What Is the Scheduler?
The Scheduler provides calendar-based appointment booking for hiring and workforce management. Admins create schedules, define availability, and publish events that candidates can book. The module also supports meet queues for high-volume scheduling and live video meetings.Core Concepts
Schedules
A schedule defines when a resource (an interviewer, a room, or a team) is available. Each schedule contains:- A name and description
- Availability windows (days and time ranges)
- Timezone configuration
Events
An event is a bookable appointment type linked to a schedule. Each event specifies:| Setting | Description |
|---|---|
| Title | The name shown to candidates |
| Description | Details about the event |
| Duration | How long each appointment lasts |
| Location | Either Google Meet (virtual) or In Person |
| Timezone | The event’s timezone |
Bookings
A booking is a confirmed time slot reservation. Bookings track:- The event and time slot
- The candidate who booked
- Status: Pending, Confirmed, Cancelled, or Completed
Meeting Queues
Meeting queues manage real-time waiting lists for live meetings. They are used for high-volume scheduling where candidates enter a virtual queue and are admitted to meetings in order.Candidate Booking Experience
Scheduling an Appointment
- The candidate reaches a scheduling step during their application form
- A calendar displays the available date range
- The candidate selects a date, then chooses from available time slots
- After confirming, the booking is created and the candidate returns to their form
Rescheduling
Candidates can reschedule an existing booking:- The system checks whether rescheduling is available (a configurable maximum may apply)
- The candidate selects a new date and time slot
- The previous time is shown for reference
- The booking is updated on confirmation
Cancellation
Candidates can cancel a booking:- They provide a cancellation reason
- The booking is marked as cancelled
Live Video Meetings
When a meeting queue is used, candidates join a virtual waiting room:| Status | What the Candidate Sees |
|---|---|
| Waiting | Queue position, time enrolled, estimated wait time — with the option to cancel |
| Active | A “Join Meeting” button that opens the video call |
| Completed | Meeting has ended |
| Cancelled | Meeting was cancelled |
| Failed | An error occurred |
Integration with Hiring Flows
Scheduling is embedded within hiring flow forms as a form element. When a candidate reaches the scheduling step, they are presented with the booking interface. Booking status is captured as part of the application data.Integration with Automations
The Event Action automation action can create or manage scheduler events programmatically. Automations can also respond to booking events (e.g., sending a confirmation email after a booking is made).Integration with Google Calendar
When Google Calendar is connected, schedules synchronize availability — events and bookings reflect in the admin’s Google Calendar, and external calendar events are respected as unavailable time.Admin Management
Admins manage the Scheduler through three main views:| View | Description |
|---|---|
| Schedules | Create, edit, and delete schedules with their availability windows |
| Events | Create and configure bookable event types |
| Bookings | View all bookings, mark as completed, or cancel |