 This guide provides an overview of the different tools available for scheduling in Ashby and how they work together to support an excellent candidate experience.  Before setting up your interview plans and interviews, we recommend setting up a shared calendar and reviewing our meeting hours guide.

Scheduling & Interviews: An Introduction

 Interview plans determine the stages your candidates will pass through when interviewing with your team.  Interview plans are created in Admin, then assigned to jobs.

Interview Plans

 In this guide, you'll learn how to create feedback forms and interview templates.  By default, the templates you create will be available to all jobs.

Feedback Forms and Interviews

 Meeting hours allow you to set regular availability for scheduling interviews.  Meeting hours can be set for the company, for individual interviewers, and for schedule interview activities.

Meeting Hours

 Scheduling defaults let you set company-wide communication and direct booking/candidate availability settings.  Ashby uses these default settings while scheduling unless you specify different values on Interview Plans or individual Interview Schedules.

Setting Scheduling Defaults

 This guide covers how to add to job interview plans to set up a structured interview process within Ashby.  These activities are typically used whenever you need to schedule interviews with specific interviewers, as opposed to take home activities, application reviews, or questionnaires which do not have interviewers assigned.

Setting up Schedule Interview Activities

 This article covers how to set limits on the number of interviews your interviewers can take per day or per week, and how to pause interviewers from being scheduled.  These tools help prevent interviewer fatigue and ensure availability is managed fairly across your organization.

Setting Interviewer Limits and Pausing Interviewers

 Direct booking and candidate availability links simplify your scheduling workflow.  By allowing candidates to choose times directly on an interviewer's calendar or provide their own availability, you reduce the back-and-forth emails typically required to book an interview.

Direct Booking & Candidate Availability Links

 This article explains how to assign interviewers to interviews in Ashby.  It covers setting up interviewers on the schedule interview activity in your job's interview plan, as well as how to assign interviewers during the scheduling process itself — including when no interviewers were pre-configured.

Assigning Interviewers

 Ashby provides a variety of features that make it easy to schedule interviews and collect feedback on candidates.  This article focuses on the manual scheduling flow, showing how to schedule an interview manually from an existing interview activity or by creating a new one.

Manually Scheduling Interviews

 This article explains how to reschedule or update interview details and how to cancel interviews in Ashby.  For guidance on initially assigning interviewers or setting up interviews, see Assigning Interviewers and Setting up Schedule Interview Activities .

Rescheduling and Canceling Interviews

Interviews: Initial Setup

Keywords

Public Booking Links

Interviewer Pools

Meeting Rooms & Meeting Room Pools

Debriefs

Interviews: Advanced Setup

Advanced Scheduling Automation Add-On

Interviewer Training

Reschedule and Cancellation Reasons

Suggested Meeting Rooms

Interviews: Advanced Scheduling Add-On

How are interview time zones determined and how do I change them?

How do I use multi-day scheduling?

Am I warned when scheduling if an interviewer has already been a part of the interviewing process?

Why is there no availability on my direct booking links?

What's the difference between interview plans and interviews?

What is a Meeting Organizer?

What is a grouped interview plan?

What are ‘Shared’ Interviews, Application Forms, and Feedback Forms?

How does editing interview plans impact passthrough rate reports?

Interviews & Scheduling FAQs

Interviews & Scheduling

The openings feature in Ashby lets you track your open headcount and hiring goals as well as metrics for each individual headcount accurately. You can assign multiple openings to a single job.

Openings

Adding your data from your previous ATS to Ashby

migration

Schedule interview activities can be set up within each stage of your job’s interview plan. These activities allow you to select an interview type, interviewers and set the interview’s settings in advance.

schedule_interview_activities

The candidate’s application or consideration for a role. A candidate can have multiple job considerations on their profile, as you can consider a candidate for as many roles as you’d like.

job_considerations

A job board that can only be accessed by users logged into Ashby. The job board or boards your jobs are posted to are selected within the job posting settings.

internal_job_board

Set within a job’s Settings section, users added here will receive notifications about the role they’ve been assigned to. The types of notifications they receive will be based on their Notifications settings within Personal Settings. 

hiring_team

Determine if and when users can view feedback based on their access role. 

feedback_visibility

The users in your Ashby account. Employees can be provisioned automatically via the Google Workspace or Microsoft 365 integration or be added manually. They will be provisioned with Limited Access permissions initially.

employees

Settings to determine if emails sent to and from the candidate are hidden when in the Offer or Hired stages. Can also skip email syncing for hired candidates and for those considered for confidential jobs.

email_visibility

A survey with set wording and questions that candidates can fill out voluntarily. This survey can be added to the application tab of your job postings, be sent out manually or you can create automation rules to send it out automatically.

EEOC_Survey

Reports that are sent to you regularly with information about upcoming interviews or overdue tasks. Can be set up in Personal Settings > Notifications.

digests

The color palette used for all reports and dashboards. The chosen color customization will be applied across the organization for all users.

default_visualization_colors

Dashboards allow you to add multiple reports to one page for easy viewing. You can also add filters to dashboards and link them to each report to filter all reports down without amending each of them individually.

dashboards

Links that you can add to external job board postings to automatically add a specific source to a candidate’s application.

custom_tracking_link

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A feedback form that was created specifically as part of an interview. Cannot be used on other interviews unless it’s promoted to a shared feedback form.

custom_feedback_form

An interview that was created specifically as part of a schedule interview activity. Cannot be used on other jobs or interview plans unless it’s promoted to a shared interview. 

custom_interview

An application form that was created specifically within a job posting. Cannot be used on other jobs or job postings unless it’s promoted to a shared application form. 

custom_application_form

Allow you to create fields to store additional information for candidates, jobs, projects or offers.

custom_fields

The option to remap data into custom buckets for reporting purposes.

calculated_fields

A tool to set rules that will automatically reject an application based on answers to specific questions within the application form.

auto-reject

A tool that allows you to set up a process where one or multiple users must approve an offer, a job or an opening before further action can be taken.

approvals

The form that a candidate completes on your job board when applying for a role. Once the application form is submitted, the candidate will appear in the Application Review section of your job’s pipeline.

application_form

The tool used to configure an email that is automatically sent to a candidate after their application has been submitted.

application_email_confirmation

Removing candidate’s PII from their profile but keeping other information for reporting purposes (pipeline movement, job considerations, etc).

anonymizing_candidates

Clarifying internally why a candidate has been rejected for a role.

archive_reasons

The option to add specify a number of minutes to be blocked off before and after interviews to avoid back-to-back interviews.

buffer

The ID number added to a job for reference purposes. Can be replaced by opening ID if you opt to use openings.

requisition_ID

Any user with access to Ashby can log in and either submit a referral directly or generate a link to share with their community. A candidate who applies via that link will be credited to that user. 

referrals

Where you can set default settings like Location and calendar invite content for interviews and schedule interview activities.

scheduling_defaults

Part of the Google Workspace and Microsoft 365 integrations where users are synced over and given access to Ashby automatically. Users are provisioned with Limited Access by default.

user_sync

The option to add a send-as email address in Gmail and share it with other users. You can also specify a default no-reply address for automated emails. 

shared_email_aliases

Tokens you can add to your sequences and email templates to pull information from the candidate’s profile, from the sender or from the job. This information is then added to the email automatically in place of the token when sending an email.

substitution_tokens

The option to share your email address with others and for others to share theirs with you. Once shared, emails can be sent on another user’s behalf.

email_sharing

A route to import or bulk update candidates, openings or employees by uploading a CSV file. The file can be uploaded and field can be mapped accordingly at Admin > Data Management > Bulk Data Import.

bulk_CSV_import

A route to import candidates by emailing their resumes or CVs over to a candidate upload email address. The email addresses you can use to import candidates can be found in Admin > Data Management > Import via Email.

email_import

Drip campaigns that you can enrol leads or candidates in to gauge their interest in a role.


sequences

Projects are lists of leads or potential candidates. They help you keep track of talent that you're not actively considering for any particular role you currently have open.

projects

The stage the role you’ve created is currently at. The job can either be a draft, open (accepting candidates and/or moving them through the pipeline currently), closed (candidates are no longer being considered) or archived.

job_status

Moving a candidate’s job consideration to another job’s pipeline. This option is available in the ‘More’ section of the candidate’s profile.

transfer

Tasks are shown on your Home page and are any actions that need to be taken (leaving feedback, following up with a candidate, approving an offer, opening, or job, or acknowledging a note you’ve been tagged in)

tasks

Where you can set a rule to stop candidates from being enrolled in a sequence if they have been contacted already within a certain time frame.

Outreach_Frequency_Policy

The final result for an application, either Hired or Archived.

outcome

Where you can see all of the integrations we currently offer. Don’t see the integration you’re looking for? Reach out to support@ashbyhq.com to put in a request.

Integrations_Marketplace

Job_Consideration

Rejecting a candidate's job consideration