Scheduling Interview Emails Made Easy for Staffing & Recruiting

Staffing and recruiting companies can now create a stress-free and seamless interview scheduling experience by automating the entire process using Rakuna’s Interview Scheduling Software.

Our Customers

Companies around the world are using Rakuna platform to scale recruiting. Rakuna has got you covered on every front!

We love the spreadsheet, can email and follow-up with candidates easily. We have also received many great and positive responses from the candidates post-events. The Customer Support team has been super responsive and helpful via phone, intercom, and email. I would give them 10/10.

Jasleen K. Bains

Senior Recruiter at Amica

Rakuna really takes into consideration and integrate a lot of improvements that we suggest – it’s a good partnership.

Michael Armstrong

Campus Recruiting Team Leader at Southern Company

I love it, I love it so much! With Rakuna, I handled 100+ candidates all on my own at the event and everything still went really smoothly. I can’t imagine not having this app with me at events. I’ll definitely need this app when I go out to recruit.

Nicole Mincin

Recruiter at Applied Materials

I think Rakuna implementation was a huge success for us this season, not just in how we track the data but also in how we document things and have the candidates’ profiles in the system. Save so much Time & Energy!

Macey Robertson

Senior Campus Talent Acquisition Specialist at Klein Tools

The All-In-One Interview Scheduling Solution for Streamlined Recruiting

Rakuna’s Interview Scheduling Software provides a unique solution for the staffing & recruiting industry by transforming the scheduling process into a seamless experience. Ensure an efficient recruiting operation by managing all types of interviews on one platform.

Optimize Staffing & Recruiting Experience for All Stakeholders

Rakuna’s Interview Scheduling Software is designed to streamline the scheduling process for staffing &recruiting professionals and talent:

Recruiting Coordinators: Maximize productivity by eliminating the need to email back and forth to find matching schedules.
Candidates: Enjoy a hassle-free self-scheduling experience that minimizes confusion and maximizes convenience.
Interviewers: Share Calendar or request reschedule interviews with ease using a seamless and intuitive platform
Talent Acquisition Leaders & Hiring Managers: Enhance your decision-making speed by leveraging real-time candidate evaluation and ratings

Seamless Recruitment Software Integrations for Staffing Firms

Handle interview scheduling challenges with Rakuna as your stand-alone solution, or customize your recruiting suite through seamless integration with third-party apps.

Empower Your Recruiters With Powerful Interview Scheduling Features

The Dos and Don'ts of Scheduling Interview Emails for Staffing & Recruiting Pros

For staffing and recruiting professionals, scheduling interview emails isn’t just about sending out a time and date—it’s about managing candidate communication with precision and professionalism. A single oversight can result in confusion, missed opportunities, or a negative candidate experience. To make sure your interview coordination is as effective as your sourcing strategy, here are the key dos and don’ts that every recruiter should keep in mind.

DO: Be clear and concise in your emails.

Your interview invitation email should read like a well-crafted checklist: who, what, when, where, and how. Include the interview date and time, location (or video call link), contact info, and any special instructions. Clarity builds candidate confidence and cuts down on back-and-forth questions.

Bonus: Using an interview scheduling email template can save time and ensure consistency across communications, especially helpful when juggling multiple open roles.

DON'T: Double-book appointments

We get it—recruiters live in their calendars. But nothing torpedoes your credibility faster than overlapping interviews or last-minute schedule changes. Whether you’re managing bulk hiring or executive placements, staying organized is a must.

Leveraging scheduling tools for recruiters, like integrated calendar apps or automated scheduling assistants, can prevent embarrassing slip-ups and keep your day running like clockwork.

DO: Send follow-up emails

Once the interview is set, don’t leave candidates hanging. A quick follow-up email after scheduling not only confirms the logistics but reassures candidates that they’re in good hands. This is your chance to share helpful tips, reiterate next steps, and offer a direct line of communication.

It’s a small touch that makes a big difference in candidate experience—especially when recruiting in high-demand talent markets.

DO: Have a plan for rescheduling interviews

Life happens—for candidates and recruiters alike. Whether it’s a last-minute cancellation or a tech issue before a virtual interview, be prepared with a clear rescheduling process. Proactively communicating changes and offering flexible options reinforces your professionalism and respect for the candidate’s time. Modern automated interview scheduling software can simplify this by allowing candidates to reschedule themselves, saving you from the inbox ping-pong.

Have questions about Rakuna’s Interview Scheduling Software?

Check out our detailed FAQs below!

How do I get started with Interview Scheduling?

You are eligible for a one-week trial for the Interview Scheduling solution when your newly signed-up organization is approved. Once you are in, there is a Self-onboarding process that you can follow, or you can book an onboarding call with us via [email protected]

Does Rakuna allow integration with calendar applications such as iCloud, Google, Office 365, Exchange, and Outlook?

Rakuna supports Google and Outlook calendars. The recruiter can import exportable calendar files such as ‘.ics’ directly from Rakuna product or contact the Product team to extend other calendar services.

Can I share my entire calendar with candidates?

No. At the moment, candidates can only see and book a preferred time via the Interview Self-scheduling Link from a list of available time slots that you set up.

Can multiple staff members be added to my company's account?

Yes. A user can invite colleagues to use Rakuna Interview Scheduling with different roles. Learn more about the roles for this product here

Do you support multiple time zones?

Yes. The solution can set display time zones for different users, and all-time zones will be automatically converted in all interview communications.

Can interviewees see others' contact information when they book online?

No. Candidates will never have access to other candidates’ information while interacting with Rakuna’s products.

Does Rakuna Interview Scheduling Solution allow ATS integration? If yes, which ATS are supported?

Rakuna works with all major Applicant Tracking Systems. For example:

Workday
SAP SuccessFactors
Greenhouse
iCIMS
Lever

Additionally, we can integrate with any ATS as long as it allows data to be securely pushed/pulled via APIs.

Learn more here

How easy is integration with other software modules?

Rakuna Platform is API-driven. That means the product has been built from day-1 to be integrative – Users can plug it into other systems.

Does Rakuna support SSO authentication?

Yes. Rakuna supports SSO authentication such as Azure Active Directory and Google SSO. Set-up & maintenance costs may be applied and vary depending on the company’s requirements and SSO policy.