Auto Conference Room Assignment
Last updated: September 21, 2026
Overview
Auto conference room assignment helps you book the right physical space without checking room calendars by hand. Configure Booking rooms once on an interview within a round, and candidate.fyi can assign an available room, only offer times when a room is free, or leave the room for you to pick when you schedule.
This is especially useful when you have many rooms across buildings or locations.
Before you start
- Conference rooms are connected through your calendar integration (Google Calendar or Microsoft Outlook). See Enabling Room Booking.
Configure booking rooms
On an interview in a round or scheduling request, open interview settings and find Booking rooms.
Booking rooms mode
| Mode | What it does |
|---|---|
| Off | No room booking for this interview. |
| Manual | Room booking is on, but candidate.fyi does not assign a room. Times are not limited by room availability. You choose a room when you schedule the interview. |
| Auto select | candidate.fyi assigns an available room when the interview is scheduled. If no room is free at that time, the interview can still be booked and the scheduling request is flagged for follow-up (see below). |
| Required | Only times with at least one available room are offered. If no room is free when scheduling, the time cannot be booked. |
Suggested times while scheduling
When you review suggested times on a scheduling request:
- Required — Only slots with an available room are shown. Each suggestion includes a room.
- Auto select — All valid interview times are shown. When you select a slot, candidate.fyi attaches an available room when one can be found.
- Manual — All valid interview times are shown. Selecting a slot does not attach a room. Choose the room yourself after you pick the time.
Where rooms come from
Under Conference Rooms, choose how candidate.fyi should look for a room:
- Job Office Location — Uses the job's default office from your ATS and the rooms mapped to that office. This is the default when no specific rooms are selected.
- Custom — Choose specific rooms, buildings, floors, or offices.
You can also set Minimum room capacity. Only rooms at or above that capacity are considered.
How candidates are affected
Candidates never pick a room. What they notice depends on the mode:
- Required — They only see interview times where a room is available.
- Auto select — They see all valid interviewer times. If a room is assigned when they confirm, it appears on their calendar invite and confirmation.
- Manual — They see all valid interviewer times. A room appears on the invite only if you assign one when scheduling.
If no room is available
- Required — The time is not offered (self-schedule) or cannot be scheduled from suggestions.
- Auto select — The interview is still booked. On the scheduling request, the interview is flagged Missing Room, the request status moves to Needs Rebooking, and a Missing Conference Room entry appears in the request's Activity tab. From there, assign a room or reschedule.
- Manual — The interview is still booked without a room. This does not flag Missing Room. Assign a room from the scheduling request if you still need one.
candidate.fyi only assigns rooms that are free for the full interview duration and respects your configured room list and minimum capacity.
Map office locations
Job Office Location relies on a link between ATS offices and calendar buildings.
- Go to Global Settings → Scheduling → Office Locations.
- Select an ATS office.
- Choose the calendar building(s) for that office.
- Save.
Accurate mappings keep room assignment, candidate communications, and ATS location data aligned.
Related Articles
- Enabling Room Booking — Connect conference rooms to candidate.fyi
- Candidates Flow - Self Scheduling — How candidates select interview times
- Scheduling Overview — Overview of scheduling features in candidate.fyi
For additional assistance with auto conference room assignment or other scheduling features, please contact our support team.