Choose the Right Interview Scheduling Software: 7 Platforms to Explore

So, you’re hiring for a new role on your team?

Congratulations! 

While this is a really exciting time, it’s also a time to be realistic and well prepared. 

With hiring comes a million and one new tasks on your plate. During the hiring process, you’ll ultimately move slower, and, in turn, move faster when the new hire starts. So be kind to yourself.

Before you get to talk to a single candidate, you’ll have to spend days on activities like: 

• Preparing the job description and internal hiring process
• Posting the job description on job boards and communities
• Reaching out to friendlies to try and get referral candidates
• Reviewing submitted resumes and narrowing them down to a list
• Reaching out to candidates and booking interviews

With so much to do, it’s essential to lean on software when possible to cut down the headaches of hiring. And, in this case, we’ll walk through interview scheduling software to help you out.

That means no more of the endless back-and-forth scheduling hassle.

Interview scheduling software streamlines and automates the process of scheduling job interviews so you don’t have to waste unnecessary time coordinating them.

In this article, we've handpicked seven top-notch interview scheduling software solutions to supercharge your hiring process and candidate experience.

Plus, we’ve compiled a list of 10 dos and don’ts to keep in mind while shopping for the right interview scheduling software. 

Let’s dive in!

7 Of the best interview scheduling software to consider

In today's fiercely competitive job market, learning to schedule interviews efficiently and engage candidates effectively is critical to success. If you take too long, you risk your top candidates accepting someone else's offer.

Investing in solid interview scheduling software is a fantastic place to start to keep candidates flowing throughout your interview process and deliver a positive candidate experience.

1. YouCanBookMe—Best interview scheduling software to boost candidate experience

YouCanBookMe's fully customizable interview scheduling tool makes scheduling interviews smooth, seamless, and hassle-free for your candidates. You can ensure you and your interviewee are always on the same page with automated interview scheduling, text and email reminders, automated follow-ups, and custom booking forms. 

💻 Key features

• Flexible schedule and availability
• Customizable appointment confirmations and follow-ups via email 
• Automated reminders via email or SMS
• Custom booking forms
• Unlimited number of booking pages and interview scheduling
• Access to booking records
• One-on-one, group, and round-robin scheduling
• Different appointment types and lengths
• Personalized booking link and branding 
• Option to embed YouCanBookMe on your website 
• Option to connect multiple calendars
• Available in 44 languages 
• Easy cancellations and rescheduling

⚙️ Top integrations

• Calendars: Google, Microsoft 365, and Outlook
• Video conferencing: Zoom, Google Meet, and Microsoft Teams
• Others: Chrome extension, Zapier, Gmail, and Stripe

😍 Pros

• Can be used for more than recruiting, i.e., scheduling internal meetings
• 14-day free trial and robust free forever version available
• User-friendly for both recruiter and interviewee
• Designed for both small and large teams
• Affordable pricing: one paid plan with all features

😞 Cons

• No iCloud Calendar integration
• Limited native integrations, the majority are available via Zapier

💰 Pricing

YouCanBookMe offers a free forever plan. They have one pricing tier for their paid plan, which is  $12/calendar/month.

2. Paradox—Best interview scheduling software for AI-driven conversations

Paradox takes interview scheduling and candidate engagement to the next level with its AI-driven platform. This software automates interview scheduling, sends interview reminders, and engages candidates through conversational AI. Paradox also offers insights into interview processes and streamlines the hiring journey, ensuring a positive candidate experience.

💻  Key features

• Conversational AI that engages candidates in real-time interactions
• One-on-one and group scheduling
• Candidate screening via AI 
• Automated reminders
• Syncs with calendars to propose open interview times
• AI is available in over 100 languages 
• White-label option available
• Booking analytics and insights
• Unlimited interview scheduling
• Easy cancellations and rescheduling

⚙️ Top integrations

• Calendars: Google, iCloud, Outlook, and Microsoft 365
• Video conferencing: BlueJeans, Google Meet, Microsoft Teams, Webex, Zoom, and Skype
• Others: ADP, Indeed, Workday, ApplicantStack, Greenhouse, and WhatsApp

😍 Pros

• Easily handles high-volume hiring
• Personal customer success manager
• AI makes the recruitment process seem personalized

😞 Cons

• Lacks transparent pricing
• No free trial or free version 
• Custom workflows can take a while to set up
• Designed only for large teams

💰 Pricing

Only available upon request.

3. Spark Hire—Best interview scheduling software for candidate screening 

SparkHire enhances recruiter efficiency and streamlines interview scheduling. The software’s one-way video interview scheduling expedites initial candidate screening to ensure you only hire the best candidates for the job. Additionally, Spark Hire offers interview collaboration tools, user group creation, and integration options, making the hiring process more effective and engaging.

💻 Key features

• Candidates can record one-way video interviews 
• Sends rejection emails
• Rate, comment, and tag candidate videos with built-in interview evaluation
• Add your logo, colors, and branding
• Provides interview transcripts
• Record personalized intros and outros for your candidates
• Booking page for scheduling live interviews
• Email notifications
• Various event types

⚙️ Top integrations

• Calendars: Google, iCloud, Outlook, Exchange, and Microsoft 365
• Video conferencing: None
• Others: Zapier, BambooHR, ApplicantStack, Zoho Recruit, Workable, and Codility

😍 Pros 

• Intuitive design
• Multiple stakeholders can give feedback on interviews at the same time
• Saves time on screening candidates before live interviews
• Free trial available

😞 Cons

• No free plan available
• You’ll have to create video conferencing links for live interviews manually
• Unless you pay a hefty amount for a custom Enterprise plan, you’re limited by the number of job openings you can interview for at a time

💰 Pricing

Spark Hire only offers paid plans starting at $149/month.

4. Calendly—Best interview scheduling software to use with LinkedIn Messenger

Calendly, known for its user-friendly interface and straightforward scheduling, shines in managing multi-stage interviews. Do you use LinkedIn as a talent acquisition tool? Great because Calendly’s LinkedIn integration lets you schedule interviews directly from LinkedIn Messenger, making candidate outreach and engagement a piece of cake.

💻 Key features

• Flexible availability
• Unlimited booking pages and meetings
• One-on-one, group, and round-robin scheduling
• Meeting polls (so participants can vote on the best time to meet)
• Automated notifications and reminders via email or SMS
• Access to booking records
• Option to embed Calendly on your website 
• Option to connect multiple calendars
• Add your branding and colors
• Different event types and lengths

⚙️ Top integrations

• Calendars: Google, Microsoft 365, Outlook, Microsoft Exchange, and iCloud
• Video conferencing: Zoom, Google Meet, Microsoft Teams, Webex, and Join.Me
• Others: LinkedIn Messenger, Zapier, VideoAsk, JazzHR, Zoho Recruit, Greenhouse, and Notion

😍 Pros

• 14-day free trial and free plan available 
• Low learning curve 
• Intuitive user interface
• Over 100 native integrations

😞 Cons

• Tiered pricing plan with locked features
• Limited customization and branding options

💰 Pricing

Calendly has a free forever plan. For paid plans, pricing starts at $12/user/month.

5. Setmore—Best interview scheduling software to use with Instagram

Setmore is your go-to solution for seamlessly integrating interview scheduling into your website. It plays nicely with popular website builders like WordPress, Wix, and Squarespace. Candidates can easily book interviews through Instagram, giving candidates a modern scheduling option and recruiters a chance to showcase company culture.

💻 Key features

• Book interviews directly on Facebook or Instagram
• One-on-one and group meetings
• Automatic confirmations, as well as SMS and email reminders
• Embed your booking page on your website
• Add your logo, pictures, and branding to your booking page
• Custom booking page with unlimited appointments
• Works well with website builders

⚙️ Top integrations

• Calendars: Google and Microsoft 
• Video conferencing: Teleport, Zoom, and Google Meet
• Others: Instagram, Facebook, WordPress, Wix, Squarespace, and Weebly

😍 Pros

• Advanced website builder integrations
• Affordable pricing
• Candidates can book interviews right on Facebook or Instagram
• Free plan available

😞 Cons

• No iCloud Calendar integration
• Limited reporting and analytics
• Restricted customization features

💰 Pricing

Setmore offers a free forever plan for up to 4 users. Paid plans start at $9/user/month.

6. Rooster—Best interview scheduling software for global recruitment

Rooster is known for offering seamless two-way integration with Workday HCM. With customizable interview reminders, automatic language translation into 109 languages, and a playful leaderboard, it's your go-to for international talent acquisition. As a bonus, Rooster's analytics module provides actionable insights to streamline your hiring process.

💻 Key features

• 109 languages offered with auto-translation and country detection
• AI automatic scheduling bots 
• Customizable reminders via email and SMS
• Booking records and analytics
• Seamless integration with Workday HCM
• Easy rescheduling 
• Real-time availability on booking pages
• Lets you invite optional attendees

⚙️ Top integrations

• Calendars: Google, Outlook, and Microsoft 
• Video conferencing: Zoom, Webex, Microsoft Teams, and Google Meet
• Others: Workday HCM, Azure, Gem, Workday, WhatsApp, and Ping Identity

😍 Pros

• Works great with Workday
• Lets you quickly schedule panel interviews
• Templates available for various interview scenarios

😞 Cons

• Lack of transparent pricing
• Interface takes some effort to learn
• No free plan or trial available
• No iCloud Calendar integration

💰 Pricing

Rooster pricing is only available upon request.

7. HireVue - Best interview scheduling software for IT recruitment in enterprise organizations

HireVue, a cloud-based interview scheduling software, automates scheduling, sends automated text follow-ups, and offers psychometric and game-based interviews. It's a game-changer for technical roles with coding assessments and automated scoring. HireVue also reduces time to hire and provides role-specific interview guides.

💻 Key features

• Virtual hiring assistant that screens candidates and automates scheduling interviews
• Offers both one-way and live interviews
• Team of organizational psychologists works with you to create candidate assessments and tests
• Interview builder tool to help you create structured questions and guides
• Auto-scored coding assessments
• HireVue calendar allows candidates to self-book

⚙️ Top integrations

• Calendars: None
• Video conferencing: None
• Others: WhatsApp, Workday HCM, Greenhouse, SAP, SmartRecruiters, and Avature

😍 Pros

• Lets you screen large numbers of candidates quickly
• Offers professional candidate assessments and interview-building
• Virtual assistant that chats with candidates for you

😞 Cons

• Expensive, even for a limited plan without all the features
• Only geared toward large companies of 2,500+
• Limited integrations 
• Virtual hiring assistant can lack a human touch

💰 Pricing

Considering that HireVue addresses enterprise organization, their pricing starts at $35,000.

Dos and don'ts for choosing the right interview scheduling software

Dos to keep in mind: 

 ✔️ Do prioritize candidate self-scheduling: Look for interview scheduling software that allows candidates to self-schedule interviews. This feature empowers candidates to choose convenient interview times, enhancing their candidate experience.

✔️ Do opt for automated interview reminders: Choose interview scheduling software that sends automated interview reminders to candidates through email or text. This reduces no-shows and ensures candidates are well-prepared for their interviews.

✔️ Do seek user-friendly interfaces: Prioritize software with user-friendly candidate interfaces. A simple and intuitive scheduling process can leave a positive impression on potential hires.

✔️ Do check for integration with calendar apps: Pick a platform that integrates seamlessly with popular calendar applications (e.g., Google Calendar). This simplifies the process of syncing interview times with candidates' calendars.

✔️ Do consider customization: Select software that allows you to customize interview scheduling pages to reflect your company’s branding and messaging. This creates a more cohesive candidate experience.

Don'ts to avoid:

❌ Don’t disregard flexibility: Your candidate may need to reschedule or cancel their interview. Avoid choosing software that makes this process overly complicated or labor-intensive.  

❌ Don't neglect mobile optimization: Ensure candidates can easily schedule interviews from smartphones or tablets, as many may prefer this method.

❌ Don't forget about time zone management: Steer clear of interview scheduling software that doesn't handle time zones effectively. Candidates from different regions should have a seamless experience without having to calculate time differences.

❌ Don't overlook communication: Don't choose interview scheduling software that lacks communication features, such as confirmations and follow-ups. Candidates should receive timely and clear communication regarding interview details, directions, and additional instructions.

❌ Don't ignore candidate feedback: Look for software that allows candidates to provide feedback on their interview scheduling experience, helping you continually improve the interview process.

Frequently Asked Questions (FAQs)

1. What is interview scheduling software, and why do I need it?

Interview scheduling software is designed to streamline and automate job interview scheduling. It eliminates the need for back-and-forth emails and helps you coordinate interview times efficiently. You need it to save time, reduce scheduling conflicts, and provide a better candidate experience.

2. How can interview scheduling software improve the hiring process?

Interview scheduling software can improve the hiring process by automating scheduling interviews, sending email reminders to candidates and interviewers, and ensuring everyone is on the same page regarding interview times. This efficiency leads to faster recruitment decisions and a smoother overall hiring process.

3. Which industries can benefit from interview scheduling software?

Interview scheduling software can benefit many industries, including retail, hospitality, IT, healthcare, SaaS, etc. Any industry that conducts job interviews and needs to coordinate schedules can benefit from these tools.

4. Do I have to pay for interview scheduling software? 

That depends on what interview scheduling software you choose and which features you’re looking for. Many scheduling tools, including YouCanBookMe, Setmore, and Calendly, have a free version available. Remember that the free versions typically have fewer features than the paid plans.