Best Interview Scheduling Software - 2022

The Best Interview Scheduling Tools, Pricing Information, Common Pitfalls and More

Phil Strazzulla
HR Tech Expert, Harvard MBA, Software Enthusiast
January 24, 2022
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Our Expert Picks: The Best Interview Scheduling Tools

HireVue is a pioneer in the video interviewing software space and stands out from its competitors for its AI-powered on-demand interviews that helps recruiters conduct the initial screening of candidates.

HireVue is a pioneer in the video interviewing software space and stands out from its competitors for its AI-powered on-demand interviews that helps recruiters conduct the initial screening of candidates.

VidCruiter stands out for being quite flexible. They offer a range of robust recruiting solutions that you can purchase individually or combine with one another as needed. It’s also available in seven languages besides English, both for recruiters and applicants.

VidCruiter is a leader in this space. Not only do they have a robust solution that facilitates both live and prerecorded video interviews, they also offer solutions for interview scheduling, virtual event hosting, applicant tracking, and assessment.

GoodTime Hire emphasizes candidate ‘relationships’ over just ‘experience’. It uses Candidate Relationship Intelligence to automate coordination and personalize communication. It also delivers insightful interview and candidate data that you can act on to refine your process.

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.

Paradox's AI assistant, Olivia, automates interview scheduling, reminders, cancellations and more. Just connect your calendar and Olivia will take it from there.

Paradox stands out from the crowd because of their stellar implementation team and their flagship product Olivia, an AI assistant that interacts with job candidates via text.

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 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.

Unlike other virtual assistants, Clara neither requires an installation of an application nor requires you to repeatedly talk to it. You simply CC it on your mails and Clara takes care of all your scheduling woes.

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.

Calendly stands out from its competitors for its ease of use, slick design, and the amount of time it saves. It’s also one of the few scheduling tools with an indefinite free plan.

Calendly stands out from its competitors for its ease of use, slick design, and the amount of time it saves. It’s also one of the few scheduling tools with an indefinite free plan.

Unlike a lot of appointment scheduling tools, 10to8 has a free plan with features that would be very sufficient for a sole business owner. What really sets it apart though is the free SMS reminder system it comes with that most other scheduling vendors charge separately for.

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.

Best Interview Scheduling Software - 2022

The Best Interview Scheduling Tools, Pricing Information, Common Pitfalls and More

Phil Strazzulla, HR Tech Expert, Harvard MBA, Software Enthusiast Jan 24, 2022

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.

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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.
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An Intro On

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!

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.

HireVue

Review:

HireVue is a hiring software that has a tool for scheduling, apart from other hiring solutions. The scheduling tool is fully automated and they have a conversational AI that coordinates with the job candidates. HireVue allows candidates to self-schedule as per their availability. It can also be used as a scheduler for managing hiring events like virtual career fairs and graduate hiring.

HireVue

Stats:

  • Founded in 2004
  • Available in more than 41 languages
  • Has facilitated over 26 million interviews
  • Serves over 800 enterprise customers worldwide
  • One of their customers, Unilever, experienced a 90% faster hiring after implementing HireVue and increased their diversity and inclusion goals by 16%.
  • After using HireVue, Amazon saved 68,124 recruiter hours, reached 300% more candidates, and saw an 86.8% candidate satisfaction rate. 
  • Founded in 2004
  • Available in more than 41 languages
  • Has facilitated over 26 million interviews
  • Serves over 800 enterprise customers worldwide
  • One of their customers, Unilever, experienced a 90% faster hiring after implementing HireVue and increased their diversity and inclusion goals by 16%.
  • After using HireVue, Amazon saved 68,124 recruiter hours, reached 300% more candidates, and saw an 86.8% candidate satisfaction rate.

HireVue

Pricing:

HireVue has two pricing plans:

  • Essentials: This plan starts at $35,000 per month for a company with 2500-7500 employees. It includes live and on-demand interviewing features, custom branding, and single language configuration. 
  • Enterprise: This plan is suitable for companies with over 7500 employees. Pricing is custom and you would have to request a demo to receive a quote. In addition to all the features of the Essentials plan, this plan comes with scheduling, chatbot, pre-built ATS integrations, analytics, among others. 

HireVue has two pricing plans:

  • Essentials: This plan starts at $35,000 per month for a company with 2500-7500 employees. It includes live and on-demand interviewing features, custom branding, and single language configuration. 
  • Enterprise: This plan is suitable for companies with over 7500 employees. Pricing is custom and you would have to request a demo to receive a quote. In addition to all the features of the Essentials plan, this plan comes with scheduling, chatbot, pre-built ATS integrations, analytics, among others.

Best For

Large enterprises who frequently have hiring needs.

VidCruiter

Review:

A leader in the video interviewing software category, VidCruiter also offers a robust scheduling 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

Stats:

  • FGH Security, a UK-based security services company, managed to reduce their time-to-hire from 10 days to 48 hours using VidCruiter.
  • BioScript Solutions, a Canadian provider of specialty medications and health care support, used VidCruiter and accelerated their time-to-hire by 33%.
  • Achievement First, a US-based charter school network, was able to reduce their average interview scheduling time by 35% with VidCuiter.
  • FGH Security, a UK-based security services company, managed to reduce their time-to-hire from 10 days to 48 hours using VidCruiter.
  • BioScript Solutions, a Canadian provider of specialty medications and health care support, used VidCruiter and accelerated their time-to-hire by 33%.
  • Achievement First, a US-based charter school network, was able to reduce their average interview scheduling time by 35% with VidCuiter.

VidCruiter

Pricing:

The pricing of VidCruiter’s solutions is not disclosed on their website and is calculated based on your number of hires. You can get in touch with VidCruiter’s Sales team for a custom price quote.

The pricing of VidCruiter’s solutions is not disclosed on their website and is calculated based on your number of hires. You can get in touch with VidCruiter’s Sales team for a custom price quote.

Best For

We recommend VidCruiter for organizations that hire more than 100 people a year, i.e. medium and large-sized companies and recruiting agencies.

GoodTime

Review:

GoodTime is a specialized meetings software with a robust module for interview scheduling. It has automated scheduling which means that recruiters don’t have to manually book every candidate’s interview times and instead let candidates give their own availability, which GoodTime then matches with the interviewers’ available times. 

GoodTime is packed with a range of features such as interview training and progress tracking, interviewer tags, automated load balancing for interviewers, personalized branding, analytics, and more. 

GoodTime

Stats:

  • Over 7 million meetings scheduled
  • A customer base of 300+
  • Founded in 2016
  • Pinterest saw a 50% reduction in time to fill, after using GoodTime
  • With GoodTime, Zoom was able to 5x the number of interviews scheduled per quarter  
  • Beamery had a 50% reduction in time to schedule meetings with the help of GoodTime
  • Over 7 million meetings scheduled
  • A customer base of 300+
  • Founded in 2016
  • Pinterest saw a 50% reduction in time to fill, after using GoodTime
  • With GoodTime, Zoom was able to 5x the number of interviews scheduled per quarter  
  • Beamery had a 50% reduction in time to schedule meetings with the help of GoodTime

GoodTime

Pricing:

GoodTime Hire: Both of the plans for GoodTime Hire below include automated scheduling, interviewer selection, dynamic content personalization, interviewer training management, candidate feedback, reporting, and round the clock support and expert guidance. 

  • Complete: This plan is suitable for recruiting teams of all sizes with medium to high candidate volume and standard reporting requirements. You’ll have to book a demo to get custom pricing. 
  • Enterprise: This plan is suitable for large scale companies with high to very high candidate volume and advanced reporting requirements. You’ll have to book a demo to get custom pricing. 

GoodTime Meet: This tool is completely free and provides a means for your entire organization to optimize simple scheduling between colleagues, customers or prospects. 

GoodTime Hire: Both of the plans for GoodTime Hire below include automated scheduling, interviewer selection, dynamic content personalization, interviewer training management, candidate feedback, reporting, and round the clock support and expert guidance. 

  • Complete: This plan is suitable for recruiting teams of all sizes with medium to high candidate volume and standard reporting requirements. You’ll have to book a demo to get custom pricing. 
  • Enterprise: This plan is suitable for large scale companies with high to very high candidate volume and advanced reporting requirements. You’ll have to book a demo to get custom pricing. 

GoodTime Meet: This tool is completely free and provides a means for your entire organization to optimize simple scheduling between colleagues, customers or prospects. 

Best For

Medium and large companies looking for a scheduling solution to complement their recruiting products.

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

Stats:

  • After using Paradox, fast-food chain Wendy’s started saving 4-6 hours per restaurant per day
  • Their customer MultiCare experienced a 22% decrease in cost per hire after using Paradox
  • Great Wolf Lodge, one of Paradox’s customers saw a 225% reduction in employee turnover
  • Major fast-food join McDonalds saw a 60% reduction in time to hire after using Paradox
  • 250+ customers
  • After using Paradox, fast-food chain Wendy’s started saving 4-6 hours per restaurant per day
  • Their customer MultiCare experienced a 22% decrease in cost per hire after using Paradox
  • Great Wolf Lodge, one of Paradox’s customers saw a 225% reduction in employee turnover
  • Major fast-food join McDonalds saw a 60% reduction in time to hire after using Paradox
  • 250+ customers

Paradox

Pricing:

Pricing is not disclosed upfront. You will have to schedule a demo to get custom pricing based on your company size. After filling out a demo form on their website, their team will reach out to you within one business day to learn about your team’s challenges and schedule a custom-tailored demo.

Pricing is not disclosed upfront. You will have to schedule a demo to get custom pricing based on your company size. After filling out a demo form on their website, their team will reach out to you within one business day to learn about your team’s challenges and schedule a custom-tailored demo.

Best For

Paradox is ideal for large enterprises that deal with a high volume of job candidates on a frequent basis.

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

Stats:

  • Founded in 2017
  • Used by 100+ companies around the world 
  • 500,000+ candidates scheduled for interviews
  • Glassdoor, Prelude’s customer, was able to cut down the time to schedule interviews from 4-5 hours to an average of 11.5 minutes after using Prelude. 
  • Policygenius, a company that started using Prelude now spends 50% less time on interview debriefs.
  • Founded in 2017
  • Used by 100+ companies around the world 
  • 500,000+ candidates scheduled for interviews
  • Glassdoor, Prelude’s customer, was able to cut down the time to schedule interviews from 4-5 hours to an average of 11.5 minutes after using Prelude. 
  • Policygenius, a company that started using Prelude now spends 50% less time on interview debriefs

Prelude

Pricing:

Prelude has three pricing plans: 

  • Starter Plan: It comes with automated interview scheduling, ATS and calendar integrations, intelligent conflict resolution, and confirmation templates. 
  • Growth Plan: This plan has all the offerings of the Starter Plan plus advanced reporting, intelligent interview recommendations, employer branding, and on-demand support. 
  • Enterprise Plan: This plan has all the offerings of the Growth Plan plus branded candidate experience, interview training, load balancing, implementation training, and a dedicated Customer Success Manager. 

The exact pricing of each plan is disclosed only after you sign up for a live demo. The demo is free and you could schedule it by filling a small form on their website.

Prelude has three pricing plans: 

  • Starter Plan: It comes with automated interview scheduling, ATS and calendar integrations, intelligent conflict resolution, and confirmation templates. 
  • Growth Plan: This plan has all the offerings of the Starter Plan plus advanced reporting, intelligent interview recommendations, employer branding, and on-demand support. 
  • Enterprise Plan: This plan has all the offerings of the Growth Plan plus branded candidate experience, interview training, load balancing, implementation training, and a dedicated Customer Success Manager. 

The exact pricing of each plan is disclosed only after you sign up for a live demo. The demo is free and you could schedule it by filling a small form on their website.

Best For

Prelude has customers from both small and large recruiting teams, ranging from 30 employees to over 15,000. So, it’s suitable for companies of all sizes that have complex scheduling needs and are in serious need of cutting down their interview scheduling time.

10to8

Review:

10to8 is an appointment scheduling tool that also lets managers and HR professionals schedule interviews with job applicants. It focuses on reducing wasted time and comes with features that make coordination simple and less chaotic.

All you have to do is, set up your calendar and share that with candidates to pick a mutually convenient time. 10to8 would then automatically send them reminders for the meeting. You could also have a 2-way chat with your applicants and they could respond to the reminders by confirming, rescheduling, or canceling the interview.

10to8

Stats:

  • Used by over 100,000 businesses worldwide 
  • Customer base spread over 109 countries
  • Available in 11 languages
  • Integrates with over 1500 apps through Zapier 
  • They provide a 30-day free trial without taking your credit card details
  • They claim to reduce appointment no-shows by up to 90% and have many client case studies with KPIs that show a positive business impact after using 10to8

10to8

Pricing:

10to8 has five pricing plans:

  • Small Business: Free. You get 100 appointments per month and two staff logins. 
  • Basic: $9.6 per month. You get 100 appointments per month, two staff logins, and customizable branding. 
  • Grow: $20 per month. You get 300 appointments per month, three staff logins, and customizable branding plus SMS.
  • Bigger Business: $40 per month. You get 600 appointments per month, six staff logins, and customizable branding plus SMS.
  • Enterprise: Pricing depends on the size and needs of your business. You get unlimited appointments per month, unlimited staff logins, advanced features for custom branding, tools for HIPAA compliance, phone support, and other advanced features.

Best For:

10to8 serves organizations of all sizes but small businesses and sole proprietors relying on appointment scheduling will find it particularly helpful for many reasons; there is a free pricing plan, you can embed the 10to8 appointment scheduler in your own website, and the implementation is super easy and quick.

Calendly

Review:

Calendly is a scheduling software that has native integrations with many popular video conferencing tools such as Zoom, Google Meet, Microsoft Teams. 

One of the best features about Calendly is that it's candidate-centric. What that means is, you wouldn’t have to deal with the headache of figuring out and booking interview slots for all your candidates. All you have to do is share your availability calendar with your candidates and let them choose an interview slot that’s suitable for them. You don’t even have to worry about following up because Calendly automatically sends the invitees all the interview details.

Calendly

Stats:

  • 10 million user base spread across the world
  • Used by 50,000 companies
  • Over 100 partner integrations
  • Ancestry, a genealogy company saw a 40% reduction in scheduling emails after using Calendly 
  • Cengage, an Ed-Tech company had a 30% increase in annual retention of employees after using Calendly
  • AgriWebb, a company in the agriculture industry experienced a 75% reduction in time to schedule customer success calls because of Calendly

Calendly

Pricing:

Calendly has five pricing plans that can be billed either monthly or annually. If you choose the latter, you’ll save 20%. Below are the prices you’ll pay per month per user, if you choose to get billed annually. 

  • Basic Plan: This is completely free of cost. However, as the name suggests, you’ll only have limited features to use. 
  • Essentials Plan: This plan costs $8 and is suitable when you need scheduling automation.
  • Professional Plan: This plan costs $12 and is their most popular plan. Use it if you need customizations, integrations, and basic team features. 
  • Teams Plan: This plan costs $16 and is useful for teams that rely on collaboration and need to align on a scheduling process. 
  • Enterprise Plan: This plan has custom pricing and is suitable for teams with 30+ members and advanced needs. You’ll have to contact their sales team to get pricing.

All the paid plans come with a 14-day trial, at the end of which, you’ll automatically be downgraded to the free plan. They also offer special pricing for non-profit organizations. You’ll have to reach out to their customer support specialists for details.

Best For:

Companies of all sizes looking for an affordable and user-friendly scheduling solution. Sole business owners and small businesses might find Calendly particularly helpful since there’s a free plan as well.

Clara

Review:

Driven by artificial intelligence, Clara is a virtual assistant that schedules your interviews right from your email, without the installation of any software.

While sending an email to your interview candidates, you simply have to put Clara in the CC and it would coordinate with your candidates on its own to schedule an interview. You’ll then find the interview details added to your calendar. It also automatically follows up, sends reminders, and asks for the interview feedback from both the candidates and the recruiters.

Clara

Stats:

  • Founded in 2014
  • Backed 24/7 by experienced Executive Assistants
  • 14-day free trial
  • Customer base of 1000+

Clara

Pricing:

Clara has four pricing plans:

  • Clara Essential: This plan costs $99 per user per month. It is hosted on Clara’s domain (@claralabs.com) and you get a branded email signature. 
  • Clara Professional: This plan costs $199 per user per month. It is hosted on your own domain (clara@yourdomain.com) and you get a non-branded email signature. 
  • Clara Executive: This plan costs $99 per user per month. It is hosted on your domain(name@yourdomain.com), you get to name your Clara, and the option to customize Clara’s email signature. 
  • Clara for Teams: This is a customized plan for teams that require high-volume scheduling or have a growing business. You can contact sales to get custom pricing. 

Apart from the broad differences mentioned above, there are more features available in the more expensive plans. Clara also offers a 20% discount on all pricing plans for NGOs. You can avail this by emailing them about your NGO.

Best For:

Clara serves companies of all sizes. However, it would be best for companies that already use email for scheduling meetings and also companies who are seeking an assistant for booking meetings.

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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!

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