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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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Upcoming

Upcoming Interviews page showing confirmed bookings, soonest first
Personal: only affects your own calendar and availability.
  • Upcoming Interviews lists confirmed interviews you are booked on, soonest first
  • Use Show all to expand the full list
  • Candidates who pass a posting with Offer interview booking enabled appear here once they book a time
  • If nothing is booked yet, the page shows an empty state until your first confirmation comes in

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Your Calendar

Scheduling Calendar page showing connection status and a connected Google 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
You must connect a calendar before you can set availability or be added to interviews.

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Availability

Interview Availability page with timezone, weekly schedule toggles, and buffer time settings
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

Team Calendars page listing all connected recruiter calendars in the workspace
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

Scheduling Templates page with the Default template and New Template button
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

Schedule Your Interview page candidates see, with a calendar and available time slots in their timezone
  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 Scheduling and turn on Offer interview booking:
Scheduling section with Offer interview booking enabled, team calendar booking, and template picker

Scheduling — enable Offer interview booking and pick a template under Book with your team's calendars.

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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:
Scheduling tab on a candidate profile showing a confirmed booking with meeting details and Request reschedule
  • 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

Yes. Calendars and availability are personal. Templates and team calendars are workspace level.
Yes. One recruiter can use Google while another uses Office 365.
Yes. When creating a template, choose who joins the call. You do not need to include your own calendar.
Candidates only see slots where all required attendees are free. Keep calendars up to date so slots appear.
Only the recruiters invited to that meeting.
Yes. Their confirmation email includes manage, reschedule, and cancel options.
Yes. Use Request reschedule on the candidate profile. The old time holds until the candidate confirms a new one.
At the end, after all interview steps are complete.