Need to book an interview with a candidate? This guide walks you through the process of creating an interview booking, adding interviewers, setting availability, and choosing how candidates can schedule their interview.

You’ll need the following permissions to book an interview:

Navigate to the vacancy you want to book interviews for.

Once candidates have reached the Shortlist milestone or later, you’ll see an Interviews accordion.

Depending on how your system is configured, you can either:

For a single candidate:

For multiple candidates:

The Interview Scheduler booking screen will open, showing a summary of the candidate(s) being invited.

The Interviewers section shows the users included in the interview booking.

The Organiser will default to the user creating the booking.

Important: The Organiser must also be an interviewer on the booking.

You can select a different user as the Organiser. When you do this, that user will also be added as an interviewer.

Click Add Interviewers to add additional interviewers to the booking.

The available interviewers are populated from the users who have access to the vacancy.

To remove an interviewer, click the three-dot menu next to their name and select the relevant option.

You can choose to Ignore Availability for an individual interviewer.

When enabled, any meetings in that interviewer's calendar will be ignored when calculating availability, including interviews already booked through Talos.

This is the same setting available in the main Interview Scheduler settings.

If an interviewer's connected calendar becomes disconnected, they will need to reconnect it before a booking can be created using their availability.

This applies when a calendar was previously connected and now requires reauthentication. You can read more about this here.

The Event Title is the name that will appear in the interviewers' calendars, provided their calendar is connected.

The title is automatically populated based on the candidate's current progression stage.

You can edit the title if required.

This is where the interview will take place:
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If you have connected an Outlook or Google Calendar, you can select Microsoft Teams or Google Meet as the remote location.

You can also connect additional video providers from your Interview Scheduler settings.

Note: Remote interviews aren't available when using Talos Calendars. Find out more here.
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The face-to-face location is populated from the location associated with the hierarchy team that the vacancy was posted to.

You can select a different location if required.
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For phone interviews, you can choose whether:

The Interview Scheduler offers several ways to arrange an interview, depending on how you want candidates to select or receive their interview time.
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The default time zone for a new booking is taken from the user's profile.

When the candidate receives their invitation, the interview time will automatically be converted to their local time zone.

The conversion is based on:

ATS user: GMT
​Candidate: GMT+2
​Booking time: 12:00pm

ATS user: GMT+2
​Candidate: GMT
​Booking time: 12:00pm

ATS user: GMT
​Candidate: GMT+2
​Booking time zone: GMT+2
​Booking time: 10:00am

The booking will be created as 10:00am Athens time.

The candidate will receive:

Use Specific Time when you want to create an interview for a particular date and time.

This option allows you to book a time regardless of the interviewers' availability, provided that at least one interviewer has a connected and available calendar.

You can also use Suggested Times when selecting this option. Similar to Microsoft Teams and Outlook, the Scheduler will suggest times when all interviewers are available.

This option is the Smart Scheduling and will take into account your availability from:

The number of available slots in the selected period will display in the booking modal, and will update based on the interviewers added:

The options in the booking modal will populate from your User Settings, however these can be amended per booking.

You can also set Custom Slots for candidates to choose from. This will also use the smart scheduler and consider your availability. Organisers must have their calendar connected to utilise this feature, however interviewers that have not connected their calendar can still be added as a participant. This allows for more flexibility when arranging interviews.

Individual slots can be created for specific times, or you can add a time block and allow smart scheduling to take care of the rest:

If you have connected using a Talos Calendar, you will still be able to use all of the functionality as detailed above. Your availability will be determined by your Default Working Availability in your Interview Scheduler settings.

You can amend your working hours, and this availability will be applied to all bookings sent to a candidate.

Create the booking in the same way as described above.

Once the interview is created in Talos ATS:

Group Bookings, formerly known as Assessment Centres, allow multiple candidates to attend an interview at the same time.

You’ll need the relevant permission to create a Group Booking.

You can:

You can also add additional candidates to an existing Group Booking for the same vacancy without creating a new booking:

Once candidates have been invited, you can view Group Bookings from the Planner page.
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The Summary section shows the key information entered in the booking modal, including the candidate(s), interviewers, date, time, and location.

Review the details to make sure everything is correct.

When you're ready, click Send Invite.

The interview booking will then be created and the candidate and relevant interviewers will receive their invitations.

Can I add external interviewers to the panel?
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No, only users who have access to the role can be added as an interviewer
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Why is "Send Invite" greyed out?
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"Send Invite" will be greyed out if there are no available slots or if none of the interviewers have a connected, available calendar.

My calendar is connected and I have availability. Why are there no slots available?
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This can be due to a few reasons:

Can I be notified if my calendar has become disconnected?
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Yes. We recommend enabling the "Cronofy Calendar Disconnected" notification so you can reconnect your calendar quickly and avoid delays when booking interviews. You can enable this in your Notification Settings here