Recruiters’ tips: 10 Mistakes to Avoid when Scheduling Interview

Is scheduling interviews easy? Some people may say that it only takes minutes to send an email or pick up the phone to invite candidates or find their interview availability. But what if you have to handle hundreds of candidates, multiple communication channels, and dozens of open vacancies?

According to a Candidate Experience Assessment Report by Criteria, “54% of a pool of 2,059 interviewed candidates have abandoned a recruitment process, citing poor communication from the recruiter/employer.”

Here is Rakuna’s list of top mistakes to avoid when you set up interviews so you can ensure productive and flawless interviews with a pleasant candidate experience.

Rakuna’s Top 10 Mistakes to Avoid in Interviews Set-up

Making Random Calls to Gain Interview Availability

Ever been caught off guard by a random call to schedule something important? Well, candidates feel the same way when recruiters hit them up out of the blue to set up interviews. It might seem convenient, but it can leave applicants feeling rushed and flustered. Imagine trying to juggle your schedule on the spot or agreeing to an interview time without realizing it clashes with another commitment. Plus, the hurried nature of these calls can lead to forgotten details, resulting in more back-and-forth communication. To avoid this chaos, let’s explore some smoother ways to schedule interviews:

  • Utilize Scheduling Tools: Invest in scheduling software or platforms that allow candidates to view available time slots and select a convenient interview slot without the need for immediate phone communication.
  • Provide Ample Notice: Whenever possible, give candidates advance notice, be it through email, an initial phone call, or SMS, to allow for thoughtful consideration and planning.
  • Offer Flexible Options: Provide candidates with multiple interview time slots to accommodate their schedules, reducing the likelihood of conflicts and the need for rescheduling.
  • Send Confirmation Emails: After scheduling an interview, follow up with a confirmation email outlining the details discussed, ensuring clarity and minimizing misunderstandings.
  • Encourage Candidate Feedback: Solicit feedback from candidates regarding the scheduling process to identify areas for improvement and enhance the overall candidate experience.

If you are planning to have phone interviews, check out our previous guide on this scheduling phone interview checklist for efficiency.

Lacking Well-structured Calls

Another pitfall in the interview setup process is the lack of well-structured calls. We’ve all been there – an interview needs to be scheduled ASAP, and the go-to move is a quick call. However, the rush often leads to forgetting crucial talking points and results in inefficient communication. The key here is to ensure all essential information is covered in one well-prepared call. Take a moment to jot down key points or follow our recommended structure for a swift interview invitation:

  • Introduction: Start by introducing yourself and checking if it’s a good time for the candidate. No one likes surprise calls during a hectic day. Briefly explain the purpose, whether it’s gathering more information or setting up interviews.
  • Availability: Move on to discuss their availability and propose a suitable time. Wrap up the call by outlining the next steps for both parties.

After the call, it’s crucial for recruiting coordinators to follow up with a confirmation text or email, summarizing the discussed points and providing any additional information. It’s like dotting the i’s and crossing the t’s for a smoother interview process.

a recruiter making phone calls to get interview availability

Sending Inadequate Information

According to Rakuna’s Student Survey, 97% of respondents suggested that email is the most preferred channel of communication, especially for setting up interviews. 

It’s the go-to channel that gives candidates the time they need to consider their availability, while recruiters can dish out all the crucial details about the interview or the entire process. But here’s the kicker – some recruiters miss the mark by sending emails that lack the necessary information. This little slip-up often results in confusion, leading to more back-and-forth just to get everyone on the same page. If you are being pressed for time, consider finding preferred email templates like Rakuna’s Comprehensive Interview Scheduling Email Template with all the necessary info lined up for you.

Scheduling Fixed Interview Time Beforehand

Another common misstep is pre-arranging fixed interview time slots without considering candidates’ availability. While this approach may seem convenient, especially for recruiters managing numerous candidates, it can inadvertently create scheduling conflicts and frustration. 

Some applicants, particularly those with existing employment commitments or senior-level positions, may find it challenging to accommodate predetermined interview times. This can lead to logistical challenges and the need for schedule adjustments on both sides, ultimately impacting the efficiency of the interview process and the candidate experience.

To mitigate the risks associated with fixed interview time slots, recruiting coordinators should consider the following best practices:

  • Offer Flexible Options: Instead of pre-determining interview times, provide candidates with multiple available slots based on interviewer availability. This empowers candidates to select a time that aligns with their schedule, reducing the likelihood of conflicts and enhancing overall flexibility.
  • Utilize Scheduling Software: For organizations managing a large volume of candidates or complex scheduling needs, leveraging scheduling software with automated communication and calendar integration can streamline the process. This ensures clear communication and facilitates efficient scheduling without sacrificing professionalism.

Being Unaware of Time Zone Differences

In the Post-Pandemic job landscape of remote work and the gig economy, video interviews have become the new norm, bridging distances and making hiring a global affair. But here’s a snag that can turn the seamless into the complicated: being unaware of time zone differences.

With candidates and interviewers potentially scattered across various time zones, the proposed interview time needs to sync up with everyone’s availability. Failing to account for this can lead to a logistical nightmare, causing confusion and frustration on both ends. 

To untangle time zone differences, recruiting coordinators can adopt these best practices:

  • Use Online Calendars: Leverage online calendars to visualize participants’ availability in their respective time zones. This ensures smoother coordination and reduces the risk of scheduling mishaps.
  • Explore Advanced Tools: Consider utilizing advanced interview scheduling software, like Rakuna’s Interview Scheduling Software, which goes the extra mile by displaying other people’s calendars in their time zones. This helps in sending out interview invitations that align with the right time zones, ensuring clarity for all stakeholders.
checking different time zones to get interview availability

Sending Wrong Logistics Information and Missing Updates to All Stakeholders Involved

Imagine preparing diligently for an interview, only to arrive at the wrong venue or discover that the time has been miscommunicated. It’s a recruiter’s worst nightmare – sending out inaccurate logistics or failing to update stakeholders about interview changes. 

With the hectic nature of scheduling and the multitude of emails to manage, errors can easily slip through the cracks, leading to confusion and frustration for all parties involved. From incorrect venue details to missing updates, after reschedules, these mistakes can derail the entire hiring process and tarnish the candidate experience.

To mitigate the risk of logistical mishaps, recruiters can leverage technology to streamline the interview scheduling process and ensure consistent communication:

  • Centralize Information: Utilize technology to keep all interview details centralized in one accessible location, reducing the likelihood of errors and ensuring stakeholders have access to the most up-to-date information. 
  • Implement Notification Systems: Leverage automated notification systems to alert stakeholders of any changes to their interviews promptly, ensuring everyone remains informed and prepared.

Rakuna’s Interview Scheduling Software ensures all schedule changes are communicated through notification, both on the platform and through email to candidates and other stakeholders

Sinking Too Much Resources on Unqualified Candidates

Ever found yourself investing precious time in scheduling interviews only to realize the candidates aren’t the right fit? It’s a frustrating scenario that can drain resources and hinder the hiring process. Whether it’s due to mismatched skills, qualifications, or cultural fit, wasting time on candidates who don’t align with your requirements can set you back and delay finding the ideal candidate.

To mitigate the risk of investing time in unsuitable candidates, consider implementing the following strategies:

  • Pre-screening Solutions: Utilize pre-screening solutions such as video interviewing to gain insights into candidates’ suitability before committing to in-person interviews. One-way video interviewing software allows candidates to respond to initial questions at their convenience, saving both parties time and effort. By reviewing candidates’ responses on your own schedule, you can efficiently identify promising candidates without dedicating hours to in-person interviews.
  • Flexibility in Requirements: While education and experience are crucial, consider whether sticking solely to these criteria is necessary. Be open to candidates who may not meet every requirement on paper but possess valuable qualities such as enthusiasm and teamwork skills. This leads us to the next best practice:
  • Holistic Evaluation: Take a holistic approach to candidate evaluation, considering factors beyond technical skills and qualifications. Evaluate candidates based on their personality, communication style, and compatibility with your team culture. Prioritize candidates who demonstrate a genuine enthusiasm for the role and a willingness to collaborate effectively with others.

Overbooking Interviews


Trying to squeeze too many interviews into a single day can lead to a myriad of problems. When you’re rushing through 10 interviews back-to-back, mixing information between different candidates is only a matter of time and mental capacity, making it difficult to assess their suitability for the role. 

This rush also compromises your ability to gather the necessary information to make a well-informed hiring decision. Moreover, you risk feeling overwhelmed and unable to give each candidate the attention they deserve, potentially leading to missed opportunities and regrettable choices.

To prevent these issues and ensure a fair and effective interview process, consider the following strategies:

  • Allocate Sufficient Time: Block out enough time in your schedule to conduct interviews without feeling rushed or overwhelmed. Avoid overbooking yourself, and allow ample time between interviews to debrief and prepare for the next candidate. Rakuna’s Interview Scheduling can support recruiters by blocking out break time between multiple interviews based on your calendar and input preferences.
  • Avoid Overloading Days: While keeping the hiring process moving forward is essential, avoid cramming too many interviews into a single day. Spread them out over several days or weeks to maintain focus and ensure each candidate receives the attention they deserve.
  • Strategic Scheduling: Take a strategic approach to interview scheduling, considering factors such as candidate availability, interview length, and the complexity of the role. Prioritize quality over quantity to ensure each candidate is thoroughly evaluated and given a fair chance.

Coming off as Too Impersonal


Like with any tool, overreliance on automated content can inadvertently strip the interview process of its personal touch, leaving candidates feeling like mere numbers in a system. 

When every communication feels impersonal, it can create a cold and distant experience for candidates, detracting from the overall candidate experience and potentially impacting their perception of the company.

To maintain a personal and engaging interview process while leveraging automated scheduling tools, consider the following strategies:

  • Customize Messaging: Look for scheduling software that allows for customization of messaging to ensure communications remain on-brand and tailored to the individual candidate. Even with automated messages, adding personal touches can go a long way in making candidates feel valued and respected.
  • Slide in Personalized Messages: While automated messages are efficient for initial communication, periodically interject personalized messages to demonstrate genuine interest and investment in the candidate. Even a brief, customized message can convey sincerity and make the candidate feel welcomed and appreciated.
  • Prioritize Candidate Experience: Above all, prioritize the candidate’s experience throughout the interview process. Strive to create a welcoming and personalized environment that reflects the company’s values and culture, starting from the initial communication and extending through each stage of the interview process.

Fail to Take Care of Logistics Properly


You probably have managed to avoid all the mentioned mistakes, and your interviews are scheduled successfully. However, there may be small logistics issues that may stand between you and a smooth interview setup. Here is a quick logistics management checklist for recruiters: 

  • Have you booked a room that meets the requirements of your on-site interview sessions? Some people may mistakenly book small 1-on-1 meeting rooms for panel interviews or reserve a room that doesn’t have a projector for an interview that requires a presentation. 
  • Have you checked the technology requirements of hiring managers before each interview session? If you are planning to conduct video interviews, don’t forget to conduct a technical check earlier before the interviews.
  • Interviewer Availability: Confirm the availability of interviewers before scheduling interviews to avoid last-minute conflicts and rescheduling.
  • Candidate Confirmation: Send confirmation emails to candidates with detailed information about the interview, including date, time, location, and any necessary preparation instructions.
  • Security Protocols: If conducting interviews in a secure facility, ensure that candidates are aware of any security protocols they need to follow, such as presenting identification or going through security screenings.
  • Backup Plans: Develop contingency plans for potential logistical issues, such as room double-bookings or equipment failures, to minimize disruptions to the interview process.

About Rakuna’s Interview Scheduling Software


Has your recruitment process covered all 10 of these interview scheduling hurdles? Ensure every interview is a successful hit with Rakuna’s Interview Scheduling by your side. 

Rakuna improves the candidate experience with simple scheduling and minimal back-and-forth communication:

The All-In-One Interview Scheduling Solution

Designed for every interview format, Rakuna’s Interview Scheduling Software transforms the scheduling process into a seamless experience. Rakuna is optimized to help you schedule and keep track of all interviews on one platform, no matter the interview type.

Provide The Best Experience For Everyone

One central hub for recruiters to streamline and automate the entire scheduling process for all parties involved:

  • Recruiting Coordinators: Have full control in managing interviews in one streamlined platform
  • Candidates: Schedule and reschedule interviews at the click of a few buttons
  • Interviewers: Easily confirm interviews/ request reschedule, share your calendar availability, and show up to the right place, at the right time
  • Talent Acquisition Leaders & Hiring Managers: Quickly make decisions based on comprehensive and real-time data

Simple to Use, Easy to Integrate

As a standalone product, our Interview Scheduling Software can solve the scheduling challenges well. But we can always go further. Expand your recruiting suite by integrating Interview Scheduling Software with your chosen solutions or other Rakuna recruiting products.

Want to see Rakuna in action? Book a FREE demo with us!


So, interview setup is not just about sending invitation emails or making several calls. As there are multiple stakeholders involved, scheduling and setting up smooth interviews are not as easy as most people think it would be. Latest HR technologies can help modern recruiters increase their productivity and avoid mistakes. Since the job market is constantly changing, it requires modern recruiters to be more adaptive and keep up with technologies for continual process improvement.