Candidate Self-Scheduling

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Before you start

Sidebar → Scheduling Setup order:

1. Sidebar → Scheduling → Your Calendar
2. Sidebar → Scheduling → Availability
3. Sidebar → Scheduling → Templates
4. Assign a template when creating an interview agent

Scheduling runs at the end of the agent workflow. The candidate finishes their interview and is taken to a scheduling page with available times (in their timezone).

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Your Calendar

Personal: only affects your own calendar and availability.

• Connect your calendar to sync availability and receive interview bookings
• Supported providers: Google, iCloud, Office 365, Exchange, Outlook.com
• Connection status shows at the top of the page once connected

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Availability

Personal: only affects your own calendar and availability.

• Set your timezone (used to convert slots to the candidate’s timezone)
• Set your weekly schedule (recurring windows when candidates can book, e.g. Mon to Fri, 9:00 AM to 5:00 PM). Use Apply first times to all to fill the week quickly
• Mark days unavailable (e.g. weekends)
• Add buffer time before and after each interview slot
• Click Save Availability

Candidates only see slots within these windows, checked against your live calendar.

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Team Calendars

Workspace: shared, affects everyone in this workspace.

• Shows all connected recruiter calendars in the workspace
• Use this to confirm who on the team has connected before adding them to a scheduling template

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Templates

Workspace: shared, affects everyone in this workspace. Reusable scheduling templates that define meeting duration + attendees.

• Default template: 30 min, all connected recruiters. Applied to postings with no specific template
• New Template: opens a side drawer. Set a name, meeting duration (15 / 30 / 45 / 60 min), and who joins the call
• The person creating the template is selected by default. Everyone else is optional
• Only recruiters with the right permissions can add others to a template
• One scheduling template per interview agent
• Templates are reusable across multiple postings

If multiple recruiters are on a template, HeyMilo checks availability across all of them and only shows slots where everyone required is free.

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Candidate experience

1. Candidate finishes their interview and sees a scheduling page with available times (in their timezone)
2. They pick a time and confirm
3. They get a confirmation email where they can manage, reschedule, or cancel the booking
4. The booking lands on the recruiter’s calendar

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Recruiter experience

When creating a new interviewer agent, scroll down to Managed Scheduling and enable it:

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Notifications and emails

When a candidate books, reschedules, or cancels:

• In-app notification: recruiters on the interview see it in their HeyMilo notifications
• Email: the same recruiters get an email with the booking details
• Only the people invited to that meeting are notified, not the whole workspace
• Calendar: the booking is automatically added, updated, or removed on your connected calendar

Candidates get their own emails too: a confirmation email when they book (with manage, reschedule, and cancel options) and an email to pick a new time if you request a reschedule. Candidate emails use your workspace brand color and logo if set, otherwise HeyMilo branding.

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Scheduling tab on the candidate profile

Every candidate with a booking has a Scheduling tab on their profile:

• See the booked time and its status (confirmed, rescheduled, cancelled)
• See who on the team is on the interview

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Request a reschedule

If the booked time does not work for you:

1. Open the candidate profile → Scheduling tab
2. Click Request reschedule
3. The candidate gets an email to pick a new time
4. The original booking stays until they confirm the new time

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FAQs