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You schedule interviews from a candidate’s record in the inbox. Hotfix gives the candidate a booking link. They pick a time when everyone in the meeting is free, and the interview lands on the interviewer’s calendar.

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Before you start

  • Connect Google Workspace under Settings > Integrations. Interviewers come from your team members whose email is on that Workspace. Until it’s connected, the record shows Connect Workspace instead of Schedule interview. See Integrations.
  • To use Zoom for the meeting, connect Zoom on the same page.
  • The candidate must be Considering or Interviewing. You can’t schedule for a New, Hired, or Rejected candidate.

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Schedule an interview

1

Open the candidate

In the inbox, open the candidate’s record. See Candidate record.
2

Click Schedule interview

In the details panel, click Schedule interview. If the candidate is already Interviewing, the button reads Schedule another interview. When Send offer or Add feedback is the main button, find scheduling under the ⋯ menu next to it.
3

Set up the meeting

Pick the stage, length, interviewer, and meeting type. Change the availability if you need to. Add a note for the candidate. The options are below.
4

Write the email

Pick an Email template, then edit the Subject and Email. The email must include the Booking link token.
5

Send

Click Send invite. Hotfix creates the booking link and emails the candidate.
The Schedule interview panel with stage, length, interviewer, meeting, availability, note, and the invite email
To share the link another way, click Copy link instead. Hotfix creates the link and copies it. Nothing is emailed to the candidate.

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Meeting options

The length, availability, and meeting start from your defaults under Settings > Preferences > Scheduling. See Preferences. The stage names the interview on the record and in the calendar event title.

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Add more people

Click Add people to bring others into the meeting.
  • Also in the meeting: check teammates from your Workspace. If the job has a hiring team, its Interviewers start checked. Uncheck anyone who isn’t joining this round.
  • Other emails: type an email and click Add. Use this for people without a Hotfix account. Hotfix only offers times it can see are free on their calendar.
Up to 7 people can join besides the interviewer. Everyone gets the calendar invite when the candidate books.

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Availability

The Availability line sums up when the candidate can book, like “Weekdays 9:00 AM to 5:00 PM, 24h notice, up to 14 days out, and a 15 min break after”. Click Edit to change it. Times are weekdays only, in the interviewer’s calendar time zone. Hotfix offers a start every 30 minutes and skips any time when the interviewer or another attendee is busy.

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What the candidate gets

When you click Send invite, the candidate gets your email with the booking link. The link opens a page with the stage, the length, who the meeting is with, your note, and the open times. They can switch the time zone the times are shown in. They pick a time and confirm. No account is needed. Once they book:
  • The interview goes on the interviewer’s calendar with the candidate and everyone you added. Google Calendar sends each of them the invite.
  • Google Meet adds a Meet link. Zoom adds a Zoom link. Phone adds neither.
  • A candidate who was Considering moves to Interviewing.
  • The record shows the stage and time in the details panel.
The candidate can reschedule or cancel from the same booking page until 24 hours before the interview. After that, the time is locked for them. A candidate has one open booking link at a time. While a link is open, you won’t see Schedule interview on their record. Cancel the link first if you need a new one.

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Attach a calendar event

If you already put the interview on your Google Calendar yourself, attach it to the record instead.
1

Open the menu

On the candidate’s record, click ⋯ (More actions) next to the main button, then Attach calendar event.
2

Paste the link

Paste the Google Calendar event link. Use the event’s own link, not a Meet or Zoom URL.
3

Preview and attach

Click Preview to check the title and time. Then click Attach.
Hotfix reads the event through its organizer’s calendar when the organizer is on your Hotfix team. Otherwise it reads the event as you, so you need to be able to see it in Google Calendar. Attaching sends nothing to the candidate and doesn’t change the event. A candidate who was Considering moves to Interviewing.

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Reschedule or cancel

Each interview shows as a line under Interviews in the candidate’s details panel. Click it to see the actions. Hotfix doesn’t email the candidate when you cancel. When a booked interview is removed from the calendar, Google Calendar sends its cancellation notice to the people on the event. Canceling doesn’t reject the candidate or change their status.

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After the interview

When the interview’s end time passes, everyone on it adds feedback from the record: a verdict and notes. Each person’s feedback stays hidden from the rest of the panel until they add their own. See Interview feedback.