Scheduling interviews using Autopilot

With Autopilot's automated interview scheduling, you can contact applicants faster, schedule more interviews than ever, and hire the best talent for your team. No more spending hours coordinating schedules, chasing applicants, or dealing with no-shows — make a few quick selections, and let Autopilot do the rest!

In this article:

• Scheduling interviews using Autopilot
• Viewing and stopping Autopilot
• Using Autopilot Schedule Now
• Rescheduling Autopilot interviews
• Canceling Autopilot interviews
• How applicants reschedule or cancel Autopilot interviews

Scheduling interviews using Autopilot

1. From your Dashboard, click either the New Applicants tile (under your name) or the Go to applicants link (under To-Dos) to review your new applicant(s).

2. Review your applicant and click the green thumb icon to move them forward in your hiring process. The Begin Autopilot drawer will automatically open.

3. In the Begin Autopilot drawer, select the type of interview: In Person, Phone, or Video.

4. Enter In Person details, Phone details, or Video details in the field below: a physical address, a phone number, or a video link.

5. Select how long the Interview will last for using the drop-down menu.

6. Select the Interviewer(s) from the drop-down menu, clicking the checkbox next to any user(s) you want to be involved in the interview.

7. Choose how you'd like to set your Available hours: Weekly Hours or Specific Hours.

• Weekly Hours: Applicants will see available interview slots based on the days and times you set as your Weekly Hours. When you select Weekly Hours, your Available hours will pre-fill based on the availability you set on your built-in calendar or connected calendar account.
• Specific Hours: Applicants will see available interview slots based on the dates and times you set up in the Begin Autopilot drawer. When you set Specific Hours, they automatically replace your Weekly Hours for all dates specified.

Weekly Hours

8. Set the expiration date for the interview link – or how long the applicant will have to schedule the interview using the link provided – using the Can be scheduled up to drop-down menu.

9. When you're ready, click the Launch button in the bottom right corner of the drawer.

Specific Hours

8. Select a Date from the drop-down calendar.

9. Set the start time(s) and end time(s) of your availability for each specific date using the drop-down menus. You can enter your time or select it using the up and down arrows.

10. If you need to add more time blocks on a specific date, click the plus icon to the right and select start and end times for your availability using the drop-down menus. To remove a line, click the "X" icon to the right of it.

11. To include more dates for your Specific Hours, click the +Add Another Date link and repeat steps 8 through 10.

12. When you're ready, click the Launch button in the bottom right corner of the drawer.

How to set your Autopilot Defaults when launching Autopilot

If you want to save your current Autopilot configuration as your Autopilot Defaults — allowing you to use these Autopilot options for all future applicants who apply for this job — turn on the toggle in the bottom left corner of the Begin Autopilot drawer before launching.

What happens after I launch Autopilot?

Applicants who have opted in to text messaging will receive an automated text message and email inviting them to the interview. After selecting a time slot, the applicant will receive a calendar invite and, later, an automated interview reminder via text and email.

Any user(s) selected as Interviewer (including you) will receive a scheduled confirmation email and be added to the calendar event. However, the user who begins Autopilot will not receive any notifications.

Now you can get back to running your business instead of coordinating interviews!

Viewing and stopping Autopilot

1. To view your Autopilot process, navigate to your Applicants page.

2. Locate the applicant’s name and click the View Autopilot button to the right (in the Actions column).

3. Click the Stop Autopilot button to cancel any further messages from being sent to the applicant and prevent them from being able to schedule an interview. You can always begin Autopilot for this applicant again in the future, but you will be starting the process over.

Using Autopilot Schedule Now

With Autopilot Schedule Now, you can directly schedule an interview with an applicant you're in contact with instead of initiating another Autopilot process and waiting for them to select an interview time.

1. Navigate to your Applicants page.

2. Find the employee you want to schedule an interview with, click the Begin Autopilot drop-down arrow, and select Schedule Now from the drop-down menu.

3. In the Schedule Now drawer, select the type of interview: In Person, Phone, or Video.

4. Enter In Person details, Phone details, or Video details in the field below: a physical address, a phone number, or a video link.

5. Select how long the Interview will last for from the drop-down menu.

6. Select the Interviewer(s) from the drop-down menu, clicking the checkbox next to any user(s) you want to be involved in the interview.

7. On the calendar at the bottom of the drawer, click one of the green (Available) blocks to select a time slot for the interview.

8. Click the block again to Confirm your selection and schedule the interview.

You can see your scheduled interview in the Upcoming Interviews section on your Dashboard.

View Autopilot - Schedule Now

Even after you begin Autopilot, you can always use Autopilot Schedule Now to directly schedule an interview with an applicant you're already in contact with who may be unable to schedule it themselves for any reason.

Navigate to your Applicants page, find the applicant, click the View Autopilot drop-down arrow, and select Schedule Now from the drop-down menu. Follow the same process shown above to schedule the interview now.

Rescheduling Autopilot interviews

Quickly reschedule interviews from your Dashboard, Applicants page, or within an applicant's profile.

• Rescheduling interviews from the Dashboard
• Rescheduling interviews from the Applicants page
• Rescheduling interviews from within an applicant's profile

Rescheduling interviews from the Dashboard

1. On your Dashboard, locate the applicant’s name in the Upcoming Interviews section.

2. Click the three-dots icon to the right of their name and select Reschedule.

3. In the Reschedule drawer, click one of the green ("Available") blocks on the calendar to select a new time slot for the interview.

4. Click the block again to Confirm your selection.

You rescheduled the interview!

The candidate will receive an automated text, email, and updated calendar invite to inform them about the rescheduled interview.

Any user(s) selected as Interviewer (including you) will receive a rescheduled notification email. The calendar event will automatically be updated to the new time slot for all users, and "Rescheduled" will be added to the name of the event.

Rescheduling interviews from the Applicants page

Reschedule interviews from your Applicants page by clicking the Reschedule link in the Actions column.

Rescheduling interviews from within an applicant's profile

Reschedule interviews from the applicant's profile page by clicking the Reschedule button within the Autopilot, Phone Screen, or Interview hiring steps.

Canceling Autopilot Interviews

Easily cancel interviews from your Dashboard.

1. On your Dashboard, locate the applicant’s name in the Upcoming Interviews section.

2. Click the three-dots icon to the right of their name and select Cancel from the drop-down menu.

3. Enter a reason for canceling the interview if you'd like. This comment will not be visible to the candidate.

4. After you enter a cancelation reason (or opt not to), click the Yes, cancel interview button.

The candidate will receive an automated text and email to inform them about the canceled interview, and the calendar invite will automatically be removed from their calendar.

Any user(s) selected as Interviewer (including you) will receive a cancelation notification email. The calendar event will automatically be removed for all users.

A note stating that you canceled the interview — and your interview cancelation reason, if provided — will be added to the Applicant Activity tab of the applicant's profile.

Once you cancel an applicant's interview, they will return to the start of the Autopilot process. You can begin the process again by navigating to your Applicants page and clicking the Begin Autopilot button.

How applicants reschedule or cancel Autopilot interviews

Applicants have the option to reschedule or cancel an Autopilot interview directly from their interview confirmation text message.

Applicant reschedules interview

Clicking the reschedule link will take an applicant back through the interview scheduling process, allowing them to choose a different time slot for their interview.

Once they select a new time slot, the applicant will receive an automated text, email, and updated calendar invite to inform them about the rescheduled interview.

Any user(s) selected as Interviewer (including you) will receive a rescheduled notification email. The calendar event will automatically be updated to the new time slot for all users, and "Rescheduled" will be added to the name of the event.

Applicant cancels interview

Clicking the cancel link will serve applicants with a cancelation confirmation page, as well as send an automated text and email, and remove the invite from their calendar.

Any user(s) selected as Interviewer (including you) will receive a cancelation notification email, and the event will automatically be removed from their calendar.

If the candidate does reach out to let you know they are still interested in the position, you can easily Begin Autopilot again from your Applicants page.