Interview Scheduling

Why It Matters

Interview stages are where scheduling comes alive. You define who interviews, how long it takes, and how many interviewers have to attend. A stage that needs two or more interviewers only offers times when that many are free; a stage that needs one falls back to an account-wide scheduling strategy. Candidates see only the slots that match your configuration and book directly; everyone booked on the interview gets the emailed .ics, and anyone who switched Allow creating events in this calendar on also gets it written straight to their calendar.

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
Interviewers Required	How many of them must attend (minimum 1, default 1). Above 1, Kit only offers slots where that many are free at once
Where	Video call (default) or In person. See In-Person Interviews

Scheduling Strategy

How Kit combines multiple interviewers’ availability into bookable slots depends on two settings:

• Interviewers Required, per stage. Left at 1, the account-wide strategy below decides. Set to 2 or more, the stage takes over and only offers slots where that many interviewers are free.
• The scheduling strategy, account-wide at Hiring > Settings > General. There are two options, and they apply to every stage that needs only one interviewer.

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

Requiring Several Interviewers

Set Interviewers Required above 1 on a stage and Kit stops asking the account-wide strategy. It starts from every slot where any interviewer is free, then drops every slot where fewer than the required number are free. The result is always a subset of Maximize Availability: never more slots, usually fewer. When a candidate books, Kit seats exactly that many interviewers, preferring those with the fewest upcoming interviews. Balanced Workload no longer shapes which slots appear; workload only decides who gets seated.

If you ask for more interviewers than you can book, nothing errors and no slots are hidden for that reason. Kit caps the requirement at the number of assigned interviewers who have an availability schedule, books fewer people, and flags the stage: Not enough bookable interviewers: “This stage asks for more interviewers than can be booked right now, so candidates will book with fewer. Lower the number required, or give another assigned interviewer an availability schedule.” If none of the assigned interviewers has an availability schedule at all, the stage shows No availability schedules configured instead and nothing can be booked.

Do This	Don’t Do This
Use Maximize Availability when you want candidates to book as soon as possible	Look for a per-stage Maximize/Balanced picker; those two are account-wide, and the per-stage lever is Interviewers Required
Use Balanced Workload when you have a pool of 3+ interviewers	Use Balanced Workload with only 1 interviewer; there’s nothing to balance
Raise Interviewers Required only on stages that need several people in the room	Expect a higher required count to add slots; it only ever removes them

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. Click Add

Kit always resolves each interviewer’s availability from their own linked availability schedule; there’s no per-assignment schedule override.

Multiple Interviewers

Add as many interviewers as needed. How Kit combines their availability depends on Interviewers Required on this stage: left at 1, your account’s scheduling strategy decides; set to 2 or more, only slots with that many free interviewers are offered.

Adding more interviewers generally means more available slots for candidates: Maximize Availability surfaces every free interviewer, Balanced Workload steers bookings toward whoever has the fewest interviews so far, and a stage that requires several interviewers finds it easier to reach that number.

Interviewer Roles

Kit doesn’t enforce formal roles, but you can designate a lead interviewer by setting their role in the interview stage configuration. Kit creates the meeting link on the lead interviewer’s Google account when that lead has Google Meet connected, and otherwise on the first seated interviewer who does, then promotes the rest of the seated interviewers to co-host of that room (see Google Meet Integration below). Calendar delivery is per person: everyone booked on the interview who has a connected calendar with event creation switched on gets their own event, and everyone else gets an emailed .ics. Nobody is listed as an attendee on anyone else’s entry, so there’s no attendee ordering.

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
• Puts the interview on the calendar of every interviewer it seated: a calendar event for those who allow event creation, an emailed .ics for everyone else
• Sends a confirmation email to the candidate
• Updates the stage progress to “interview scheduled”

When the Slot Was Just Taken

The slot list is built when the page loads, so two candidates sitting on that page at the same time can both be offered the same hour. Kit re-checks the moment someone confirms: the first booking wins, and the second is refused rather than quietly double-booking an interviewer. That candidate sees “That time was just taken. Please pick another one.”, the slot list re-renders without the hour that went, and they book again from there. Nothing else about their application changes.

The same guard covers rescheduling. A candidate who moves their interview onto an hour a seated interviewer already owes to another interview sees the same message, and the interview stays where it was. A colleague rescheduling from the interview details page is refused the same way, though the wording there is the validation error rather than that bare sentence. Support should recognize this refusal: it means the calendar worked, not that something failed.

What Candidates See

During booking and after confirmation, candidates see:

• Your availability as a calendar grid (dates with slots are highlighted)
• Time zones converted to the candidate’s local time
• Interview duration
• Assigned interviewer names, shown on the confirmation page after booking

What candidates don’t see:

• Why specific slots are unavailable (for example, a calendar conflict or no availability hours)
• 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 an automatic reminder with the meeting link when a confirmed interview falls within the next 24 hours. Each recipient receives at most one reminder for that version of the schedule, whether triggered automatically or manually. Rescheduling can allow another reminder.

Optional SMS Reminders

Turn on Text candidates before interviews in Hiring settings. Kit then texts a candidate about an hour before a confirmed interview if their profile has a valid Polish number. The text points them to the email for details; email reminders still run. Turn the setting off to stop future texts.

With Kit’s shared JustSend token, each account has 50 SMS attempts per calendar month. SMS settings shows usage and lets you add your own JustSend token, which has no Kit limit. Kit adds a country code to a phone extracted from a CV only when the CV clearly identifies the country; check the number before relying on SMS.

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 the calendar entries and emailed invites of everyone booked on the interview
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

The Hiring Dashboard surfaces your next upcoming interviews in the “Today” panel: up to five, ordered by start time, each showing the candidate, stage, scheduled time, and status. Click any entry to open its details page.

The Interviews page provides a full calendar view. Navigate between weeks, select a day, and filter by interviewer. Open any interview for its details.

Interview Details Page

Click any interview to see:

• Candidate name and job posting
• Scheduled date/time with the interview time zone
• Assigned interviewers, each with a line saying whether the interview reached their Google Calendar (see Calendar Integration)
• Meeting URL (click to join)
• Interview notes
• Actions: cancel, mark no-show, mark complete, reassign interviewer

Completing Interviews

After an interview finishes:

1. Navigate to the interview details page
2. Click Mark Complete
3. Add notes and a review in the corresponding sections of the interview page
4. Decide whether to advance the candidate to the next stage

Kit tracks completion time and logs it for reporting.

Meeting URLs

Kit populates each interview’s meeting URL automatically through the Google Meet integration, and there’s no meeting-URL field on the stage configuration. When an interview ends up without a link anyway, Add meeting link on the interview details page takes one from any tool (Google Meet, Zoom, Teams) as long as the interview is still scheduled in Kit, hasn’t ended, and has no link yet. That’s a repair rather than a safeguard: the candidate already holds the invitation, so saving the link bumps the calendar invitation’s sequence and re-sends an updated one to everybody booked.

Google Meet Integration

Connect Google Meet at Integrations > Google Meet. This is a separate integration from the Google Calendar connection used for availability and calendar invites.

Once connected, Kit creates a unique Google Meet space for each interview when it’s booked, saves the link on the interview, and includes it in the calendar invite and confirmation email. The space is created on the lead interviewer’s Google account, or, when the lead hasn’t connected Google Meet, on the account of the first seated interviewer who has.

Where the meeting URL appears:

• On the interview details page (click to join)
• In the calendar invites sent to interviewers
• In the reminder email sent within 24 hours of the interview

If an interview has no Meet space (the integration isn’t connected, or nobody seated on it has), the invitation reaches the candidate with no way to join, and someone has to email them the joining details. Kit raises a Meeting link missing alert for the team on any interview starting within 24 hours that still has no link.

Co-Hosts on Panel Interviews

When Kit seats more than one interviewer on an interview, it promotes the rest of them to co-host of that Meet space; the interviewer whose Google account holds the space isn’t promoted, because they already own it. This runs on the Google Meet permission Kit already holds, so connecting Google Meet remains the only consent step; nobody is asked to approve anything new.

Two things change, in the order you’ll notice them:

• Co-hosts join without knocking. Previously the room recognized only the lead interviewer; everyone else arrived in the knock queue and waited to be admitted, often while the candidate sat in the call alone.
• Anyone on the panel can run the call. Co-hosts can admit the candidate, start a recording, and end the meeting. A lead who doesn’t turn up no longer strands the rest of the panel outside.

Two further limits: Google caps a meeting at 25 co-hosts, and the space itself is still created on one interviewer’s Google account (the lead’s whenever the lead can host), so that person stays its owner.

In-Person Interviews

For an interview at your office:

1. Open the stage and set Where to In person
2. Enter the Office address. Pick a suggestion or type the full address
3. Add Arrival instructions (floor, reception, who to ask for) and check the Office time zone

Candidates see the address before they book. Their confirmation, emails and calendar invite include the address, your instructions and a Get directions link, with times in the office time zone. Interviewers get the same details. No video link is created.

Changes apply to new bookings only. Interviews already booked keep their location.

In person works when Kit schedules the interview. Calendly stages use the location set in Calendly.

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
• Set Interviewers Required on each interview stage; leave it at 1 unless the stage needs several people in the room
• Pick your account’s scheduling strategy (Maximize Availability or Balanced Workload) in Hiring > Settings > General; it governs every stage that requires one interviewer
• Connect the Google Meet integration if you want automatic meeting links
• In-person stages have an office address, arrival instructions and office time zone
• 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