What is Automated Scheduling Software and Why do Recruiters Need It?

May 3, 2018    |    3 minutes read

Modern Hire

Scheduling candidate interviews is an essential recruiting function. However, balancing candidate schedules with interview team availability can eat up a lot of a recruiter’s day. Organizations of all sizes are turning to automated scheduling software to handle this administrative task more efficiently.

How Automated Scheduling Works

How Automated Scheduling Software Works

Several types of technologies perform automated scheduling in order to increase recruiter efficiency as well as convenience for candidates. With an event scheduling solution, recruiters set up time slots when the interview team is available and invite candidates via mass email or text to self-schedule. Recruiters may be able to put holds in interviewer calendars through the video interviewing solution and/or allow interviewers to send their availability through email. Solutions like these update in real time to avoid duplication or overlapping interviews.

Other technologies make use of virtual recruiting assistants, to schedule interviews. The virtual assistant interacts via email or text with candidates and interview team members to find a time that works for everyone. Then, it notifies all involved and can be tasked with sending out reminders. The common goal of automated scheduling technologies is to reduce recruiter time on the task while also making it quick and easy for candidates to get an interview on their calendars.

What Types of Interviews Can be Scheduled?

Scheduling technologies that are purpose-built for hiring can typically be used to coordinate all types of live interviews, from phone screens to video interviews to final on-premise interviews. Advanced video interviewing software with this type of application can also manage large-scale recruiting events involving teams of interviewers and multiple candidates.

Why Do Recruiters Need It?

Automated scheduling technology can solve some persistent TA challenges:

  • Improving recruiter efficiency. Automated scheduling technology is proven to save recruiters’ time. Use data from Modern Hire’s global client base indicates automated scheduling saves recruiters an average of 50 minutes per candidate. In organizations with multiple recruiters and thousands of candidates, the time savings represents business opportunity for TA leaders.
  • Modernizing the hiring process. It digitizes a vital step in the hiring cycle.
  • Meeting candidate expectations. Companies that offer candidates a digital, simple and fast scheduling interaction gain an advantage in the competition for talent.

For all of these reasons, event/interview scheduling technology is the number one recruiting technology investment for employers in 2018.1

Changing the Role of Recruiters

Automated scheduling is one of the technologies transforming the role of recruiters today. With less administrative burden in their day, recruiters can put their relationship-building skills to use, spending more time forging connections with candidates. They can also devote more time to another TA pain point: strengthening their organization’s talent brand. The shift in the recruiter role from tactical to strategic provides a valuable opportunity for TA leaders to realign their team for better performance on key metrics.

Does Automated Scheduling Software Use Artificial Intelligence (AI)?

Some automated scheduling technologies leverage AI. However, AI is not required for a virtual recruiting assistant to be effective.

What do Candidates Think of Automated Scheduling Software?

Automated scheduling is part of the self-service trend enabled by technology. As consumers, candidates already have experience with self-scheduling for salon treatments, movies and other entertainment activities, even doctor visits. The opportunity to self-schedule a job interview is not only familiar, it is used quickly by candidates. Use data from Modern Hire’s global candidate base indicates 54% of candidates self-schedule their interview within two hours after receiving the invite; 84% schedule within the first 24 hours.

Questions to Ask About Scheduling Technology

Many scheduling tools have entered the market in the last 18 months. For TA leaders exploring scheduling solutions, there are some key questions to ask:

  • Is this a generic scheduler or is it designed specifically for recruiting and hiring?
  • Is this a stand-alone technology or is it integrated with a video interviewing platform?
  • Is it configurable at the role level?
  • Does it integrate with all major calendaring platforms?
  • What is the learning curve like for users?
  • Can it convey my employer brand?
  • Is it available in multiple languages?
  • Does it meet global requirements for data security and privacy?

Interview scheduling tops the list of tasks recruiters would most like to see automated.2 As more global organizations integrate the technology into their hiring workflow, use of automated scheduling will become a best practice in recruiting.

    1. 2017 Talent Board North American Candidate Experience Report
    2. Jobvite’s 2017 Automation Nation Report