Interview Hub FAQ
Answers to common setup and operating questions about Interview Hub.
For what the app is and how to set it up from scratch, see the
Interview Hub Overview.
Setup
Do I need to configure anything before scheduling interviews?
Enable the app from Admin → Apps → All Apps — it is disabled by default and requires a licence. Once enabled, check Times Candidates Can Choose From in Settings. On Live calendars (the default for new customers), interviewers connect their calendars and publish nothing. On Published hours only, interviewers add availability slots, and without them the candidate’s booking page says no times are available yet.
Who can access Interview Hub once it is turned on?
Any user the app is made available to can see the Interviews list. Each person sees the interviews they scheduled or sit on, plus every interview for a job they recruit or hire for; admins, HR admins and app admins of Interview Hub, Job Board or Offer Manager see all of them. The Settings tab appears only for admins, super admins, and Interview Hub app admins. The Analytics tab (exported as PDF) is open to recruiting staff on a job and to whoever Settings ▸ Permissions names for interview analytics (app admins only by default).
Who can manage scheduling links and candidate self-scheduling?
Sending, retiring, or resending a candidate-facing scheduling link is open to admins, HR admins and app admins of Interview Hub, Job Board or Offer Manager, anyone who is a recruiter on a job, the person who scheduled that interview, and whoever Settings ▸ Permissions names for scheduling links (managers and above by default). A regular interviewer-participant on an interview cannot email the candidate or invalidate a link the recruiter sent.
Permissions and access
Why can’t an interviewer see Team Availability or Team Calendar?
My Availability is open to everyone. Team Availability and Team Calendar are open to recruiting staff on a job and to whoever Settings ▸ Permissions names for everyone’s availability (app admins only by default). To give an interviewer colleagues’ open times, an admin adds them there or makes them an Interview Hub app admin.
Who can edit or delete a question in the Question Bank?
The question creator, any admin or HR admin, or an app admin of a recruiting app (Interview Hub, Job Board, Offer Manager) can edit or delete a question. Other users can view and use questions but cannot modify them.
Day-to-day
What are the steps from draft to live?
Submitting with Send invitations now ticked (the default) takes the interview live and sends invitations to all participants and the candidate. Untick it to keep a draft: fill in the candidate, interviewers, time, and optionally a question set and scorecard, then activate it when ready. If something is still missing — for example no interviewers assigned or no time set — the app tells you what is needed before it will activate.
How do I switch between scheduling the time myself and letting the candidate pick?
On a draft interview, you can hand scheduling over to the candidate at any time. The app creates a scheduling link tied to the assigned interviewers’ availability, and optionally emails it. If the candidate doesn’t respond, you can take scheduling back — the link is retired and you pick the time yourself. Both directions work without abandoning the interview.
What happens when I complete an interview?
Completing is for the people conducting the interview and whoever runs it; observers and note-takers don’t see it. Marking an interview as completed asks the interviewers, panel members and hiring manager on it for a scorecard — not observers or coordinators, not anyone who said they couldn’t attend, and only while Require Scorecards is on. If the candidate has more workflow rounds remaining, the candidate status updates to reflect interviews still in progress, and if the next round is set to send a link, that link goes out (the confirmation says so before you press). If all rounds are done, the candidate status moves to “Interviewed.”
Can I download an interview to my calendar?
Yes. Every scheduled interview has a Download .ics option that produces a file you can open in any calendar app. Drafts with no scheduled time cannot be downloaded.
When something looks wrong
Do interviewers have to publish their availability?
Not on live calendars, the default for new customers: candidates see each interviewer’s working hours minus what’s on their calendar, approved leave and other interviews. Organizations already scheduling before live calendars arrived stay on published hours until an admin changes Times Candidates Can Choose From in Settings. Either way, a booking is checked against Outlook again at the moment the candidate confirms.
Can we connect Outlook without letting you write to calendars?
Yes. Set the Microsoft app registration’s Calendar access to Read free/busy only. It needs Calendars.ReadBasic instead of Calendars.ReadWrite. Times are still checked, but nothing is added to Outlook, so people get their invitation by email.
What happens when an interviewer declines or leaves?
On a round with a pool, the next free person takes the interview and the person who scheduled it is told. The candidate’s time doesn’t change; they are told the people changed while Notify When Interview Details Change is on. With nobody free, or on a round with no pool, the scheduler is asked to step in. Pressing I Can Attend afterwards is refused once someone else has taken the seat: the page says who, and who to ask.
“I sent a scheduling link but the candidate sees no times”
If no interviewer has open times that fit this interview (its length, notice and booking window), the page tells the candidate “No Times Available Yet” and you get a notification. What fixes it depends on Times Candidates Can Choose From. On Live calendars, check each interviewer’s working hours and whether their calendar is full. On Published hours only, ask each assigned interviewer to add availability slots in the Availability tab. The app warns you at send time when no interviewer has open times, but it does allow sending the link so the candidate can check back later.
“My interview is stuck in draft — I can’t activate it”
The activation check requires a candidate, at least one interviewer, a scheduled time, a duration, a time zone, and meeting details that match the interview type. Video and hybrid interviews need a meeting URL; phone interviews need a phone number; in-person interviews need a location. If questions are required in settings, a question set must be attached. The interview detail page lists what is still missing.
How do I chase a scorecard that hasn’t come in?
On a completed interview, each panel member whose scorecard is still owed shows Scorecard pending; whoever can change the interview sees Remind beside it, which emails that person their scorecard request again. Someone with no email address can’t be reminded this way — ask them directly.
Who can edit, reschedule or change the interviewers of an interview?
A manager or above, an Interview Hub app admin, an HR admin or a Job Board or Offer Manager app admin, the person who scheduled it, or the recruiter on its job. The same people (except the recruiter) can confirm or cancel it, mark it as a no-show once its time has passed, and undo a no-show marked by mistake. Anyone else on the panel can open it and write their scorecard, but doesn’t see Edit or Reschedule.
What happens to a candidate’s interviews when they are rejected, withdraw or are hired?
Their interviews still ahead are cancelled, their drafts are archived, and their open scheduling links are closed. While Notify When Interview Cancelled is on, the interviewers are emailed why, and the candidate is emailed the cancellation only when nothing else tells them: always when marked unsuitable, and when rejected while Job Board’s automatic rejection email is off. Interviews that already happened are kept as they were. Scorecard reminders stop and the ask closes, though the form stays open for anyone who wants to write.
“The candidate says they can’t reschedule”
Candidate rescheduling is governed by two settings. First, rescheduling must be allowed in settings (enabled by default). Second, there is a per-interview reschedule limit — by default the candidate can reschedule up to 2 times, configurable from 0 to 5 in settings, where 0 means no limit (to stop candidates rescheduling, turn rescheduling off instead). Once the limit is reached, the candidate sees a message that no more reschedules are allowed.
“I don’t see the Confirm button on my interview”
Video and hybrid interviews are auto-confirmed when activated — there is no separate confirmation step. The Confirm action is available only for phone and in-person interviews that are in the Scheduled status, have already been activated (not still in draft), and whose time has not passed. It is shown to the people who can cancel it: a manager or above, an Interview Hub app admin, an HR admin or a Job Board or Offer Manager app admin, and the person who scheduled it. A video or hybrid interview stays confirmed when its time is moved.
“Why didn’t the reminder go out?”
Check three things. First, reminders must be enabled in settings (on by default). Second, reminders go out at the lead times chosen in Reminder Schedule (24 hours before by default); the reminder job runs every hour. Third, the reminder recipients setting controls who receives it — by default both the candidate and interviewers.
Scorecards
Can an interviewer edit a scorecard after submitting it?
Yes, a scorecard in Draft or Submitted status can still be edited. An interviewer can also retract a submitted scorecard back to a draft to make changes and resubmit, which tells the organizer and hiring manager.
Can AI help write a scorecard?
Yes, while Enable AI Drafting of Question Sets and Scorecards is on in Settings and the AI budget allows. On the scorecard, Draft Scorecard fills in the written parts you’ve left blank from your notes or a transcript, and the submitted card shows Drafted with AI. It leaves your ratings alone, and it isn’t offered over a submitted scorecard until you take it back.
Why can’t someone observing see the panel’s scorecards?
Someone still observing in a pool is learning to form their own view, so they don’t see peers’ ratings, recommendations, salary recommendation or the panel split. The page says why. An observer added by hand, for oversight, keeps what they could see.
What does the HR business partner get?
A brief when an interview is booked, moved or cancelled, in the app and by email: the candidate, the job, the time and the people. Each brief follows the notification switch for that event. It doesn’t give them access to the interview, so it only links there if they can already open it.
How does someone start taking turns in an interviewer pool?
The people who start a pool are qualified at once. Anyone added later shows as Observing, 1 of 2 when the pool asks for observing first, and sits in as an observer until they reach the number. Whoever can edit the pool can press Mark as Qualified sooner.
What rating scale do scorecards use?
Scorecard templates accept a rating scale from 3 to 10 points. The default is a 5-point scale with labels Poor, Below Average, Average, Good, and Excellent. Each criterion can be weighted from above 0 up to 10 and marked as required or optional. The five built-in recommendation levels are Strong hire, Hire, Maybe, No hire, and Strong no hire.
Licensing and limits
Does Interview Hub require a licence?
Yes. Interview Hub requires a licence and is opt-in per tenant. An administrator enables it from Admin → Apps → All Apps. It is disabled by default until then.
What are the limits I should know about?
| Setting | Default | Allowed range |
|---|---|---|
| Interview duration | 60 minutes | Up to 480 minutes (8 hours) |
| Buffer time before/after availability | 15 minutes each | 0–60 minutes |
| Advance booking window | 90 days | 1–365 days |
| Minimum scheduling notice | 24 hours | 0–168 hours |
| Scheduling link expiry | 7 days | 1–30 days |
| Scorecard deadline | 24 hours after completion | 1–168 hours |
| Candidate reschedule limit | 2 | 0–5 (0 means no limit) |
| Max interviews per day (warning) | 5 | 0–50 (0 disables warning) |
| Scorecard rating scale | 5 points | 3–10 points |
| Availability length | — | 15–480 minutes |
| Reminder lead times | 24 hours before | 1, 2, 6, 12, or 24 hours |
More help
- Interview Hub Overview
- Ask AI — the assistant answers Interview Hub questions from these articles.