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 episode without available slots) |
Both checks are deduplicated so the team does not receive repeated notifications during the same no-slots episode for a candidate and stage.
What the Team Receives
When no interview slots are available, the job’s hiring team receives 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. A background check runs every 4 hours, so the candidate is re-notified within about 4 hours of the fix.
The candidate does not need to remember to check back. They receive a clear “Interview Times Available” email with a button leading to time selection.
Who Gets Notified
| Recipient | Channel | Content |
|---|---|---|
| The job’s hiring team | In-app + Email | Diagnostic reasons with fix-it links |
| Your hiring admins | In-app + Email | Same, but only when the job has no team assigned |
| 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