduling interviews can be difficult. Using Calendly can make the process easier. Scheduling interviews can be difficult. Using Calendly can make the process easier.
Scheduling interviews can be difficult. Using Calendly can make the recruiting process easier. 

There's a way you can automate your process and save time. Calendly is the best way to automate your interview process. Since Calendly is so easy to use, you don’t need to spend precious time with back-and-forth emails.

How to Use Calendly to Schedule Interview (QuickStart Video)

Do you want to start scheduling interviews with Calendly right away? This short video will get you started:

For a more detailed look at how Calendly can help you with interviews, keep reading the tutorial below.

Recruiting Issues and How to Use Calendly to Solve Them

When trying to schedule an interview, you’ll likely run into scheduling problems. Calendly can make it easier. Here’s how:

1. Initial Interview Takes a Long Time to Schedule

Issue: You must schedule an interview with a candidate. Just setting this up can mean:

  • several back-and-forth emails
  • phone calls
  • questionnaires 
  • and more

All of this can take up a lot of time that you don’t really have. It can also be frustrating to answer multiple emails and phone calls just to schedule a single interview.

Solution: Calendly has a section where you can add some questions in the invitation. After sending the invitation, you won’t need to send emails or make phone calls to schedule an interview time.

If you've got a hiring team, Calendly lets you keep a separate calendar from your personal calendar that multiple team members can view.

2. It's Hard to Reschedule an Interview

Issue: According to the Society for Human Resource Management (shrm.org),

"More than 50 percent of scheduled interviews are rescheduled"

If you or the interviewee has to cancel because of an emergency (or any other reason) it can be hard to reschedule. It’s hard to find the free time available for both of you. 

It can be hard to reschedule an interview. It can be hard to reschedule an interview. It can be hard to reschedule an interview.
It can be hard to reschedule an interview. 

Solution: When you send a Calendly invite to your interviewee, you provide the times that you're available. Your interviewee chooses the time that works best for them from the invite. This is much easier than sending several emails back and forth trying to find a time that works for both of you.

3. Disorganization Means You Lose Candidates

Issue: If you don’t use a program to schedule your interviews, it can be hard to keep all the information on a candidate in one place. Plus, it can also be hard to pass information to other team members without losing track of the information. Calendly makes it easy to keep all your information in one place and accessible to everyone who needs it. 

Disorganization can mean you lose potentially great candidates. (Image Source: Envato Elements)Disorganization can mean you lose potentially great candidates. (Image Source: Envato Elements)Disorganization can mean you lose potentially great candidates. (Image Source: Envato Elements)
Disorganization can mean you lose potentially great candidates. 

Solution: Because you can add information to your event, you can keep the questionnaire with the scheduled interview. This means you won’t lose any information about the candidate.

Also, if you set the interview up so it can be viewed by your other team members, you don’t need to worry about getting information to other team members. They can access it when they need it. Also, Calendly prevents you from being double-booked which means you don't have to cancel an interview because you already had one scheduled.

4. Candidate Forgets the Interview Time

Issue: A candidate may forget the interview time. Or there could be a miscommunication on what time the interview is. This means that both of you will have wasted time and missed out on a potentially mutually beneficial interview.

Solution: Calendly has an automated notification system. You can use email notifications or text notifications. Choose which method you want to use to remind the invitee and when that reminder notification will be sent.

5. Too Many Calendars

Too many calendars can cause you to miss important information.Too many calendars can cause you to miss important information.Too many calendars can cause you to miss important information.
Too many calendars can cause you to miss important information.

Issue: If you're someone uses several calendar tools for different reasons, it can be confusing. It can also be hard to manage more than one calendar, and important information can be lost.

Solution: Calendly syncs with:

  • iCal
  • Google Calendar
  • Microsoft Outlook Calendar (Office 365)

So, you can schedule an interview and have it automatically sync across all calendars. When you make edits, all collaborators are notified. So, they're always up to date. 

How to Schedule an Interview in Calendly

Calendly is a great tool when you're trying to recruit and want to schedule an interview with a potential candidate. You can use Calendly for interviews of all types. In this section, you'll learn how to use Calendly to schedule a one-on-one interview.

Here's how to schedule an interview in Calendly:

1. Create a New Event Type

Once you’ve logged into your Calendly account, you’ll see a home page. On this page, there's an Event Types tab. In the right corner, you’ll see a + New Event Type button.

Click on the New Event Type button to create an interview.Click on the New Event Type button to create an interview.Click on the New Event Type button to create an interview.
Click the New Event Type button to create an interview.

When you click on this button, you’ll be directed to a new page.

Choose One-on-One event type to create a personal event.Choose One-on-One event type to create a personal event.Choose One-on-One event type to create a personal event.
Choose a One-on-One event type to create a personal event.

On this page, you can choose two options:

  • One-on-One. This is where you let an invitee pick a time to meet with you.
  • Group. This allows you to let multiple invitees meet with you at one time.

In this tutorial, I’ll choose the One-on-One option. 

To choose this option, click on the blue Create button. When you click on this button, you’ll be redirected to the Add One-on-One Event Type screen. 

2. Define What Event This Is

The What Event is This? section is the first step in creating your interview. The What Event is This? section is the first step in creating your interview. The What Event is This? section is the first step in creating your interview.
The What Event is This? section is the first step in creating your interview.

On this screen, you’ll see an Event name field. You’ll name your event in this field. Since we're creating a Calendly interview, type "Interview" or any other name for your interview that makes sense.

1. Choose a Location

Set up a location for your interview.Set up a location for your interview.Set up a location for your interview.
Set up a location for your interview.

Next, there's a Location field. Use this field to add how and where you and the interviewee will meet.

The location you add in this field shows up on the confirmation page after the scheduled interview. It'll also appear on the calendar event on both you and your interviewee’s calendars and on the automatic emails that you both receive.

Add the location of your Calendly interview by clicking the down arrow to the right of the field. There are several options to choose from.

  • In-person meeting. This lets you set up a physical address or place
  • Phone call. Use an inbound or outbound call for the interview.
  • Google Meet. This is a type of web conference.
  • Zoom. This is a type of web conference.
  • Microsoft Teams. This is a type of web conference.
  • Webex. This is a type of web conference.
  • GoToMeeting. This is a type of web conference.
  • Custom. This allows you to set up a customized interview location.
  • Ask invitee. Use this option to allow your invitee to set the location

Let's take a closer look at the In-person meeting option and the Phone call option:

If you choose the In-person meeting option, a window pops up with a blank where you can add the address. When you're done, click the blue Update button.

If you choose the In-person meeting option you'll be able to add the address of the meeting location.If you choose the In-person meeting option you'll be able to add the address of the meeting location.If you choose the In-person meeting option you'll be able to add the address of the meeting location.
If you choose the In-person meeting option, you'll be able to add the address of the meeting location.

If you choose the Phone call option, a window appears with two options:

  • I will call my invitee. Add your interviewee’s phone number.
  • My invitee should call me. Add your phone number in Calendly.
If you're setting up a phone call you need to add information.If you're setting up a phone call you need to add information.If you're setting up a phone call you need to add information.
If you're setting up a phone call you need to add information.

Press the blue Update button to save the changes.

Let's Choose a Video Call (Web Conferencing)

What happens if you choose a video call as your Location option?

Once you connect a web conferencing tool with Calendly, you don't need to worry about including a web conferencing link in your invite.

In the Location section, choose the program you’ll use to video call.

The web conferencing options that you can use with Calendly are:

  • Zoom
  • Google Meet
  • Microsoft Teams
  • GoTo Meeting
  • Webex
There is a video call option that you can choose.There is a video call option that you can choose.There is a video call option that you can choose.
There's a video call option that you can choose for Web conferencing.

 In this tutorial, I’ll select Zoom. Next, click the blue Update button.

After you connect Calendly with the web conferencing software, Calendly automatically creates details when someone books an interview with you. You and your invitee will receive details in the calendar event and in the confirmation email.

2. Add a Description or Special Instructions

Next, there's a Description/Instructions section. This is where you add any instructions or information you want the interviewee to know.  

You can add instructions or information to your invitation that the invitee will see.You can add instructions or information to your invitation that the invitee will see.You can add instructions or information to your invitation that the invitee will see.
You can add instructions or information to your invitation that the invitee will see.

3. Add an Event Link and Choose a Color

The next field is the Event link field.

If you want the interviewee to bypass the Pick Event step on the Calendly page, use this section to have Calendly automatically generate a link for your event. Your interviewee will go straight to "Pick Date & Time".

The final field is Event Color. Use this section to color code events on your personal dashboard. When you've finished defining your event, click Next. The When Can People Book This Event? screen appears.

3. Define When Can People Book This Event 

There are several choices for this defining when people can book events on the When Can People Book This Event? screen:

1. Define Date Parameters

Provide a date range that the invitee can use to schedule the interview.Provide a date range that the invitee can use to schedule the interview.Provide a date range that the invitee can use to schedule the interview.
Provide a date range that the invitee can use to schedule the interview.

The first field in this section is the Date range field. This is where you set a range of dates that you can accept the interview.

There are three options in this field.

  1. Define how many days into the future you want to schedule the event.
  2. Specify that the event must occur Within a date range.
  3. Leave the event timeframe open with Indefinitely into the future.

For the first option, click the up arrow to the right. Choose between calendar days (this option counts every calendar day, including days where you’re unavailable) and business days (this option excludes weekends and only counts Monday-Friday). Then type the number of days.

If you're choosing the Within a date range option, a box appears. Choose from a calendar a date range of your choice.

You can choose what date range the interviewee has to schedule the interview.You can choose what date range the interviewee has to schedule the interview.You can choose what date range the interviewee has to schedule the interview.
You can choose what date range the interviewee has to schedule the interview.

The last option is Indefinitely into the future. This option lets the interviewee schedule the interview whenever they want.

Let's look at the rest of the When Can People Book This Event? screen:

You can select a date range that the interviewee can use to schedule the interview.You can select a date range that the interviewee can use to schedule the interview.You can select a date range that the interviewee can use to schedule the interview.
You can select a date range that the interviewee can use to schedule the interview.

2. Define Meeting Duration

The next field is the Duration field. Click the down arrow to the right of the field to make your choice. This is where you select how long the interview will last. The longest option is up to 12 hours.

3. Set Up Availability

After the Duration field is the How do you want to offer your availability for this event type? field. This field has two options:

  • Use an existing schedule
  • Set custom hours

If you choose Use an existing schedule, there are extra fields below the option where you can define your Working hours.

If you choose Set Custom Hours, you’ll be allowed to change the Time Zone, and there are fields for every day of the week where you can choose your Weekly Hours.

Calendly custom HoursCalendly custom HoursCalendly custom Hours
You can define custom hours for your interview on Calendly.

4. Add a Buffer

The next field is where you can add buffer time before an interview. This can be helpful if you want to prepare before your interview.

Add buffer time between events.Add buffer time between events.Add buffer time between events.
Buffer time between interviews gives you time to prepare for the next interview.

To add extra time before an interview, click in the checkbox before the Before event field. Click the arrow to the right of the Before event field to select the amount of buffer time you need.

To add extra time after an interview, click in the checkbox before the After event field. Click the arrow to the right of the After event field to select the amount of buffer time you need.

When you've finished with the When Can People Book This Event? screen, click on the blue Next button at the bottom right of the screen to move to the Additional Options.

4. Set Up Notifications

The main additional option that you'll want to use when setting up an interview with Calendly is notifications. 

Be sure to set up a notification for your interviewBe sure to set up a notification for your interviewBe sure to set up a notification for your interview
Setting up a notification allows you to send out notifications for your Calendly interview.

When setting up a Calendly interview, notifications are a helpful tool. Under the additional options, there's a section called Notifications and Cancellation Policy. Click the Notifications and Cancellation Policy link to see all of the notification options.

Invitations and RemindersInvitations and RemindersInvitations and Reminders
It's important to set up notifications and reminders for your Calendly interview.

You have four choices:

  1. Calendar Invitations/Email Confirmations. Choose between adding a personalized calendar event for your invitation or receiving an email confirmation.
  2. Email Reminders. Sends a reminder email to your job candidate before the interview.
  3. Email Follow-Up. Sends a follow-up email to the candidate when the email is complete.
  4. Text Reminders. Gives your job candidate the option of receiving a text reminder before the interview.

1. Calendar Invitations

Let's start by taking a closer look at the Calendar Invitations/Email Confirmations

Notifications can be a helpful tool.Notifications can be a helpful tool.Notifications can be a helpful tool.
Notifications can be a helpful tool.

Click the Personalize link. A personalization screen displays. With this screen, you edit the invitation that your interviewee will receive for their Google, Office 365, or Outlook.com calendar.

When you click on the blue Personalize button, two boxes appear. The first is the Title box. This is where you add the title of the interview you created. The second box is the Body box. In this box, you add the body of the interview for your calendar service.

You can personalize the notification.You can personalize the notification.You can personalize the notification.
You can personalize the email invitation your candidate receives.

If you don’t have a Google, Office 365, or Outlook.com account, you can send an email confirmation instead. Click on the blue Switch to Email Confirmations button to change to email confirmations only. Edit the email invitation that your candidate will receive, as shown above.

2. Set Up Reminders

Next, you can add three different reminders: 

  • Email Reminders
  • Email Follow-Up
  • Text Reminders
There are three different notifications you can set up.There are three different notifications you can set up.There are three different notifications you can set up.
There are three different types of reminders you can set up.

To turn on any of these reminders, click on the grey OFF box to the right of the field. It should turn into a green ON button when you click on the box.

When the ON button appears, a blue Personalize link appears to the right of the field. Click on this button to personalize the wording for each reminder.

With the Email Follow-Up option, you're also given the choice of using a no-reply email address for the follow-up email.

You can turn on multiple reminders and notifications at the same time.

When you've personalized all your notifications, click on the blue Save & Close button at the top right corner to save your changes. Then, to go back to the home page, click on the blue and white Back button at the top left of the next screen.

Tips for Scheduling Interviews

Now that I’ve gone over how to set up an interview using Calendly, here are three tips for scheduling Calendly interviews:

1. Use Automated Notification

Automated notifications make the interview process easier. Reminders help you not waste time because it decreases the number of people who don’t show up for interviews. According to Calendly, “In a recent survey, 88% of Calendly’s users said meeting no-shows have decreased by using automated reminders.” This means more people will show up for interviews, meaning that you can find the perfect candidate for you.

2. Use Workflows

Once Workflows are set up they automatically send out reminders and more without you having to do anything. Once Workflows are set up they automatically send out reminders and more without you having to do anything. Once Workflows are set up they automatically send out reminders and more without you having to do anything.
Once Workflows are set up, they automatically send out reminders and more without you having to do anything.

Workflows are automatic notifications and other automation that'll continue throughout your interview cycle. With workflows, you can even add if someone did not show up. For example, if you set up a workflow, it can start with an interview reminder. Next, a note with information the interviewee may need.

After the interview, you can send an interview follow-up request, a thank you note, and, next, a feedback survey. All these things are sent at the time that you set them to be sent. After you set the time, you don’t need to do anything else. This takes the worry of doing certain things on time away.

3. Test Your Connection and Technology

Suppose you're worried that your internet will go out. Test your internet before the interview. Also, make sure you're somewhere that has a good internet connection. If you're curious about the automated notifications that Calendly has, send some to yourself to test what works best for you.

4. Use the Browser Extension

Calendly has a browser extension that works with LinkedIn. The extension adds a button to your LinkedIn messaging controls. You can easily create interviews with potential candidates and view appropriate event types. All you need to do is copy and paste the link, and your potential candidate will have your availability.

Learn More About Calendly

Want to know more about Calendly? Here are some helpful articles:

Save Time in Your Interview Process with Calendly Today!

Are you looking to make the interview process go quickly? Maybe you want to find a way to be more organized in your interview process? Perhaps you're tired of finding a time slot that fits schedules? Whatever the reason, Calendly is an easy-to-use tool with many benefits for the interview process. So, why not sign up for Calendly today?

Advertisement
Did you find this post useful?
Want a weekly email summary?
Subscribe below and we’ll send you a weekly email summary of all new Business tutorials. Never miss out on learning about the next big thing.
Advertisement
Start your 7-day free trial*
Start free trial
*All Individual plans include a 7-day free trial for new customers; then chosen plan price applies. Cancel any time.