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Interview Scheduling

Configure interview stages, assign interviewers, manage bookings, and handle cancellations and reschedules.

Why It Matters

Interview stages are where scheduling comes alive. You define who interviews and how long it takes, while an account-wide scheduling strategy decides how multiple interviewers’ availability is combined. Candidates see only the slots that match your configuration, book directly, and everyone gets a calendar invite automatically.

Configuring an Interview Stage

When creating or editing a job posting, you can add interview stages through the pipeline configuration.

Creating an Interview Stage

  1. Navigate to your job posting
  2. Click Edit Stages or open the pipeline editor
  3. Add a new stage or edit an existing one
  4. Set Stage Type to Interview
  5. Configure interview settings

Required Settings

Setting Description
Stage Name How the stage appears to candidates (e.g., “Technical Interview” or “Culture Fit”)
Duration Interview length in minutes (15, 30, 45, 60, 90, or custom)
Interviewers Team members who will conduct interviews at this stage

Optional Settings

Setting Description Default
Meeting URL Video call link (Zoom, Google Meet, etc.) None
Instructions Guidance for candidates (what to prepare, what to expect) None
Auto-advance Whether to automatically move candidates to the next stage after completion Disabled

Scheduling Strategy

The scheduling strategy controls how Kit combines multiple interviewers’ availability into bookable slots. It’s an account-wide setting that applies to every interview stage, not a per-stage option. Configure it at Hiring > Settings > General. There are two options:

Maximize Availability

Shows slots where any assigned interviewer is free. When a candidate books, Kit assigns the interview to one of the available interviewers.

Use when:

  • First-round screening calls where any interviewer can conduct it
  • Standardized interviews with an interview guide
  • You want to give candidates the most slots to choose from

Tradeoffs:

  • More available slots (easier for candidates to book)
  • Interviews may be distributed unevenly if some interviewers have more availability
  • Less control over who specifically interviews each candidate

Balanced Workload (Round Robin)

Shows slots from the least-loaded interviewers first to distribute interviews evenly across the team.

Use when:

  • You have a pool of interviewers who can handle screens
  • You want to prevent one person from getting overloaded
  • Fairness and workload balance matter

Tradeoffs:

  • Automatically balances interview count across the team
  • Candidates still see a healthy range of slots
  • Relies on tracked interview counts to decide who is least loaded
Do This Don’t Do This
Use Maximize Availability when you want candidates to book as soon as possible Expect a per-stage team-mode picker — the strategy is account-wide
Use Balanced Workload when you have a pool of 3+ interviewers Use Balanced Workload with only 1 interviewer — there’s nothing to balance

Assigning Interviewers

Assign the interviewers for each stage.

Adding Interviewers

  1. In the stage configuration, find Interviewers
  2. Click Add Interviewer
  3. Select a team member from the dropdown
  4. Choose their availability schedule (or use their default)
  5. Click Add

Multiple Interviewers

Add as many interviewers as needed. Kit combines their availability according to your account’s scheduling strategy.

With either strategy, adding more interviewers generally means more available slots for candidates — Maximize Availability surfaces every free interviewer, while Balanced Workload steers bookings toward whoever has the fewest interviews so far.

Interviewer Roles

Kit doesn’t enforce formal roles, but you can designate a lead interviewer by setting their role in the interview stage configuration. The lead appears first in calendar invites and receives notifications about cancellations or reschedules.

Candidate Booking Flow

When a candidate reaches an interview stage:

  1. They receive an email with a link to the scheduling page
  2. The scheduling page shows all available slots for the next 14 days by default (configurable up to 30)
  3. They select a date from the calendar view
  4. They pick a specific time slot
  5. They confirm the booking

Kit immediately:

  • Creates the interview record and confirms it automatically — booking and confirmation happen in one step
  • Sends calendar invites to all assigned interviewers
  • Sends a confirmation email to the candidate
  • Updates the stage progress to “interview scheduled”

What Candidates See

The booking page shows:

  • Your availability as a calendar grid (dates with slots are highlighted)
  • Time zones converted to the candidate’s local time
  • Interview duration
  • Interviewer names (optional — you can hide this in stage settings)
  • Instructions or prep guidance you added to the stage config

What candidates don’t see:

  • Why specific slots aren’t available (conflicts, meeting limits, etc.)
  • Interviewer calendar details or event titles
  • Buffer time around interviews

Confirming Interviews

Interviews are confirmed automatically the moment a candidate books — there’s no separate “pending” step the candidate has to complete. As soon as the booking is saved, the interview moves straight to “confirmed”.

Confirmation Actions

When an interview is confirmed at booking:

  • Interview status is set to “confirmed”
  • All interviewers receive a notification (if Slack is connected)
  • A confirmation email is sent to the candidate

Reminder Emails

Kit sends a single reminder per interview once it’s confirmed. The reminder goes out when the interview falls within the next 24 hours and includes the meeting link. Each interview is reminded only once.

Rescheduling

Candidates can reschedule interviews if they need to, subject to a cutoff window.

Reschedule Cutoff

By default, candidates can reschedule up to 24 hours before the interview start time. After the cutoff, the reschedule button disappears and they must contact you directly.

You can adjust the cutoff at Hiring > Settings > General.

Reschedule Flow

  1. Candidate clicks Reschedule in their portal
  2. They see the same slot picker as initial booking
  3. They select a new time
  4. Kit updates calendar invites for all interviewers
  5. Everyone receives a notification about the change

Reschedule history is logged on the interview record for reference.

Cancellations

Either side can cancel interviews.

Candidate Cancels

If a candidate cancels through their portal:

  • Interview status changes to “cancelled”
  • Calendar invites are updated with cancellation notice
  • Interviewers receive a notification
  • The candidate can rebook a new time if the stage is still active

Interviewer Cancels

If you need to cancel:

  1. Navigate to the interview details page
  2. Click Cancel Interview
  3. Optionally add a reason
  4. Confirm cancellation

Kit notifies the candidate and offers to rebook.

No-Shows

If a candidate doesn’t join the interview, you can mark it as “no-show” from the interview details page. This logs the absence but doesn’t automatically reject the candidate — you decide how to proceed.

Managing Scheduled Interviews

View all scheduled interviews at Hiring Dashboard.

Filters

  • Upcoming — Interviews scheduled in the future
  • Past — Completed or no-show interviews
  • By Status — Pending, confirmed, cancelled, completed, no-show

Interview Details Page

Click any interview to see:

  • Candidate name and job posting
  • Scheduled date/time in all interviewers’ time zones
  • Assigned interviewers
  • Meeting URL (click to join)
  • Interview history (booked, confirmed, rescheduled, etc.)
  • Actions: confirm, cancel, mark no-show, complete

Completing Interviews

After an interview finishes:

  1. Navigate to the interview details page
  2. Click Mark Complete
  3. Optionally add notes or feedback (if feedback forms are enabled)
  4. Decide whether to advance the candidate to the next stage

Kit tracks completion time and logs it for reporting.

Meeting URLs

You can configure meeting URLs at the stage level or on a per-interview basis.

Stage-Level Meeting URL

Set a default meeting URL (Zoom, Google Meet, etc.) in the stage configuration. Every interview scheduled at that stage uses this URL.

Use when:

  • You have a dedicated Zoom room for interviews
  • All interviewers share a Google Meet space
  • You want consistency across all interviews

Per-Interview URLs

Override the stage-level URL for individual interviews if needed. Navigate to the interview details page and click Edit Meeting URL.

Use when:

  • Different interviewers have their own Zoom accounts
  • You need to switch from video to phone for a specific candidate
  • A last-minute URL change is required

Google Meet Integration

If you connect Google Calendar, Kit can automatically create Google Meet spaces for interviews. Enable this at Integrations > Google Calendar. Each interview gets a unique Meet link, and Kit adds it to the calendar invite.

Quick Checklist

  • Add an interview stage to your job posting pipeline
  • Set interview duration based on the type of interview (30-60 minutes typical)
  • Assign interviewers who have availability schedules configured
  • Pick your account’s scheduling strategy (Maximize Availability or Balanced Workload) in Hiring > Settings > General
  • Add a meeting URL or enable Google Meet integration
  • Publish the job posting so candidates can reach the interview stage
  • Test the booking flow by viewing the candidate portal
  • Monitor scheduled interviews at Hiring Dashboard

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