As a hiring manager, the clock starts ticking the moment a requisition gets opened. You know even basic jobs attract hundreds of applicants. Yet director-level roles require complex panel interviews across multiple stakeholders. How do you efficiently evaluate this flood of candidates to surface the perfect hire without getting mired scheduling interviews?
It‘s no wonder recruiters spend nearly 23% of their time just on interview coordination according to recent surveys. Exchanging endless emails to align participant availability burns precious hours you should focus on strategic hiring tasks. And if the friction of scheduling interviews wasn‘t bad enough, between 20-50% end up canceled or rescheduled – further slowing time to fill.
But what if automatically scheduling and managing candidate interviews didn‘t have to be a chaotic time sink? Cutting edge interview scheduling software is here to save the day!
This definitive guide will walk you through:
- 10 leading scheduling software options with capability overviews
- Finding the right software based on your hiring and budget needs
- Tactics to accelerate hiring velocity powered by scheduling automation
Equipped with the right platform, your team can overcome coordination headaches to interview and hire top talent faster. Let’s get started!
Why Interview Scheduling Software is a Game Changer
Before diving into top tools, it‘s worth exploring why dedicated scheduling software can be such a game changer:
Accelerates Hiring Velocity
By automatically coordinating interviews based on compatible windows across all parties, scheduling software keeps requisitions moving rapidly. You evaluate candidates faster, keep them engaged, and maintain momentum.
Enhances Candidate Experience
Calendaring interviews is frustrating for candidates too. Automated self-service scheduling, reminders, and transparent communication removes this friction.
Recaptures Recruiter Hours
Tools automate the tedious coordination work, freeing up recruiters to focus on higher value assessment. Reports show some solutions save ~80 hours annually per hire – time better spent on strategic tasks.
Optimizes Interviewer Time
Software reduces overlapping requests and overlapping interviews based on availability and history. Your best interviewers aren‘t overbooked throughout the process.
Let‘s explore the top software options available to start reclaiming hours and accelerating interviews.
VidCruiter
VidCruiter tackles end-to-end hiring, but truly shines when it comes to scheduling management. Instead of playing email tag with candidates, VidCruiter shares recruiter availability on a public calendar. Candidates then self-select open slots, receiving automated confirmations to reduce the coordination burden.
Built-in video interviewing further optimizes both in-person and remote hiring coordination. Robust calendar syncing ensures availability is up to date across all relevant staff. Custom templates, reminders, notifications and other automation keep candidates informed throughout the process.
Notable Features:
- Real-time calendar sharing reduces back and forth
- Automated confirmations and reminders
- Integrated virtual interviewing capabilities
- Unified dashboard across stakeholders
- Calendar sync prevents conflicts
Pricing: Disclosed upon request
GoodTime
When managing high volume, fast paced recruiting, GoodTime accelerates scheduling through automation. Bulk candidate scheduling via text, email, WhatsApp and more removes manual recruiter work.
Intelligent assistant functionality matches candidates to interviewers based on skills, experience and availability. Configurable settings adapt to phone screens, panel interviews and other formats.
Notable Features:
- Automates scheduling communication
- Bulk scheduling tools
- Smart interviewer recommendations
- Customizable interview settings
Pricing: Three tiers – Starter, Pro, Enterprise
Paradox
Paradox delivers shockingly simple scheduling through conversational interfaces. Instead of complex menus, recruiters use natural language to coordinate via a smart assistant named Olivia.
Candidates self-select from real-time calendar availability. Straightforward tools to manage interview details and candidate experience all happen in one place. Recording interviews also gathers data to improve.
Notable Features:
- Conversational, language-driven scheduling
- Candidate self-service
- Recorded interviews for insights
- Cancellation and reschedule handling
Pricing: Custom quote based on needs
Freshteam
In addition to streamlined scheduling, Freshteam by Freshworks manages the broader candidate journey – from sourcing to hire. Automated notifications and calendar syncing smooth interview coordination.
Panel management, bulk calendar invites, and team visibility optimization reduces manual overhead to align across the business. Freshteam also gathers structured interview feedback and tracks candidate progression.
Notable Features:
- End-to-end talent management
- Structured feedback and analytics
- Scheduling automation
- Custom calendar workflows
Pricing: Quoted based on custom needs
GoHire
GoHire‘s applicant tracking system (ATS) integrates directly into your existing calendar environment instead of introducing new platforms. Simply connect your calendar tool of choice for easy automated scheduling.
Configurable settings match interviews to team needs with collaboration tools keeping all members aligned. Ongoing automation and customization remove manual efforts as processes evolve.
Notable Features:
- Direct calendar ecosystem integrations
- Customizable by interview type
- Scheduling automation
- Collaboration reducing miscommunication
Pricing: $99-$499/month based on plan
Calendly
A popular solution for automated appointment booking, Calendly also nails interview coordination across stakeholders. Integration with various calendar systems makes team availability visible. Candidates then self-book open slots.
Customizable candidate information collection, confirmations, and additional automation improve experience throughout the process. Mobile friendly access and flexibility simplify getting up and running.
Notable Features:
- Mobile and web access
- Candidate self-service
- Customizable workflows
- Calendar ecosystem integrations
Pricing: Free – $12/user monthly
PickTime
PickTime cuts complexity out of coordinating interviews through drag-and-drop simplicity. Recruiters visually drag candidates and interviews into calendar slots for instant, automated scheduling.
The free platform is purpose built for interviews, fast to implement, and easy to use without extensive ramp up or training. Straightforward tools help align stakeholders and prevent conflicts.
Notable Features:
- Simple, visual drag and drop
- Specialized for recruiting
- Free full-featured version
- Lightning fast setup
Pricing: Free + custom paid options
HireVue
A pioneer in premrecorded and AI-enabled video interviews, HireVue also provides robust tools around coordinating interviews. Customized recruiter dashboards centralize requests, confirmations, and details without relying on email chains.
Leveraging historical data and intelligence, HireVue recommends optimal scheduling while ensuring candidates never miss interviews through automated reminders. Smooth integrations with existing calendar systems prevent conflicts.
Notable Features:
- Predictive, data-driven scheduling
- Automated confirmations & reminders
- Custom analytics reporting
- Candidate-friendly confirmations
Pricing: Quote based on needs
Setmore
Setmore simplifies booking appointments, events, classes – and now, interviews. Dedicated staff scheduling portals smoothly slot entire hiring teams.
Integrations synchronize confirmed bookings across connected calendars, preventing conflicts. AI assistants help manage scheduling changes, questions and modifications on the fly.
Notable Features:
- Staff scheduling portals
- AI-enabled automation
- Calendar sync
- Custom booking questions
Pricing: Free – $20/user monthly
With so many options on the market, how do you determine what best suits your unique hiring needs? Start by considering a few key elements:
Interview Formats
- Phone screens
- 1:1 interviews
- Panel interviews
- Auditions/demos
- Hybrid/in-person
Special Requirements
- Panel size
- Length/timing needs
- Locations
- Interview suits or types
Integrations
- Existing calendars
- Future ATS/HRIS systems
- Video platforms
Budget
- Free or freemium
- Per user pricing
- Flat fee tiers
Support Level
- DIY set-up
- Trainings
- Ongoing enablement staff
- Custom builds
Evaluating candidate volume, team dynamics, general hiring complexity and stakeholder alignment reveals ideal software characteristics.
Certain solutions specialize in simplifying high frequency recruiting like GoodTime or improving candidate experience such as Koalendar. Others like VidCruiter take an end-to-end approach that could replace multiple point solutions.
I‘ve highlighted some of the stand-out options in this handy comparison chart:
| Software | Notable Strengths | Ideal For |
|---|---|---|
| GoodTime | High volume hiring, automation features, intelligent capabilities | Corporate recruiting, staffing agencies |
| HireVue | Candidate experience focus, AI/ML intelligence, enterprise scale | High tech, global companies |
| Vidcruiter | Unified recruiting platform, easy video interviewing, compliance | Healthcare, government, regulated industries |
| Calendly | Ease of use, flexibility, meetings beyond just interviews | Growing companies, hybrid teams |
| Paradox | Conversational scheduling, talent intelligence insights | Innovative recruiting models |
| Setmore | Simple workflow customization, free offering | Startups, SMBs |
Aligning capabilities to stakeholder requirements, change appetite, and budget realities further refines your short list.
Overcoming Interview Bottlenecks
Even armed with advanced scheduling coordination software, delays during the interview phase routinely stall hiring velocity. Common bottlenecks like canceled interviews, rigid settings, and poor communication sabotage efficiency.
By taking advantage of built-in software functionality and optimizing team processes, many of these bottlenecks smooth out:
Rescheduling and Cancellations
- Flexible interview settings adapt based on needs
- Automated confirmations reduce logistical mishaps
- Overcommunication prevents surprises
Calendar Misalignment
- Integrations automatically sync updates
- Recruiters set availability in one place
- Interview details visible to all parties
Communication Breakdown
- Centralized candidate profiles
- Configurable notifications and reminders
- Feedback prompts close information gaps
Tracking metrics like interview cycle time, materials sent, and calendar changes gives visibility into process optimization opportunities. As bottlenecks clear up, great candidates smoothly progress to offers!
Take Control of Interview Scheduling Chaos
As openings stack up and candidates queue for interviews, taking control over scheduling chaos is essential to hiring top talent quickly. Purpose built interview coordination software eradicates the headaches of manual calendaring while capturing back dozens of wasted recruiter hours.
Tools like VidCruiter, HireVue and GoodTime blend automation with intelligence to align participants, optimize interviewer time, and create candidate-friendly experiences. And solutions ranging from free utilities to enterprise platforms fit any budget and needs.
Say goodbye to the email vortex of endless back and forth calendaring. Let interview scheduling software accelerate hiring velocity so you can focus on high quality candidate conversations that drive great recruiting results!
What bottlenecks or friction still slow down your interview process? How can collaborative software help? I‘d love to hear from you!
