Setting up Scheduling Stage Automation with Scheduling

Last updated: October 28, 2025

Summary
This guide explains how to configure scheduling stage automation for a specific job. You’ll learn how to set default scheduling options or enable full automation so that interview requests are created automatically when candidates reach a certain stage.

Feature Overview

  • Automates interview scheduling for specific job stages

  • Supports two setup modes: Set Defaults and Automation

  • Lets you predefine scheduler assignment, email templates, and booking methods

  • Speeds up manual scheduling or enables complete hands-off scheduling

Prerequisites

  • Admin or recruiter access to the Hiring → Jobs area

  • The job must have at least one schedulable stage configured

  • FYI scheduling agent must be enabled if you plan to use it

Before you start (UI path)

  • Go to: Hiring → Jobs → [Select Job] → Interviews section → [Choose Stage]

Steps

  1. Open the job you want to automate from the Jobs list.

  2. In the job view, scroll to the Interview section and select a schedulable stage (e.g., Preliminary Phone Screen).

  3. In the stage settings, choose either Set Defaults or Automation.

  4. Under Default Assignment, select whether to assign to a specific scheduler or to a queue.

  5. Choose a Scheduling Method: Self-booking or Availability Request.

  6. Pick a Default Email Template for scheduling communications.

  7. (Optional) Toggle Enable FYI if you want the scheduling assistant to manage the process.

  8. Click Save to apply your configuration.

Variations:

  • Set Defaults: Pre-fills scheduling details for schedulers to use manually when scheduling.

  • Automation: Automatically creates and sends the scheduling request as soon as the candidate enters this stage.

Tips & best practices

  • Use Set Defaults when schedulers want to review details before sending invites.

  • Use Automation for high-volume roles or consistent interview flows.

  • Test each configuration with a test candidate before enabling at scale.

Notes & limitations

  • Only schedulable stages will display automation options.

  • Automations trigger immediately when a candidate moves into the configured stage.

  • Ensure proper calendar access - errors may occur if access is not in place.

  • Edits to automation settings affect future candidates only; existing ones are not retroactive.