📌 Note: Scheduling events requires the Schedule events permission in your hiring role. You can only schedule or see events for candidates you have access to.
Coordinating an interview usually means juggling calendars, emails, and evaluation forms across several people. Scheduling an event in Recruitee brings all of that into one place: you pick a time that works for every interviewer, choose how you'll meet, and send the invitations - without leaving the candidate's profile. This guide walks through the full flow from start to finish.
Scheduling happens in two steps: first you set up the event details, then you decide who to notify and send the invites.
Step 1: Set up the event details
Start from the candidate you want to meet.
1. Go to a candidate profile and click Schedule.
2. Choose a Date, Time, and Duration. If needed, adjust the Time zone.
3. Under Interviewer(s), click the + icon to add the team members attending the event. (You can add up to 8 interviewers)
4. Pick the Event type (see Choose the event type below).
5. Add any details the type allows — a Location, a note, a meeting room, or an evaluation request
Find a time that works for everyone
If you haven't agreed on a time yet, let Recruitee find one for you. This is especially useful when several interviewers need to attend.
1. Click Find time.
2. Choose the time range you want to check. Toggle between Week and Day to look across a whole week or focus on a single day.
3. To include Saturday and Sunday, click the ... icon and select Show weekends.
4. Events from your team's Recruitee calendar and any synced calendars (Google, Microsoft) appear as blocks in each day, so you can see when people are already busy.
Click an open slot where everyone is free to select it.
5. To fine-tune, click the slot to open Pick a time slot, adjust the Starting time and Duration, and click Save.
6. Click Continue with... in the lower-right corner to bring the chosen slot back into the event.
Choose the event type
Select the Event type that matches how you'll meet:
• On-site interview — lets you add a Location.
• Phone interview
• Meeting — lets you add a Location.
• Video interview — choose a provider such as Google Meet, Zoom, Microsoft Teams, or Jitsi. A meeting link is generated automatically.
Add a note and a private note
Use the Note field to leave a message for the candidate. It's labelled Visible to candidates, so anything here is shared with them.
To leave an internal message for your team only, click Add private note. The Private note field is only visible to team members and is never shared with the candidate.
Request an evaluation
You can ask interviewers to fill out an evaluation form for this event, so feedback is collected in a structured way.
1. Click Request evaluation.
2. Under Evaluation form, use Select evaluation form to choose the form, and select the team member(s) who should fill it in.
3. Choose when to send the request: Now, On the day of the event, or Once the candidate sets the date.
4. Click Request now to add it.
5. Repeat to attach as many evaluation forms as you need.
Add a meeting room
If your account has meeting rooms connected, you can book one for the event.
1. Open the Meeting room selector and pick a room.
2. A coloured dot next to each room shows its availability at the chosen time:
• Green (Available) — the room is free.
• Red (Unavailable) — the room is occupied.
• Grey (Availability unknown) — Recruitee can't confirm the room's availability at that
time.
Privacy settings for synced calendars
Under Privacy settings for Google Calendar & Outlook, you can control how much
appears in the external calendars synced to your account:
Make event private — the event shows as private in synced calendars (Google, Microsoft, and others). Only participants can see its details. To let a specific teammate see the details, invite them to the event.
Don't show candidate's full name — hides the candidate's name in the title and body of the calendar invite, so it isn't processed by external calendar providers. This is recommended for GDPR compliance. When enabled, the candidate's name appears in the invite as a View in Recruitee link instead.
Don't add the candidate to the list of participants — keeps the candidate off the calendar attendee list. You can still invite them by email in the next step.
Step 2: Notify and invite
The second step is where you review the event and decide who gets notified.
1. Under Event details, review the summary of the event you've set up.
2. Under Invitations, choose how to invite each person. For both the candidate and the interviewers, you can send an invite by Email and/or by Calendar (Outlook/Google).
Click Show options to expand the choices.
3. Click Customize email to candidate to review and edit the message the candidate will receive. Use + Insert to drop in a saved email invitation template or a placeholder.
4. Click Customize email to interviewers to review and edit the message sent to the attending team members.
5. Optionally, use Reminders to send a reminder before the event — for example, Remind candidate — and add more reminders if needed.
6. Click the schedule button in the lower-right corner to finish.
The button label depends on what you've chosen:
• Schedule — when no notifications are selected.
• Schedule and invite — for a new event when notifications are on.
• Schedule and notify — when you're editing an existing event and notifications are on.
Once saved, you'll see an Event scheduled confirmation. The event now appears on the candidate's profile and in your calendar.
Cancel a scheduled event
Plans change. If an interview can't go ahead, you can cancel it from the candidate's profile - and optionally send the candidate a cancellation email at the same time.
⚠️ Important: Canceling an event is permanent and can't be undone. The event is removed from the candidate's profile and from your team's synced calendars. To hold the same slot with changes, edit the event instead of canceling it (see below).
1. Go to the candidate profile and open the event: click the event, or click More details on the event banner.
2. In the event details, click Delete.
3. In the Delete event? dialog, decide whether to let the candidate know. Leave Send cancellation email to the candidate ticked to email them, or untick it to cancel without notifying.
4. If you're notifying the candidate, review and edit the subject and message — Recruitee fills in a default cancellation note that you can personalize.
5. Click Delete event to confirm (the button reads Delete event & notify candidate when the email is switched on). You'll see an Event cancelled confirmation.
📌 Note: Only the candidate can be emailed when you cancel — interviewers aren't sent a cancellation notice automatically, so let them know separately if needed. The Send cancellation email to the candidate option only appears if the candidate has an email address and you have permission to send emails
Edit or reschedule instead of canceling
If you only need to change the time or details, you don't have to cancel and start over.
1. Open the event and click Edit in the event details.
2. Adjust the date, time, or any other details in the scheduling flow, then save.
Editing keeps the same event and lets you notify the candidate and interviewers of the change, rather than removing the event entirely.