Interview Hub App Overview

Interview Hub

1. What it is

Interview Hub, previously called Interview Scheduler, coordinates multi-round interviews across your recruiting team. It manages interviewer availability, sends scheduling links to candidates, collects scorecards, and tracks each candidate’s progress through a configurable interview workflow.

• Enablement: Interview Hub requires a license. An admin enables it from Admin → Apps → All Apps, then configures it under the app’s Settings tab.
• What it is not: Interview Hub handles the interview process — scheduling, questions, and scorecards. It does not manage job postings or the applicant pipeline (that is Job Board) or offer letters (that is Offer Manager).

2. Standing it up

1. Enable the app from Admin → Apps → All Apps. Only admins and app-admins can access the Settings tab once it is on.
2. Go to Interview Hub → Settings. Set your default interview format (Phone, Video, In person, or Hybrid), default duration, default timezone, and business hours. These defaults pre-fill every new interview so recruiters do not have to set them each time.
3. Choose where candidates’ times come from under Interview Hub → Settings. Live calendars offers each interviewer’s working hours minus everything on their calendar, so nobody has to publish anything. Published hours only offers the slots interviewers add on Interview Hub → Availability, and skips anything already on their calendar. Connect calendars under Calendar so busy time can be read.
4. Go to Interview Hub → Interview Setup → Scorecards. Create at least one scorecard template. A default “General Interview Scorecard” is created automatically the first time the tab is opened, with five starter criteria (Technical Skills, Communication, Problem Solving, Cultural Fit, and Leadership Potential).
5. Optionally, go to Interview Hub → Interview Setup → Question Bank and create a question bank. Questions can be grouped into question sets and auto-attached to new interviews via the Auto-Attach Question Set setting.
6. Grant access to the users who will schedule and conduct interviews. The app is visible to any user with access, but the Settings tab requires Admin or App Admin, and the Analytics tab is open to recruiting staff and to whoever Settings ▸ Permissions names for interview analytics (app admins by default).

Silent-until-paired: On published hours, self-scheduling links will not work until at least one assigned interviewer has published availability slots. On live calendars, a calendar we can’t read looks free, so the link and the interview tell the recruiter whose it is. The app warns the scheduler at send time and notifies them again when a candidate opens the link and finds no times; the candidate sees “No Times Available Yet — please check back later.”

3. How it fits together

The app’s tabs are Interviews, View Pipeline (deep-link to Talent Hub), To Schedule, Self-Scheduling, Interviewer Pools, Interview Setup (questions, question sets, scorecards, interview guides and interview workflows), Availability, Analytics, and Settings (Admin / App Admin only). View Pipeline, To Schedule, Self-Scheduling, Interviewer Pools and Analytics appear only to people who can use them. Phone-sized screens are redirected to a mobile-optimized view automatically.

Interviews are the core record. Each interview has a title, a candidate, a format (Phone / Video / In person / Hybrid), a scheduled time, assigned interviewers, and optionally a question set and a scorecard template.

An interview starts as a Draft and moves through a lifecycle: Draft → Active (Scheduled or Confirmed) → Completed, Cancelled, or No-show. Drafts have relaxed validation — no time or meeting details are required — so a recruiter can build an interview incrementally or hand it to the candidate to schedule. A special derived state, Awaiting candidate, appears when a draft has a live self-scheduling link out with the candidate. Past due appears on an active interview whose time has passed with no outcome: open it and press Complete, or mark it a no-show.

Video and hybrid interviews are auto-confirmed on activation because the meeting URL is already set. Phone and in-person interviews start as Scheduled and require manual confirmation.

Availability is the time an interviewer publishes as open for interviews. Each entry has a start and end time, a preferred format, and optional buffer times before and after, and can recur daily, weekly, or monthly. It must be at least 15 minutes long and no more than 8 hours. When a candidate books it through a self-scheduling link, it is marked booked and tied to the interview. Blocked time keeps candidates off a time and offers nothing, so it has no format, place or buffers; set it back to Available and what it stored returns.

Workflows define the rounds a candidate goes through — for example, Phone Screening → Technical Interview → Behavioral Interview → Final Interview. Each round specifies a default format and duration. The default workflow ships with four rounds. Workflows are assigned at the job level, and Interview Hub suggests the next round automatically when scheduling a new interview for a candidate. A workflow is the template; a loop is one candidate’s run through its rounds.

For example, a candidate applying for a Product Manager role might move through: Phone Screening (30 min, phone) → Technical Interview (60 min, video) → Behavioral Interview (45 min, video) → Final Interview (60 min, in person). Each round generates a separate interview record tied to the same workflow.

Scheduling links let the candidate pick their own time. The recruiter creates an interview (as a draft), assigns interviewers, and sends a scheduling link. The candidate opens the link and picks from the times on offer: on Live calendars, the interviewers’ working hours minus what’s on their calendars; on Published hours only, the slots they added. The interview is then activated automatically. Links expire after a configurable number of days (default 7), and a link stops working when its job is closed or filled: the candidate sees that the position has closed. A booking she already holds stays as it is. From the link’s page, Send reminder sends her the same link again, and Send a New Link replaces it (Create a New Link when it won’t be sent for you, so you share it yourself); the old one stops working. A recruiter can switch a draft between self-scheduling and manual scheduling at any time without starting over — the Self-Scheduling tab tracks all outstanding links.

When multiple interviewers are assigned, the scheduler can request a panel view showing only the times when all requested interviewers are simultaneously free.

Question sets are reusable collections of interview questions. Questions belong to categories (Behavioral, Technical, Cultural, Situational, Competency), have a difficulty level (Easy, Medium, Hard), and carry an estimated time. Question sets can be attached to an interview, and AI can generate a draft set from a plain-language description (at least 10 characters). When Practice Hub is available, interviewers can Rehearse a question set — the AI plays the candidate. Question sets can also be exported to PDF.

Interview guides are structured playbooks for interviewers. Each guide has a type (General, Role based, Round based, or Competency based), a target role and department, and a curated sequence of questions. Guides are separate from question sets — a guide is a how-to-run-this-interview document, while a set is a reusable question pool.

Scorecards standardize how interviewers evaluate candidates. Each scorecard has named criteria with weights and a rating scale (up to 10 points). The default scale is 1–5 (Poor through Excellent). When an interview is completed, each interviewer fills in the scorecard, and the system computes an aggregate recommendation.

Panels are an interview’s own interviewers: add several people to one interview and each of them submits their own scorecard. The interview page shows how the panel split (for example Strong hire · Hire · No hire — Split decision) once you have submitted yours. Someone still observing doesn’t see the panel’s ratings or recommendations, and the page says why.

4. Running it

Scheduling an interview

1. Go to Interview Hub → Interviews and click Schedule Interview.
2. Select a candidate and job. The Interview Round is suggested automatically based on the candidate’s history.
3. Choose how the time is set: Let the candidate pick (self-scheduling) or I’ll pick the time (manual).
   • For self-scheduling, assign interviewers, or choose a round that takes turns from a pool. The link is emailed to the candidate automatically unless the Automatically Email Scheduling Links to Candidates setting is off. Someone with only a phone number is invited by text, if they’ve agreed to texts.
   • For manual scheduling, pick a date and time. The system checks for conflicts with existing interviews and calendar events.
4. Optionally attach a question set and a scorecard template. If a default question set is configured, it is auto-attached.
5. Submit. With Send invitations now ticked (the default) the interview goes live and invitations go out at once; untick it to keep a draft and activate it later — if anything is missing, the draft is saved and the app says what is needed.

Keeping candidates moving

Interview Hub → To Schedule lists candidates past screening who are waiting for their next round, with a button to send the link or book by hand. On a round with no pool, Send Link invites the job’s hiring manager and recruiter, and its confirmation names them. A round whose pool is inactive refuses and says why. Whoever presses it owns the link.

A workflow round can also send the link by itself when a candidate reaches it: open the round’s Scheduling section and set Send the candidate a link when they reach this round. Pressing Complete on the round before it then sends that link, and the Complete confirmation says so first. A link sent this way is owned by the job’s recruiter, then its hiring manager.

Rounds that do more

Each workflow round has a Scheduling section:

• Who interviews: everyone chosen attends, or one person from an Interviewer Pool, in turn. A pool means taking turns, so a round where everyone attends can’t name one. Switching a pool off stops new links, and links already sent keep offering the people on them. Turns go to whoever has had the fewest lately, within Maximum Interviews per Interviewer per Day.
• Pools: a pool can ask for a skill, and for new people to observe a few interviews first. The people who start a pool are qualified at once. Anyone added later shows as Observing, 1 of 2 and sits in as an observer until they reach the number; whoever can edit the pool can press Mark as Qualified sooner, and lowering the number qualifies anyone who has already reached it. An observer who can’t make it can press I Can’t Attend: nobody is asked to cover, and it earns no credit.
• Video meeting, Room and Guest pass: arranged when the interview is booked, moved with it and released if it’s cancelled or its format no longer needs them. A meeting is made when a candidate books from a link; when you pick the time yourself, you add the meeting link. The interview’s On the day card shows what was arranged. Anything that couldn’t be arranged appears there with Try again, and is sent to the person who scheduled it. A round offers only the settings that can apply to it.
• Interviewers’ shifts: offer times only during, or never during, an interviewer’s shifts.
• Documents: what the candidate, the interviewers and the job’s HR business partner each receive. Documents for the interviewers also appear on the interview page for the people conducting it. Add Company Document, under the candidate’s and the interviewers’ lists, uploads a file or picks one already added, and ticks it there; every other round then offers it too.
• Book with the next round as one visit: the candidate picks one start time for back-to-back sessions. Cancelling one session cancels the whole visit, and every confirmation says so. Moving one session moves only that one, and warns you. A YES by text confirms all its sessions.

The job’s HR business partner gets a brief when an interview is booked, moved or cancelled: who, for what job, when and with whom, in the app and by email. Each follows the switch for that event (Notify When Interview Scheduled or Confirmed for a booking). It doesn’t give them access to the interview: the brief links to it only if they can already open it.

Admins can reword each email under Settings → Interview Emails, for everyone or for one round. A round’s wording falls back to the default workflow’s, then to everyone’s. Each email offers only the fields it can fill, and a save refuses a field it doesn’t know. When a candidate moves or cancels an interview herself she gets the built-in opening; the wording applies when the company does it. Reminders keep their own words, and wording is sent as typed in any language.

When a candidate’s language is set (Language for interview scheduling, on the candidate form in Job Board), her booking page opens in it and her interview emails use it. The booking page’s language menu overrides it for that visit.

Managing availability

1. Go to Interview Hub → Availability. My Availability opens on your own availability from now on; Show All adds past ones. Team Availability (every interviewer’s availability, with filters, opening on Upcoming) and Team Calendar (a week grid of everyone who has published availability) appear below My Availability in the Availability menu for recruiting staff on a job and whoever Settings ▸ Permissions names for everyone’s availability (app admins by default).
2. Add availability by choosing a date, start time, end time, and preferred interview format. An All day option spans the full business hours.
3. Make it recurring by choosing Daily, Weekly, or Monthly and setting an end date. Daily recurrence can optionally skip weekends.
4. Availability with a booked interview cannot be deleted until the interview is cancelled.

Collecting scorecards

1. After an interview is completed, the interviewers, panel members and hiring manager on it (not observers or coordinators, and not anyone who said they couldn’t attend) are asked for a scorecard while Require Scorecards is on (the default), and reminded twice; after that, whoever runs the interview can chase it with Remind beside “Scorecard pending”. While one is owed, the candidate’s card shows Awaiting Scorecards instead of Create Offer.
2. Interviewers open the scorecard from the interview detail page with Write Your Scorecard. If a scorecard is attached, they rate each criterion on the configured scale and add comments. While Enable AI Drafting of Question Sets and Scorecards is on in Settings and the AI budget allows, Draft Scorecard fills in the written parts they’ve left blank from notes or a transcript; ratings stay theirs, and a card drafted this way shows Drafted with AI.
3. A scorecard can be saved as a draft before it is submitted. A submitted scorecard can be retracted back to a draft for editing, which tells the organizer and hiring manager. Draft Scorecard isn’t offered over a submitted one until it’s taken back.
4. The interview detail page shows each participant’s recommendation and an aggregate consensus.
5. Marking an interview complete is for the people conducting it and whoever runs it, not observers or note-takers. When a candidate is rejected, withdraws or is hired, scorecard reminders stop and the ask closes; the form stays open for anyone who still wants to write.

Reviewing analytics

Go to Interview Hub → Analytics (recruiting staff, plus whoever Settings ▸ Permissions names for interview analytics). The page shows question ratings, question set performance, and an interviewer load table — how many upcoming interviews each interviewer has in the next 30 days, with an over-capacity warning based on the configured daily cap. Analytics can be exported as a PDF.

Calendar integration

When the Calendar app is enabled, scheduled interviews are automatically pushed to interviewers’ connected Google or Outlook calendars. Cancellation removes the calendar event. The Settings page shows whether the Calendar app is connected. Interviewers can also download an .ics file from any scheduled interview to add it to a calendar manually.

Candidate status automation

Interview Hub updates candidate pipeline status automatically. Scheduling an interview moves the candidate from Applied to Screening. Completing an interview moves them to Interviews in process or Interviewed (if all workflow rounds are done). Cancelling doesn’t move the candidate.

5. Settings

All settings are at Interview Hub → Settings. Only Admin and App Admin roles can access this page.

Setting	Section	Default	What it changes
Default Interview Duration	Core Scheduling	60 minutes	Pre-selected duration on the new interview form
Default Interview Format	Core Scheduling	Video	Pre-selected format (Phone, Video, In person, Hybrid)
Default Time Zone	Core Scheduling	Your organization’s time zone	Used for an interviewer’s availability, and on the candidate’s booking page, when that interviewer hasn’t set a time zone. New interviews use the time zone of the person scheduling them
Clash Warning Window	Core Scheduling	15 minutes	How close another meeting can be before staff see a clash warning. On Live calendars with Respect Interviewer Slot Buffers on, offered times also keep this gap from other meetings
Maximum Advance Booking	Core Scheduling	90 days	How far ahead an interview can be scheduled
Minimum Notice	Core Scheduling	24 hours	Earliest an interview can be set from now; 0 allows last-minute scheduling. The candidate’s booking page does not offer times inside this window
Maximum Interviews per Interviewer per Day	Core Scheduling	5	On Live calendars, no more times are offered on a day an interviewer reaches it. Staff scheduling past it are warned, and the Analytics page flags them; 0 turns both off
Business Hours Start	Calendar & Availability	09:00	Staff are warned when they schedule an interview before it. On Live calendars, also the start of the hours offered for an interviewer whose Outlook gives none. Also the start of an “All day” availability slot
Business Hours End	Calendar & Availability	17:00	Staff are warned when an interview runs past it. Also the end of an “All day” availability slot
Business Days	Calendar & Availability	Monday–Friday	Staff are warned when they schedule an interview on another day. On Live calendars, also the days offered for an interviewer whose Outlook gives none
Time Slot Interval	Calendar & Availability	30 minutes	On Live calendars, how many minutes apart the start times offered to candidates are
Enable Automated Reminders	Notifications & Reminders	On	Sends automatic reminders before scheduled interviews. It also asks whoever runs an interview to mark it complete a day after it ends. Checked every hour; each reminder goes at the lead times set in Reminder Schedule
Reminder Schedule	Notifications & Reminders	24 hours before	When reminders are sent relative to the interview
Reminder Recipients	Notifications & Reminders	Candidate and interviewers	Who gets the automatic reminders
Notify When Interview Scheduled or Confirmed	Notifications & Reminders	On	Emails candidate and participants when an interview is activated, and the HR business partner’s brief
Notify When Interview Cancelled	Notifications & Reminders	On	Emails all participants when an interview is cancelled
Notify When Interview Rescheduled	Notifications & Reminders	On	Emails all participants when the interview time changes
Notify When Scorecard Submitted	Notifications & Reminders	On	Emails when an interviewer submits a scorecard
Notify When Interview Details Change	Notifications & Reminders	On	Emails everyone when the meeting link, location, dial-in, format or duration changes without moving the time, and emails the candidate when the people who will interview them change
Default Question Set	Question Bank	None	The set Auto-Attach Question Set attaches
Auto-Attach Question Set	Question Bank	Off	Automatically attaches the selected default question set to every new interview
Require Questions for Interviews	Question Bank	Off	Keeps an interview from being activated (it can still be saved as a draft) until at least one question is attached. Interviews a candidate books from a scheduling link are exempt
Require Scorecards	Scorecards	On	Asks interviewers for a scorecard after each completed interview, reminds them, and shows it as owed; while one is owed, the candidate’s card shows Awaiting Scorecards instead of Create Offer
Scorecard Deadline	Scorecards	24 hours	Hours after completion within which a scorecard is expected
Require Overall Rating	Scorecards	On	A scorecard can’t be submitted without an overall rating
Require Hire Recommendation	Scorecards	On	A scorecard can’t be submitted without a hire recommendation
Enable Scheduling Links	Candidate Experience	On	Turns on the candidate self-scheduling flow
Scheduling Link Expiry	Candidate Experience	7 days	How long a self-scheduling link stays active
Automatically Email Scheduling Links to Candidates	Candidate Experience	On	Emails the scheduling link to the candidate automatically when one is created
Default Way to Set the Interview Time	Candidate Experience	Let the candidate pick	Which side of the scheduling fork Schedule Interview opens on. A round’s own Schedule button opens on picking the time, since Send Link sits beside it
Let Candidates Reschedule Themselves	Candidate Experience	On	Whether candidates can move a booking from its page. Cancelling is always available
Reschedules a Candidate May Take	Candidate Experience	2	How many times per interview; 0 means no limit
Name the Interviewer on Each Open Time Slot	Candidate Experience	Off	Shows who is free at each time on the booking page, which needs no sign-in
Times Candidates Can Choose From	Candidate Experience	Live calendars	Live calendars offers working hours minus the calendar. Published hours only offers the slots interviewers add. A round can choose its own. Organizations scheduling before live calendars arrived stay on Published hours until an admin changes it
Respect Interviewer Slot Buffers	Candidate Experience	Off	Keeps a gap around each time offered: each interviewer’s own buffer on Published hours, the Clash Warning Window on Live calendars
Let a Pool Cover Calendar Clashes	Candidate Experience	Off	When something new lands on an interviewer’s calendar, the next free person in the round’s pool takes the interview. Off, the person who scheduled it is told instead
Enable Interview Hub Agent	AI	On	Lets people ask Ask AI about their interviews
Enable AI Drafting of Question Sets and Scorecards	AI	On	Lets anyone who can add interview questions have AI draft a question set from a role description, and an interviewer draft their own scorecard from notes or a transcript. Off hides Generate with AI, the scorecard’s draft box and Describe it and let AI fill the form on the question and question-set forms
Permissions	Permissions	See each	Who else can see interview analytics, see everyone’s availability, and send scheduling links and schedule interviews for any candidate

6. More help

• Interview Hub FAQ — specific setup and operating questions, limits, and troubleshooting.
• Interview Guides, under the Interview Setup tab, hold structured interview playbooks.
• Ask AI — the assistant answers questions about Interview Hub from these articles.