Schedule phone interview
Send a phone interview invitation to one or more candidates — with manual or self-booking, your interview email template, and the candidate’s phone number.
Send a phone interview invitation to one or more candidates. The sidebar handles two booking modes: manual (you pick the time) and self-booking (the candidate picks from your available slots — requires a configured calendar).
When to use this
Use it when you want to invite a candidate to a phone number interview. The candidate receives an email built from the phone number-interview email template configured for your organization.
How to open it
- Find the candidate on the kanban.
- Open the applicant menu on the card (or check the boxes on several cards for a batch invite).
- Pick phone interview. The sidebar slides in from the right.
What you fill in
Candidate
Read-only badge(s) — the candidate(s) you started from. Multi-select is supported (rare, but used for group interviews / batch invites).
Interviewers
A multi-select of users at your organization. You’re pre-added by default. Pick all colleagues who’ll be on the call/meeting.
Candidate self-booking (optional toggle)
This toggle appears only if you have a calendar configured. When on, the candidate gets a self-booking link instead of a fixed time — they pick a slot from your availability. When off, you pick the specific date/time yourself.
Interview length
Four buttons: 15 / 30 / 45 / 60 minutes. The selected one is highlighted. The end time on a manual booking is calculated from start + length.
Interview start time
Date + time picker (calendar widget). Hidden when self-booking is on — the candidate picks the time.
Phone Number
The candidate’s phone number to call. Required, free-text. Defaults blank; the validation prevents sending without a number.
Note to interviewers
An optional note for the interviewers only — the candidate never sees it. Use it for what your colleagues need to know: what to probe, who has already spoken with the candidate, logistics. Anything meant for the candidate goes in the invitation email below, which you can now edit.
Invitation email
The Subject and Content are prefilled from your organization’s interview email template and editable before you send — fix a sentence, add a paragraph, remove one. Your edits apply to this send only: the stored template is not changed, and the next invitation starts from the template again. To change the default for everyone, an administrator edits the template in email-template settings. Two templates are used: one for manual booking, one for self-booking; the sidebar picks the right one automatically based on your toggle.
Language tabs. If your organization supports several languages, one tab per language sits above the subject (French, English…) — fill in each version you want to send. Each candidate receives the version matching their preferred language; a candidate with no preferred language on file receives every version, one after the other. When every selected candidate has a known language, the tabs are narrowed to those languages and a notice above the editor says so. Organizations with a single language see one editor and no tabs.
Merge variables. Type $ in the body to pick a variable from the list — the candidate’s first name, the job title, the interview date, the booking link; in the subject, type the variable name yourself ($candidate.firstName). Both are replaced with the real value when the email is sent. Job and date variables only resolve once the interview has a job and a start time.
Attachments. Files configured on the template are listed under the editor and are sent with the invitation. Add more from your computer (paperclip) or from the Document Center; attachments are shared by every language version.
What happens when you click Send
For each selected candidate, the system creates an interview record and sends the invitation email — the subject and body as you left them, in the candidate’s language. Your note reaches the interviewers only. If you used self-booking, the candidate receives a slot-picker link; if you used manual booking, they get a confirmation for the specific time with calendar attachment.
The interview appears on your calendar (if your calendar is synced) and on the candidate’s timeline.
Who can do what
| What you want to do | What you need |
|---|---|
| Send an interview invitation | Edit access to applications |
| Use self-booking | A configured personal calendar |
| Edit the email for this send only | Edit access to applications |
| Change the interview email template for everyone | Administrator on the email-template page |
Tips
- Self-booking saves a lot of back-and-forth. If your calendar is configured, prefer self-booking for first-round interviews — candidates pick a slot that works for them.
- Add all interviewers up-front. Adding them later means re-sending the invitation; doing it once is cleaner for the candidate.
- The note is for interviewers; the email is for the candidate. Internal remarks go in the note or in job comments; anything the candidate should read goes in the editable email body.