Interview Scheduling Agent

Last updated: January 8, 2026

Feature Overview

The Interview Scheduling Agent automates the coordination of interviews between candidates and interviewers, eliminating manual back-and-forth communication and administrative burden. The system offers two distinct scheduling methods: calendar-integrated scheduling for interviewers who can connect their calendars, and availability collection scheduling for situations where calendar integration isn't possible (such as client hiring managers or IT-restricted environments). Both methods provide automated candidate follow-up, time zone handling, and full visibility of scheduling status.

Available Actions

This feature enables you to perform the following actions:

  • Create meeting templates - Configure scheduling preferences and availability parameters

  • Connect interviewer calendars - Integrate with calendars for automatic availability capture (optional)

  • Collect availability conversationally - Gather interviewer availability via email when calendars can't be connected

  • Send scheduling links to candidates - Automatically provide booking options after screening completion

  • Track scheduling status - Monitor which candidates have scheduled, completed, or need follow-up

  • Manage bookings - Reschedule or cancel meetings with automatic notifications

  • Support multiple attendees - Cross-check availability across multiple interviewers' calendars

  • Handle time zones automatically - Display appropriate times based on participant locations

Step-by-Step Instructions

Choosing Your Scheduling Method

Method 1: Calendar-Integrated Scheduling Use this method when:

  • Scheduling interviews with internal team members

  • Interviewers are willing and able to connect their calendars to Popp

  • You have direct access to interviewer calendar systems

Method 2: Availability Collection Scheduling Use this method when:

  • Scheduling with external hiring managers or clients

  • Calendar integration faces IT restrictions or access limitations

  • Interviewers prefer not to connect their calendars

  • Calendar access is limited or availability isn't kept up-to-date

Setting Up Calendar-Integrated Scheduling

Connecting Interviewer Calendars

Accessing Calendar Connection:

  1. Navigate to your Popp home page

  2. Click on the Meetings tab

  3. Click Add Contact or Connect Calendar

  4. Enter the interviewer's email address

  5. Select Yes when asked if you want to request calendar connection

  6. Send the connection invitation

What Happens Next:

  • The interviewer receives an email invitation to connect their calendar

  • They follow the link to authorize calendar access

  • Once connected, their availability becomes accessible for scheduling

  • The interviewer does not need a Popp account to participate

Important Note: The recipient can be anyone with an email address - they don't need to be a Popp user.

Creating Meeting Templates (Calendar-Integrated)

Template Configuration:

  1. From the Meetings tab, create a new meeting template

  2. Select the connected calendar contact as the meeting owner

  3. Configure your meeting preferences:

    • Meeting Duration: Set length (e.g., 30 minutes, 60 minutes)

    • Meeting Type: Select video conference or in-person

    • Available Days: Choose which days of the week to show availability

    • Time Segments: Split your day into different availability windows

    • Buffer Time: Add gaps between consecutive meetings

    • Notice Period: Set minimum advance booking time

    • Booking Window: Define how far in advance candidates can book

    • Time Zone: Set the interviewer's time zone

Multiple Attendees:

  • You can add multiple interviewers to a single meeting template

  • The system will cross-check availability across all calendars

  • Only time slots available for all attendees will be presented to candidates

Multiple Templates:

  • Create different templates for different interview types or durations

  • Set up separate templates for different interviewers or roles

  • Templates can be reused across multiple campaigns

Adding Scheduling to Campaigns (Calendar-Integrated)

Campaign Configuration:

  1. Navigate to your campaign setup or edit an existing campaign

  2. Go to the Closing Methods section (final page of campaign setup)

  3. Select Ask candidate to schedule a meeting

  4. Choose your pre-configured meeting template from the dropdown

  5. Save your campaign settings

Automatic Trigger:

  • When candidates complete the conversation and meet requirements, they automatically receive a scheduling link

  • The link displays available time slots based on the interviewer's real calendar availability

  • Candidates select their preferred time and receive instant confirmation

Setting Up Availability Collection Scheduling

Adding Contacts Without Calendar Integration

Initial Setup:

  1. Navigate to the Meetings tab on your home page

  2. Click Add Contact

  3. Enter the interviewer's email address

  4. Select No when asked if you want to request calendar connection

  5. The contact is added without any calendar invitation being sent

Important Note: The interviewer will not receive any email at this stage. They will only be contacted once a candidate is ready to schedule.

Creating Meeting Templates (Availability Collection)

Template Configuration:

  1. Create a new meeting template

  2. Select your non-calendar-connected contact as the owner

  3. Give your template a descriptive name

  4. Configure meeting preferences:

    • Meeting Duration: Set interview length

    • Meeting Type: Video conference or in-person

    • Time Zone: Set default time zone (can be adjusted by interviewer)

    • Availability Window: Define the date range and time window for availability requests

    • Day Restrictions: Optionally restrict to specific days (e.g., Thursdays only)

Default Settings:

  • You can keep settings open if you don't know the interviewer's preferences

  • The interviewer will control exact days and times through their email responses

  • All preferences serve as guidelines for the availability request

Adding Scheduling to Campaigns (Availability Collection)

Campaign Setup:

  1. Navigate to your campaign configuration

  2. Go to the Closing Methods section

  3. Select Ask candidate to schedule a meeting

  4. Choose your availability collection meeting template from the dropdown

  5. Save and launch your campaign

What Happens Next:

  • Campaign becomes active but initially shows no scheduled meetings

  • Candidates proceed through screening questions as normal

  • The first candidate to complete requirements triggers the availability collection process

How Availability Collection Works

Automatic Interviewer Outreach

When Triggered:

  • As soon as the first candidate in a campaign meets all requirements and reaches the scheduling stage

  • The candidate receives a holding message: "We're checking with the panel and will be in touch with their availability soon"

Email to Interviewer: The interviewer receives an automated email asking:

  • "Could you share your availability from [start date] until [end date]?"

  • Specifies the time window you configured (e.g., "Thursday between 9 AM to 5 PM")

  • Requests minimum hours of availability (e.g., "at least 6 hours worth of availability")

  • Notes the time zone

Conversational AI Handling:

The AI manages the entire availability collection process:

  1. Clarification Requests: If the interviewer's response is vague, the AI asks for specifics

    • Example: "I'm free 10-2" → AI asks: "Can you specify which days you are available during this time frame?"

  2. Time Zone Verification: Confirms or clarifies time zones if there's any ambiguity

    • Example: Interviewer mentions different time zone → AI asks: "Could you confirm your time zone is GMT?"

  3. Additional Availability: If candidates can't find suitable times, AI automatically reaches back out to the interviewer for more slots

  4. Format Flexibility: Interviewers can respond naturally - the AI interprets various response formats

Candidate Scheduling Experience

After Availability is Collected:

  • Candidate receives a scheduling link with the interviewer's confirmed availability

  • Link displays available time slots in the candidate's time zone

  • Candidate selects their preferred time and receives instant confirmation

  • Booking automatically sends calendar invitations to all participants

If No Suitable Times:

  • Candidate can indicate none of the times work

  • System automatically reaches back out to interviewer for additional availability

  • Process repeats until suitable time is found

Availability Reuse

Important Efficiency Feature:

  • Availability collected from one candidate applies to all candidates in that campaign

  • Interviewer only needs to share availability once per campaign

  • As time slots are booked, they're automatically removed from availability

  • When all slots are booked and more candidates need scheduling, AI requests additional availability

Managing Scheduled Meetings

Tracking Scheduling Status

Dashboard View:

  1. Navigate to your campaign dashboard

  2. View the Meeting Status column showing:

    • Not Scheduled: Candidate hasn't booked yet

    • Scheduled: Meeting confirmed with date/time

    • Completed: Meeting has taken place

    • Rescheduled: Meeting was changed after initial booking

Real-Time Updates:

  • Status updates automatically as candidates book, reschedule, or complete meetings

  • No need to cross-reference external calendars

Viewing Meeting Details

Access Meeting Information:

  1. Click on any candidate in your campaign

  2. Navigate to the Meeting Details section

  3. View complete information including:

    • Scheduled date and time

    • Attendees

    • Meeting type (video conference/in-person)

    • Time zone display

Calendar Integration:

  • All participants receive calendar invitations automatically

  • Invitations are sent shortly after booking (typically within 2 minutes)

  • Invitations include all meeting details and video conference links if applicable

Rescheduling Meetings

From Popp Dashboard:

  1. Open the candidate's profile

  2. Click on Meeting Details

  3. Select Reschedule option

  4. Candidate automatically receives a message with updated scheduling link

  5. Status updates to "Rescheduling" until new time is selected

Candidate-Initiated Rescheduling:

  • Candidates can use the link in their confirmation message to reschedule

  • New availability is automatically presented based on current open slots

  • All participants receive updated calendar invitations

  • Status updates automatically in Popp dashboard

Cancellation:

  • Either party can cancel through Popp dashboard or calendar

  • Cancellation notifications sent to all participants

  • Status updates to show cancellation

Automated Candidate Management

Automatic Follow-Up

Nudging Unscheduled Candidates:

  • Candidates who complete screening but don't schedule receive automatic reminders

  • First reminder: 24 hours after screening completion

  • Second reminder: 24 hours after first reminder (48 hours total)

  • Maximum two reminders to avoid over-communication

Confirmation Messages:

  • Immediate confirmation when candidate books a time

  • Confirmation includes meeting details and rescheduling link

  • Reminder sent prior to meeting (timing configurable)

Preventing Drop-Off

Key Benefits:

  • Reduces candidate drop-off between screening and interview stages

  • Eliminates need for manual follow-up by coordinators

  • Maintains candidate engagement through automated communication

  • Ensures candidates don't forget about unscheduled interviews

Meeting Templates Best Practices

Template Organization

Strategic Template Creation:

  • Create separate templates for different interview types (phone screen, technical interview, final interview)

  • Set up role-specific templates with appropriate interviewers

  • Maintain templates for different durations (15min, 30min, 60min)

  • Create location-specific templates if managing multiple office locations

Naming Conventions:

  • Use clear, descriptive names that indicate purpose

  • Include interviewer name or role in template name

  • Specify interview type in name (e.g., "Technical Screen - 45min - Engineering Manager")

Time Zone Management

Important Considerations:

  • Always verify interviewer time zones during setup

  • System automatically displays times in candidate's time zone

  • Availability collection method handles time zone confirmation conversationally

  • Clear communication prevents scheduling errors

Availability Configuration

Calendar-Integrated Method:

  • Set realistic buffer times between meetings (recommended: 15 minutes minimum)

  • Configure adequate notice period to prevent last-minute bookings

  • Limit booking window to manageable timeframe (e.g., 2-4 weeks)

  • Review and update availability restrictions regularly

Availability Collection Method:

  • Request sufficient availability to accommodate multiple candidates

  • Specify clear time windows in initial requests

  • Allow flexibility for interviewer to define their preferred times

  • Request availability in manageable chunks (e.g., 2-3 weeks at a time)

Integration with Campaign Workflows

Scheduling as Closing Method

Seamless Integration:

  • Add scheduling to any campaign as the final step

  • Works with both knockout and general questions

  • Triggers automatically when candidates meet requirements

  • Can be combined with conversation rules for conditional scheduling

Example Workflow:

  1. Candidate receives campaign message

  2. Completes screening questions (knockout and general)

  3. Meets all requirements

  4. Automatically receives scheduling link

  5. Books interview time

  6. Receives confirmations and reminders

  7. Completes interview

  8. Status updates throughout process

Standalone Scheduling

Scheduling Without Screening:

  • Create campaigns with minimal or placeholder questions

  • Focus entirely on scheduling function

  • Useful for post-recruitment screen scheduling

  • Can be triggered via API integration when candidates reach appropriate stage

Use Cases:

  • Scheduling second-round interviews after recruiter screens

  • Booking client interviews for pre-qualified candidates

  • Arranging assessment center appointments

  • Coordinating final interview rounds

Troubleshooting Common Issues

Calendar Integration Problems

Calendar Connection Failures:

  • Verify email addresses are correct

  • Check that interviewer has received and opened invitation email

  • Confirm calendar system is supported (Google Calendar, Outlook, etc.)

  • Check for IT restrictions blocking calendar API access

Availability Not Displaying:

  • Verify calendar is successfully connected

  • Check that working hours are configured in calendar system

  • Ensure no conflicting "busy" blocks during expected availability

  • Refresh meeting template to pull latest availability

Availability Collection Issues

Interviewer Not Responding:

  • Automated system will chase for responses

  • Consider manual follow-up if urgent

  • Verify email address is correct and not bouncing

  • Check interviewer's spam/junk folders

Unclear Availability Provided:

  • AI will automatically request clarification

  • System asks for specific days, times, and time zones

  • Allow AI conversation to complete before manual intervention

  • Review email thread to understand what information is needed

Candidate Scheduling Problems

Candidates Not Receiving Links:

  • Verify candidate contact information is correct

  • Check SMS/email delivery status in campaign dashboard

  • Confirm campaign is properly configured with meeting template

  • Review that candidate has completed all screening requirements

Time Zone Confusion:

  • System automatically adjusts displayed times

  • Confirmation messages show times in both time zones

  • Encourage candidates to verify time zones in booking confirmation

  • Calendar invitations include time zone information

Meeting Invitation Delays

Calendar Invitations Not Arriving:

  • Typical delay is 1-2 minutes after booking

  • Check spam/junk folders for all participants

  • Verify email addresses are correct in system

  • Invitations sent from Popp system may be flagged by some email filters

Quick Reference

Setup Process:

  • Calendar-Integrated: Meetings Tab → Add Contact → Yes (calendar) → Create Template → Add to Campaign

  • Availability Collection: Meetings Tab → Add Contact → No (calendar) → Create Template → Add to Campaign

Credit Usage:

  • 3 credits per scheduling interaction

Key Benefits:

  • Eliminates manual scheduling coordination

  • Reduces candidate drop-off between screening and interview

  • Provides real-time visibility of scheduling status

  • Works with or without calendar integration

  • Automated follow-up and reminders

Automatic Features:

  • Candidate nudging (every 24 hours, up to 2 times)

  • Calendar invitations to all participants

  • Time zone conversion

  • Availability verification and clarification

  • Rescheduling and cancellation notifications