We have a lot of products. We solve a lot of problems. But if there’s one thing we’ve done the most (of anyone in the world, probably) it’s schedule interviews.
Last year alone we scheduled over 25 million.
That’s a lot of valuable reps — reps we’ve used to gather data points and continuously improve processes. We’ve learned a lot about how organizations and candidates operate.
First of all, scheduling interviews is one of the most deceptively complicated and time-consuming parts of hiring. It always feels like it should be easy … until you try to do it at scale, across time zones and languages and multiple calendars, coordinating with five different stakeholders — some of whom just found out they’re part of the panel. It’s like trying to solve a Rubik’s Cube that keeps changing colors.
And yet, after 25 million lessons learned and counting, I do believe we’ve found the definitive way of making it simple.
Here’s what else I’ve learned:.
Interview scheduling processes vary a lot between companies.
One of the first things that stands out is how much scheduling varies from company to company. You might have one client doing simple one-on-one phone screens, while another needs to line up a five-person panel across three time zones, book a conference room, and coordinate a warehouse tour between interviews. And if one of the panelists is suddenly out sick? You have to start over.
Scheduling interviews is one of the most deceptively complicated and time-consuming parts of hiring. It always feels like it should be easy … until you try to do it at scale.
That’s why flexibility isn’t a nice-to-have — it’s everything. Your solution has to work whether you’re hiring plant workers in Chicago or engineers in Singapore. And whether you have hundreds of recruiters at your disposal, or just a handful.
More people are involved than you think.
Yes, managers and candidates have direct, face-to-face interviews. But it’s usually so much more than that, even for seemingly “simple” roles.
In frontline hiring, shift supervisors or store managers might jump in to see if someone can actually handle the pace of the role. In corporate settings, it’s common for multiple cross-functional leaders to take part in different stages — and they usually only have a sliver of availability over the course of a given week. Navigating this complexity is what I like to call “calendar Tetris” — and without AI it can be an act in futility. The people puzzle is real, and that’s where automation shines. Our AI doesn’t panic when someone declines. It just finds a new time, or suggests a backup interviewer, and keeps everything moving.
Speed solves lots of challenges.
Speed matters. In fact, it’s arguably the most important factor in many industries.
Candidates today don’t wait. Especially in high-volume roles, if you don’t get them scheduled quickly, someone else will. We’ve found that automated interview scheduling via text — literally confirming a time in under five minutes — makes a massive difference. Scheduling over phone or email, which can take days, is downright glacial in comparison. And essentially an automatic drop-off.
Faster scheduling means fewer no-shows. It means better candidate experiences. And it means offers go out faster and new hires start adding value earlier, too. Sometimes even I’m surprised by how fast our clients can move — Essentia Health reported scheduling their first interview in just 49 seconds after going live.
Global coordination is harder than it looks.
Global companies face a whole different level of complexity. Scheduling has to account for time zones, yes, but also different languages, data privacy regulations, internal calendar systems, communication methods (hello WhatsApp!), even firewalls that block certain tools. And then there’s the cultural nuance and regional specificity to account for.
It’s not just logistics. It’s orchestration. That’s why we built our platform to handle time zone logic automatically, localize messaging, and keep everything compliant — even when it feels like hiring is happening on three different planets. Johnson Controls, for instance, seamlessly hires in 174 countries across 17 languages. That’s a massive talent advantage.
People will show up — if you do the right things.
Look, people want the job. They want to show up for the interview. They want to work. They just don’t want it all to feel like work.
When we help clients schedule interviews quickly, send reminders, and make it easy to reschedule, show rates skyrocket. Flynn Group (the largest franchise group in the world) reported a 40% decrease in no-shows and a 90% show rate overall) But if candidates are left wondering where to go, how to reschedule, or whether the interview is even happening … well, they vanish. No-shows are often just the result of poor, slow communication.
People reschedule often — but most of the time it’s the company.
When we analyzed the data, we found that internal teams initiate most of the rescheduling (93% of ~150,000 total reschedules). And look, we get it. Calendars change. Fires need putting out. But when there’s dozens of moving pieces, that one alteration has the potential to derail the entire candidate process.
Our system automates these changes, offers new times, and reroutes the interview to a slot that works for everyone — all in real time. That way, the frustration doesn’t mount as the candidate waits for updated information, and the recruiter isn’t spending valuable time chasing calendar updates.
When we help clients schedule interviews quickly, send reminders, and make it easy to reschedule, show rates skyrocket.
People have questions — this is what they ask about.
Company culture. Benefits. And parking.
It might sound a bit silly, but the little things matter. People want to know where to go, what to wear, if they need to bring anything, and whether the interview is in-person or virtual. These little things can add up and make a big difference with confidence (and showing up) for candidates.
That’s why we’ve built our platform to handle all of them, at any time. It answers the FAQs in real-time, so your team doesn’t have to — and your candidate doesn’t show up at the wrong building (or not at all).
After 25 million interviews, I’ve seen it all. The biggest takeaway? When you get scheduling right — when it’s fast, flexible, and thoughtful — everything downstream gets better. Candidates show up. Teams hire faster. And recruiters stop chasing calendars and start focusing on people.
