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The many steps between sourcing candidates and making an offer can easily become a logistical nightmare, especially when you’re dealing with a high volume of applicants. Modern scheduling tools allow for faster time to fill, a better candidate experience, and decreased recruiter headaches. Interview scheduling is a critical part of the hiring process with impacts to both the candidate and hiring team, yet one that can be the most prone to error.
Manual scheduling requires coordinating multiple schedules, sending countless emails back-and-forth, and juggling potential last-minute schedule changes. The process itself is antiquated, time-consuming, inefficient, and creates an inconsistent candidate experience. Some recruiters estimate that they spend up to 90% of their time on scheduling!
We put together this guide after researching the various vendors in the automated interview scheduling space, and talking to recruiting teams about their experiences with these tools. We hope you’ll find the list of best vendors helpful, along with the various advice we’ve outlined below on implementation best practices, questions to ask on demos, etc. Good luck!
We spend hundreds of hours researching the best HR and recruiting software so you don’t have to. We never take money from vendors during our research phase and rely heavily on practitioners and experts to help us recommend the right software. However we may earn a fee if you click on vendor links on this page. Learn more
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Hours Researched
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2
Experts Consulted
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18
Vendors Reviewed
Our criteria: How we chose the best vendors
We take our research seriously and want to make sure we are presenting our readers with the very best solutions in a given software category. Here's how we select vendors to be in our buyer guides:
- Product: We want to have a deep understanding of a vendor's product before recommending it. This usually means getting a demo by a senior executive (their CEO, head of product, etc), and/or using the product ourselves to make sure it has a solid UI, intuitive workflows, and the features to make it a best in class offering.
- User feedback: We do our best to understand what users say when they experience this product. User input allows us to accomplish a more thorough due diligence of products, put new vendors on our radar, and generally make sure we are presenting the right products to our readers.
- Financial metrics: We are very much finance nerds and so use a product's retention rates, growth, profitability, and scale to understand whether or not it is truly best in class.
- Best for a use case: Sometimes the best solution is the cheapest, the best tool for international companies, or the best for startups. We try to include a diversity of solutions so that our readers can find the tool that is best for what they need.
Here's more detail if you want to read further on how we research vendors.
In this guide you'll find
- Top Automated Interview Scheduling Software
- Interview Scheduling Software Key Use Cases
- Common Pitfalls and Misconceptions about Interview Scheduling
- Return on Investment (ROI)
- Interview Scheduling Software Pricing
- Key Features
- Demo Questions
- Implementation Best Practices
- Interview Scheduling Software FAQs
- Last advice
Featured in
Top Automated Interview Scheduling Software
We track thousands of HRTech solutions, these are the best interview scheduling tools per our research and expert council as of 2022.
Why we love it
:
VidCruiter helps you automate interview scheduling and sync meetings seamlessly across all calendars. Share real-time availability and let candidates choose their time slot with no manual work required.
- VidCruiter’s customers can choose the modules they want and purchase them individually, or purchase the entire recruiting suite, inclusive of all modules, i.e. video interviewing, applicant tracking, skill assessments, scheduling, and more.
- VidCruiter’s pre-recorded interview feature saves hiring managers a lot of time and eliminates scheduling conflicts. It also offers candidates the flexibility to record their answers at their convenience.
- VidCruiter supports mobile recruiting for on-the-go access. Both candidates and recruiters can view pre-recorded video interviews or join live video interviews/conferences from their iOS and Android mobile devices.
- VidCruiter’s account managers are quite hands-on. Besides helping you get started with the platform, they’ll also help you perform other processes, such as setting up the tracking and conversion metrics of your targeted ad campaigns so you can measure their success.
- VidCruiter is a multilingual recruiting solution. Besides English, it’s available in French, German, Spanish, Portuguese, Italian, Chinese, and Korean, both for recruiters and candidates.
- Several users have reported a steep learning curve and that the UI takes some time to get used to.
- A few users reported occasional video lag issues that aren’t internet connectivity-related.
- VidCruiter’s skills assessment module is great as an add-on, but isn’t built out enough compared to point solutions in that space. For example, it doesn’t really support advanced technical skills testing.
- VidCruiter doesn’t have a lot of pre-built integration options with HRIS/Payroll systems. That said, VidCruiter’s team is working on expanding their partner network and might create integrations upon customer requests.
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VidCruiter
Review:
A leader in the video interviewing software category, VidCruiter also offers a robust interview scheduling tool that can be purchased independently or as part of their all-in-one recruitment suite. This tool allows you to automate interview scheduling, integrate third-party calendars and seamlessly sync meetings in real-time so everyone is always up to date. If you purchase the whole suite, you’ll also get to benefit from VidCruiter’s video interviewing, applicant tracking, skills testing, digital interviewing (live and pre-recorded options), and automated reference checking tools.
VidCruiter
Customers:
Lowe’s, Lionsgate, Samsung, Bears, US Foods, United Nations
VidCruiter
Stats:
- Used by 75,000 recruiters
- VidCruiter can reduce customers’ time-to-hire by up to 80%
VidCruiter
Pricing:
The pricing of VidCruiter’s offerings depends on the hiring frequency. Contact VidCruiter’s Sales team for a custom price quote.
Best For:
VidCruiter is best suited for medium to large-sized companies.
Worth Checking Out:
Why we love it
:
Paradox's AI assistant, Olivia, automates interview scheduling, reminders, cancellations and more. Just connect your calendar and Olivia will take it from there.
Paradox
Review:
Paradox is best known for their HR chatbot Olivia. While the bot can do many things, one of the core ways it drives value for recruiting teams is through scheduling candidates for interviews. While using Paradox solely for scheduling isn’t doing its full solution justice, it does belong on your radar as you look at various scheduling tools.
Paradox
Customers:
Mcdonald’s, Unilever, Disney, Nestle, Aramark, CVS Health
Paradox
Stats:
Paradox
Pricing:
The pricing of Paradox’s planning and services isn’t disclosed on their website. Contact their sales team to get a price quote according to the size and needs of your operation.
Best For:
Companies looking for a recruiting platform with video interview scheduling and hosting capabilities.
Worth Checking Out:
Why we love it
:
Prelude helps recruiting teams with complex interview scheduling needs automate and streamline the hiring process. Their modern and intuitive platform saves time for recruiters and interviewers while improving the candidate experience.
Prelude
Review:
In-house recruiting teams often spend half of their resources on the logistics and admin work that surrounds candidate interviews. They spend too much time on scheduling, conference room management, and emailing people internally about the best time to meet a candidate. This deceptively complex problem is what Prelude was made to solve.
Prelude lets you take parts of your candidate interview scheduling process and automate it based on people’s profiles, rules about calendars, time zones, and other parameters. For example, if a candidate reaches the point when it’s time to have a panel interview, the system can know who’s on the panel based on that particular hiring workflow, read each person’s time zone and individual preferences, and propose appointments based on them. Once a moment is chosen, the invite is automatically sent to everybody involved, containing a conference call link and right to their Google Calendar or Outlook.
Prelude
Customers:
Prelude is used to schedule candidate interviews with no hassle at companies like Adjen, Cloudflare, Nerdwallet, Duolingo, Klaviyo, and One Medical, among many others.
Prelude
Stats:
- On average, clients see a 75% reduction in time spent scheduling interviews manually.
- At NerdWallet, they were instrumental in taking the interview schedule success rate from 80% to 98%.
Prelude
Pricing:
Prelude has several SaaS style plans to price their product. Subscription tiers depend on the number of users and how many you’d need for each type of access. To get an exact quote, the best way forward is to reach out and schedule a demo.
Best For:
Recruitment teams with complex scheduling challenges, from small startups to Fortune 500 companies.
Worth Checking Out:
Why we love it
:
Clara is a virtual assistant that automates meeting scheduling. Simply CC Clara on emails that contain meeting requests and it will automatically add those meetings to your calendar, notify participants, reschedule when necessary, and more.
Clara
Review:
Clara was recently acquired by TopFunnel, one of the sourcing offerings we feature on our site. Clara’s offering is specifically designed to schedule candidates for interviews. Give it the date, who needs to be there, and it’ll handle the rest, including last minute changes.
Clara
Customers:
Experiment, Pinterest, Mattermark
Clara
Stats:
Clara was established in 2014.
Clara
Pricing:
- Clara Essential: $99 per user per month
- Clara Professional: $199 per user per month
- Clara Executive: $399 per user per month
Best For
Companies looking for an intelligent scheduling solution.
Worth Checking Out:
Why we love it
:
HireVue can help you automate the scheduling and rescheduling of your interviews with candidates – all within the calendar software your company uses.
HireVue
Review:
HireVue uses artificial intelligence across their HR chatbot suite. Their solutions help recruiting teams to source, screen, and schedule candidates which results in time and cost savings. Notably, they also offer end-to-end assistance. This means that they've got support set up for the job seeker and the employee alike.
HireVue
Customers:
Intel, Honeywell, Randstad, Boston Red Sox, Unilever, and more.
HireVue
Stats:
Back when HireVue's chat-based solution was still AllyO, they helped a 15,000-employee company achieve:
- 30% reduction in time-to-find
- 25% reduction in time-to-fill
- Average of 26 hours per person per week saved through automation.
HireVue
Pricing:
HireVue has two pricing packages that can be customized to your company's needs:
- Essentials: Starting at $35,000, the Essentials plan serves companies with 2500-7500 employees and offers access to HireVue’s live video interviewing as well as one-way interviewing modules. This plan also allows for custom branding and the configuration of one language (you get to choose one from the 40 languages the platform supports).
- Enterprise: Designed for companies with over 7500 employees, the Enterprise plan packs all the capabilities of Essentials, plus access to HireVue’s scheduling solution, interview guides, chatbot, text-to-apply feature, pre-built ATS integrations, role-based assessments, multiple brand themes, benchmark analytics, and more. The pricing of this plan depends on the size and needs of your business. Contact a HireVue Sales rep to get a quote.
Best For
HireVue mostly serves customers in the enterprise space.
Worth Checking Out:
HireVue has several case studies in place for multiple industries and use cases. A remarkable thing is that these all come with stats on the ROI achieved thanks to the platform.
Why we love it
:
Calendly is arguably the simplest online scheduling solution out there. It is also totally free or charge for one calendar per user.
Calendly
Review:
Chances are you’ve booked a meeting through Calendly before. While not recruiting-specific, this is a powerful solution that starts out with a free version. This makes it a great product for smaller teams looking to solve some of their candidate scheduling headaches.
Calendly
Customers:
University of Georgia, Zendesk, LinkedIn, EMyth
Calendly
Stats:
- Calendly was founded in 2010.
- Calendly has over 8,000,000 monthly users.
Calendly
Pricing:
- Basic: This plan is free of charge.
- Premium: This plan costs $8 per user per month.
- Pro: This plan costs $12 per user per month.
Best For
Companies of all sizes looking for an affordable and user-friendly scheduling solution.
Worth Checking Out:
Why we love it
:
GoodTime is a specialized interview scheduling platform. It automatically syncs up your availability with the right candidates and allows them to self-schedule their interviews.
GoodTime
Review:
GoodTime is one of the few software solutions that has focused almost exclusively on interview scheduling software which has resulted in an amazing solution. Their platform does all the basics, plus interview training, analytics.
GoodTime
Customers:
Airbnb, Dropbox, Zoom, Shopify, Twilio
GoodTime
Stats:
Goodtime is used by over 200 companies.
GoodTime
Pricing:
- GoodTime Meet: This plan is free of charge and is ideal for small companies looking to get started with a scheduling tool.
- Premium: This plan can be purchased by larger teams starting at $999 per month.
- Enterprise: Per its name, this plan is made for enterprises with custom pricing that’s determined after an evaluation of your company’s needs.
Best For
Medium and large companies looking for a scheduling solution to complement their recruiting products.
Worth Checking Out:
Why we love it
:
10to8 is a versatile scheduling solution. It is both GDPR and HIPAA compliant, which means you can schedule all sorts of appointments through it, including doctor’s appointments.
10to8
Review:
10to8 is another scheduling tool that happens to have interviews as part of their broader suite. That said, they integrate with Lever, Greenhouse, Workable, SmartRecruiters, etc. They also have a pretty comprehensive offering that is used by tens of thousands of companies.
10to8
Customers:
Mercedes Benz, Expedia, Yale, ResMed, University of San Diego, NHS
10to8
Stats:
- 10to8 has been used by over 50,000 businesses.
- 10to8 integrates with over 1,500 apps through Zapier.
10to8
Pricing:
10to8 has five plans:
- Small Business: This plan is free of charge.
- Basic: This plan costs $9.6 per month.
- Grow: This plan costs $20 per month.
- Bigger Business: This plan costs $40 per month.
- Enterprise: The pricing of this plan depends on the size and needs of your business.
Best For
Companies of all sizes looking for a scalable scheduling solution.
Worth Checking Out:
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Last advice
At this point, you know everything you need to understand whether it’s a good idea to pursue video interview software to help automate your hiring process. If you’ve come to the conclusion that this is something worth exploring, we recommend getting 2-3 demos from some of the top providers to start getting a deeper feel for how this fits into your strategy. Remember to stay organized, and good luck!
Best Interview Scheduling Tools
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