Scheduling: Recruiter > Coordinator Handoffs

Last updated: August 18, 2026

Approximate read time: 4 minutes

As a Recruiter, handing candidates off to a coordinator is a daily occurrence. We recommend using Request to Schedule in the Chrome extension. You do this by filling in or validating the interview details, assign the request, and add an internal note — without emailing the candidate.

Before you start

  • If this is your first time scheduling from the ATS, you'll need to install and sign in to the candidate.fyi Chrome extension.

  • Find the candidate in the ATS, make sure they are in the correct scheduling step. If the candidate is not in the correct step, none of the pre-filled information will show up for you.

  • Know which interview Round you want to use (for example, a round named General if your team uses one for standard interviews).

Step 1: Open Request to Schedule

  1. Open the candidate.fyi extension on the candidate's application profile in your ATS by clicking "Schedule in candidate.fyi"

  2. Select the interview stage from the stage dropdown.

  3. Click Request to Schedule.

You'll see the candidate's name at the top and a form to set up the scheduling request.

Step 2: Choose an interview round

  1. Under Interviews, click Select Round (or the pencil icon next to the current round name). This information will be specific to your team's set up.

  2. Search or scroll to find your round — for example, General.

  3. Click the round to select it. You'll return to the request form with that round's default interview settings loaded.

Step 3: Set the interviewer and duration

  1. Find the interview listed under Interviews and expand it by clicking the row. Most of the details should be prefilled in. However depending on your team's set up, you may need to fill in interview details/ below.

  2. Duration — open the duration dropdown and choose how long the interview should be (shown in minutes).

  3. Interviewers — click the + button next to the interviewer slots, then use Select interviewer to search for and add the person you want.

    1. If the interview is for a single interviewer, no substitutions, their name can be added with the + symbol.

    2. To remove someone, open the menu (three dots) on their name and choose Delete.

    3. If the interview is meant to have 1 interviewer but it could be person A or person B, add a second name to the Interviewer 1 block. You can also mark one interviewer as preferred using Mark as preferred in the same menu.

    4. If the interview is meant to have 2 interviewers then keep person A in Interview 1 block and add a new Interviewer and their name, which will appear in Interviewer block 2.

If the round already includes interviewers, you can keep them or change them before submitting.

If tags are used to select from a pool of interviewers, a TAG slot is used vs an individual name, when adding a new interviewer.

Step 4: Assign the request and adjust settings

In the Quick settings section:

  • Assign to (or Scheduler, depending on your organization's setup) — choose the coordinator who should own this request, or select a scheduling queue if your team uses one.

  • Priority — set to Normal, High, or Urgent if needed.

  • Request Type — choose Availability Request or Self-Schedule, depending on how the coordinator should collect the candidate's availability.

Some availability-only options (such as buffer time and scheduling windows) are hidden in this flow. The coordinator can adjust those later on the full request page if needed.

Step 5: Add a note for the coordinator

  1. Scroll to the Note section at the bottom of the form.

  2. Click Add note.

  3. Type your instructions in the text box (for example, preferred days, timezone, or special handling). The placeholder reads: "Add internal notes about this scheduling request..."

This note is internal. The candidate does not see it. The assigned coordinator will see it on the scheduling request.

Step 6: Create the request

  1. Review the interview details, assignment, and note.

  2. Click the button at the bottom of the screen — Create Availability Request or Create Self-Schedule Request, depending on the request type you selected.

Request to Schedule does not send an email to the candidate.

The coordinator receives the request in candidate.fyi and takes it from there — including reaching out to the candidate when appropriate.

After the request is created, you'll return to the previous extension screen.

Tips

  • Need more options? In Quick settings, click All settings to open the full settings view.

  • To change the round after selecting it, click the pencil icon next to the round name under Interviews.

  • If you don't see Request to Schedule, confirm you have the right permissions and that a job and stage are selected.

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