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Interview scheduling

This article explains how to set up calendar syncing, schedule interviews, create and share booking links, and manage interviews. Available on desktop only.

Manage candidate interviews as part of your hiring process with JOIN's built-in scheduling tools. This feature is designed to save you time, reduce manual coordination and streamline communication at every stage.

With interview scheduling, you can:

  • Sync your calendar: connect your personal calendars (Google, Office 365, Exchange or Outlook) or your workspace calendars (Google Workspace or Microsoft 365) for real-time availability.

  • Manage centrally: view, schedule and update interviews directly from the Interviews tab or from any candidate profile.

  • Customise availability: set your working hours, add preparation time between interviews and set daily or weekly limits.

  • Enable self-scheduling: share booking links with candidates so they can choose a time that works for everyone.

  • Avoid conflicts: JOIN automatically checks the availability of all interviewers.

  • Automate communication: use ready-made or custom templates for invitation, confirmation and cancellation emails.

  • Stay flexible: edit, reschedule or cancel interviews when your plans change.

Before scheduling interviews, you need to connect your calendar. You can connect a calendar at workspace level or individually.

Connecting workspace calendars

Workspace calendar integration can only be managed by a System Admin. Only one provider can be connected at a time, Google or Microsoft 365.

Google Workspace

  1. In the sidebar, go to company Settings then click Integrations.

  2. Scroll down to the Workspaces section, then click +Connect on the Google Workspace card.

  3. Click Connect to open the "Authorise access" window.

  4. Click Continue to Google permissions in the window.

  5. Authorise access on the Google permissions page.

  6. All workspace users with a matching email domain will be connected automatically.

If you are not your company's Google Workspace administrator, click Share with Google admin to copy the OAuth link and share it with your administrator for setup.

Microsoft 365 Workspace

  1. In the sidebar, go to company Settings then click Integrations.

  2. Scroll down to the Workspaces section, then click +Connect on the Microsoft 365 card.

  3. Click Connect to open the "Authorise access" window.

  4. Click Continue to Microsoft permissions in the window.

  5. Authorise access on the Microsoft permissions page.

  6. All workspace users with a matching email domain are connected automatically.

Only one workspace calendar can be active at a time. If you connect a new one, the previous one will be disabled.

Connecting a personal calendar

If your company has not set up a workspace calendar, or if you want to connect your own calendar, you can do so individually in your user settings.

  1. Click your profile icon at the bottom left in JOIN.

  2. Go to User settings, then open the Calendar settings tab.

  3. In the Configure integration section, click Connect next to your calendar provider.

  4. Follow the on-screen instructions to sign in and authorise access to your calendar.

  5. Your calendar then appears in the Connected calendars list, and JOIN automatically starts syncing your availability.

Setting availability for interviews

Set meeting hours

  1. Go to User settings, then open the Calendar settings tab.

  2. Scroll down to Meeting schedule and availability.

  3. Set the start and end times for each day using the time selectors.

  4. Click + or Add a new slot to add several slots per day, up to 5 per day.

  5. Click Save changes.

The default availability is Monday to Friday, 09:00 to 17:00.

Set preparation time

  1. Go to User settings > Calendar settings.

  2. Scroll down to Preparation time and limits.

  3. Enable Preparation time before and select the number of minutes (5 to 120 minutes).

  4. Enable Preparation time after and select the number of minutes (0 to 120 minutes).

  5. Click Save changes.

Set interview limits

  1. Go to User settings > Calendar settings.

  2. Scroll down to Preparation time and limits.

  3. Enable Daily interview limit and set a number from 1 to 99.

  4. Enable Weekly interview limit and set a number from 1 to 99.

  5. Click Save changes.

Scheduling interviews

From the candidate profile

  1. Go to the candidate profile.

  2. You can schedule interviews from the Summary tab by clicking Schedule interview, from the + button in the left panel by selecting Interview, or from the Interviews tab by clicking Schedule interview.

  3. In the interview window, fill in the interview details.

  4. Click Send invitation.

From the Interviews tab

  1. In the sidebar, go to the Interviews tab then open the Upcoming sub-tab.

  2. Click the Calendar button at the top right.

  3. Select a candidate from the dropdown menu.

  4. In the interview window, fill in the interview details.

  5. Click Send invitation.

Managing interviews

View interviews

Go to the Interviews tab in your sidebar. This section is divided into three sub-tabs: Upcoming, Pending (candidate hasn't booked yet), Past. You can filter interviews using the Job and Interviewer dropdown menus.

Interview statuses

  • Awaiting candidate: the invitation has been sent, the candidate has not yet booked.

  • Expired: the booking link has expired.

  • Scheduled: the candidate has booked a slot.

  • Rescheduled: the candidate has changed their booking.

  • Confirmed: all participants have accepted the interview.

  • In progress: the interview is currently taking place.

  • Completed: the interview has ended.

  • No show: the candidate did not show up.

  • Cancelled: the interview was cancelled.

  • Declined by candidate: the candidate declined the interview.

Editing an interview

For pending interviews: click the interview card, select Edit, update the desired fields, click Update.

For booked interviews: click the card, select Edit, update the title, interviewers, location type, location, video call, rooms, description or private status. The time, date, candidate and Job cannot be changed once the booking is confirmed.

Cancelling an interview

  1. Click the interview card, then select Cancel.

  2. Select a cancellation email template or write a custom message.

  3. Click Cancel interview.

Resending the invitation

  1. Click the expired interview card.

  2. Click Resend invitation.

  3. Review and update the details if necessary.

  4. Click Resend invitation at the bottom of the window.

Deleting an interview

  1. Click the interview card, then select Delete.

  2. In the confirmation window, click Yes, delete to confirm.

Only the interview organiser and System Admin users can delete interviews.

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