Scheduled Interviews

Set up an interview between a candidate and an employer from inside Scout, then follow it from request to confirmation.

Before you start

• AI Interview Scheduling must be available for your account. Available on request. Ask your Scout admin or Scout Support. The Scheduled Interviews sidebar item (/interview-scheduling) and the Interviews & Certifications profile tab only appear when it is. If Schedule Interview is greyed out, the tooltip tells you to contact support@getscout.ai.
• Schedule Interview is offered for candidates opened in the context of a Scout job (for example from a job’s board). It is not offered for projects without a Scout job.
• Connect your mailbox in Settings > Integrations. Scout sends the scheduling emails and calendar invites from it. If your Outlook connection exists but calendar access was not granted, the Outlook card shows Reconnect to enable AI Interview Scheduling with a Reconnect button. Click it and accept the calendar permission. See Outlook and Settings.

Steps

SCHEDULE an interview

1. Open the candidate’s profile (for example by clicking a card on a job’s board).
2. Open the three-dot menu in the profile header and click Schedule Interview. You can also open it from More actions > Schedule Interview on a candidate card in a job’s board. When you drag a candidate into an interview stage (Interview 1, Interview 2 and so on), the dialog opens automatically.
3. If the dialog is not tied to a job yet, search under Select job (Search role or company) and pick one.
4. Check the form. Scout prefills what it knows:
   • Employer Details - the employer’s name and email, plus Notes for employer. The switch Fill availability manually skips the outreach to the employer when you already know their availability.
   • Candidate Details - the candidate’s name, email (choose one if the candidate has several) and Notes for candidate.
   • Meeting Details - Round, Duration (min) and Timezone, plus optional CC and invite recipients.
5. Use the Virtual or Physical switch at the top of the dialog. For a physical interview, enter the address.
6. Click Submit Scheduling Request.
7. The dialog shows a Booking Link for Employer. Click View/Copy Booking Link to copy it, or the arrow icon to open it. If you chose Fill availability manually, open the link and enter the available time slots yourself.

HOW the booking works

1. Scout contacts the employer first and asks for available time slots through the booking link.
2. The slots are then sent to the candidate, who chooses one. If none work, the candidate can suggest another time and Scout loops back to the employer for more options.
3. After the slot is confirmed, Scout sends the calendar invite. For virtual interviews a Microsoft Teams meeting is created and its link is added to the invite.

FOLLOW your interviews

1. Click Sidebar > Scheduled Interviews.
2. The Pending tab lists interviews still waiting for availability or a candidate choice. Each entry has copy buttons for the candidate email, employer email and booking link.
3. The Confirmed tab shows a weekly calendar. Use the week arrows and Today to move around, and change the time zone if needed. Links such as the Teams link can be copied from an entry.
4. The numbers on the tabs show how many interviews are in each state.
5. Organization admins also get a calendar picker (My calendar or a colleague’s name) to view a colleague’s interviews.
6. Use Refresh if the list looks stale.

CANCEL an interview

Click Cancel interview on a pending or confirmed entry and confirm in the Cancel interview? dialog. All automated communication with the candidate stops. This cannot be undone. Editing from the page list is not available yet (the tooltip reads “Edit coming soon”).

SEE interviews on a candidate profile

1. Open the candidate’s profile and click the Interviews & Certifications tab. The number in brackets is how many interviews the candidate has.
2. From here you can click Schedule Interview, or Add Interview Manually to log an interview that was arranged outside Scout. A manual entry sends no scheduling emails. You can still attach meeting links and choose Send Teams Invite.
3. Use the edit action on an existing interview to change its details (the dialog is called Edit Interview). Use Save Changes to confirm.

What you should see

• A success screen in the dialog with the employer booking link.
• The interview in the Pending tab. After the slot is confirmed it moves to Confirmed and appears on the weekly calendar.
• The interview listed under Interviews & Certifications on the candidate’s profile.

Common problems

• Scheduled Interviews is missing from the sidebar. AI Interview Scheduling is not available for your organization. Contact support@getscout.ai.
• Schedule Interview is not in the profile menu. The candidate is not open in the context of a Scout job.
• Schedule Interview is greyed out, or you see “AI Interview Scheduling is not enabled for your account.” Contact support@getscout.ai.
• Reconnect to enable AI Interview Scheduling on the Outlook card. Calendar permission is missing. Click Reconnect and accept the permission.
• Could not load scheduling preflight. Scout could not load the job and contact details. Close the dialog and try again.
• Could not initiate interview scheduling. Try again. If it keeps failing, contact support@getscout.ai.

Related pages

• Jobs
• Projects and Pipeline
• Outlook
• Settings
• Candidate profile

Pro Tip

Moving a candidate into an interview stage on the board opens the scheduling dialog straight away, so you do not have to open the profile first.