Scheduling suggestions help you schedule faster and more accurately by automatically identifying the best available times for interviews. Instead of manually scanning calendars, you’ll get a list of options that account for interviewer availability, candidate preferences, and your team's working hours. This feature is part of our broader automated scheduling approach, built to streamline coordination, minimize manual work, and keep all scheduling activity centralized within Greenhouse.
Using scheduling suggestions
Your calendar must first be connected to your Greenhouse account before we can generate suggestions.
Use the primary email for the calendar you want to connect. Greenhouse can’t pull events from email aliases or subaddresses.
Once your calendar is connected, you can edit its default settings while you're scheduling the interview.
You can schedule an individual interview by clicking Automated scheduling in places such as the candidate profile and the All Candidates page. In a multi-interview stage, you can schedule multiple interviews quickly by clicking Schedule All, then Automated scheduling.
The left panel on the screen includes interview information, like the interviewer's name, candidate information, and resources. Suggestions will be generated in the main panel.
If the interview you're scheduling for does not have an interview plan set up, you'll need to fill in the required information in the left panel to see suggestions. Then, select Check available times.
If you'd like to use the calendar to find time yourself, select the Find time manually button.
Panel interviews can be scheduled over one day or over multiple days.
If an interview plan is already set up, suggestions will generate automatically.
You can confirm the schedule suggested by Greenhouse by selecting the View in calendar button. Select Customize details to configure the calendar invitations and finish scheduling.
How suggestions work
Scheduling suggestions recommend interview times that avoid conflicts and align with the availability submitted by the candidate, and what we know about your team's availability. Suggestions are based on the following criteria:
- Suggested time slots fall within a scheduling window that starts tomorrow and extends 30 days out.
- If the candidate has submitted availability, suggestions will only include times within that range. Interviewers' working hours in Greenhouse are also respected. Suggestions will not include times outside those hours.
- When the scheduler’s calendar is connected and they have permission to view interviewer calendars, we avoid overlapping with any busy events, as marked by an interviewer's availability. Events marked as Available can be scheduled over.
- Interviewers who have limits set for the number of interviews they can participate in will still be suggested, but these suggestions will be shown lower on the list if better suggestions that do not set an interviewer over their limit are available.
Troubleshooting
Many issues that may arise during scheduling can be resolved by disconnecting your calendar from Greenhouse and reconnecting it. Follow the instructions for your integration here:
If you've selected an interviewer who is out of the office, you'll see an error when trying to generate suggestions. Replace the interviewer in the left panel, then select Check available times.