Proactive Process Notifications
Kit automatically detects scheduling problems and notifies your team before candidates are impacted, then re-notifies candidates when issues are resolved.
Why It Matters
When a candidate is invited to schedule an interview but no time slots are available, they hit a dead end. Without visibility into this, your team has no idea the candidate is stuck and may lose them to a competitor while the problem goes unnoticed.
Kit detects these situations automatically and alerts the right people with actionable information to fix the issue fast.
How It Works
Kit uses a two-layer detection system to catch scheduling problems:
| Layer | When | What happens |
|---|---|---|
| Proactive | Candidate advances to an interview stage | Kit checks slot availability immediately and notifies the team if none exist |
| Reactive | Candidate visits the scheduling page | If the candidate sees “No Available Times”, Kit notifies the team (once per candidate) |
Both layers are debounced so your team only receives one notification per candidate, per stage.
What the Team Receives
When no interview slots are available, admins and hiring managers receive an in-app notification and email that includes:
- The candidate name with a link to their application
- Diagnostic reasons explaining why no slots exist
- Fix-it links pointing directly to the settings page where the issue can be resolved
Diagnostic Reasons
| Reason | What to fix |
|---|---|
| No interviewers assigned | Assign at least one interviewer to the stage |
| No availability schedules | Ask interviewers to set up their availability |
| All interviewers on holiday | Wait for return or assign additional interviewers |
| Calendars fully booked | Free up time or extend the scheduling window |
Candidate Re-notification
Once your team fixes the availability issue, Kit automatically detects that interview slots are now available and sends the candidate a fresh email with a new scheduling link. This happens within an hour of the fix.
The candidate does not need to remember to check back. They receive a clear “Interview Times Available” email with a one-click button to schedule.
Who Gets Notified
| Recipient | Channel | Content |
|---|---|---|
| Admins | In-app + Email | Diagnostic reasons with fix-it links |
| Hiring Managers | In-app + Email | Same as admins |
| Candidate | Email (when fixed) | Fresh scheduling link |
Notifications respect your team’s email preferences. If a team member has hiring notifications disabled or is on holiday mode, they will not receive emails.
Quick Checklist
- Assign interviewers to every interview stage
- Ensure interviewers have availability schedules configured
- Connect calendars so Kit can check for conflicts
- Set a scheduling window of at least 14 days for buffer