--- title: Manually Scheduling Interviews slug: manually-scheduling-interviews docTags: 9nKTG1Px2G3Do6AIHKrcE,J2WSXWo-nlBXkxleNEqBw createdAt: 2025-07-10T11:52:40.795Z --- 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. This is an option you can use if you've already determined a suitable time with the candidate. # Permissions and access See the table below for information on who can schedule a candidate for an interview, either by sending out a direct booking link or manually scheduling interviews. | Access Role | Has Access? | | -------------------------------------------------------------- | ----------- | | Limited Access | ❌ | | Agency User | ❌ | | Elevated Access - External Recruiter (not linked to an agency) | ❌ | | Elevated Access - Analyst | ❌ | | Elevated Access - Hiring Team Member | ❌ | | Elevated Access - Hiring Manager | ✅ | | Elevated Access - Admin | ✅ | | Elevated Access - Admin (Private) | ✅ | | Organization Admin | ✅ | # Scheduling overview ::loom{url="https://www.loom.com/embed/e7109cd8656a42caa4aa44e61a5db311"} # Scheduling interviews :::hint{type="info"} If an interview has already happened and you only need to record it in Ashby, use [Logging a completed interview](https://docs.ashbyhq.com/manually-scheduling-interviews#logging-a-completed-interview). If the interview is upcoming, or you need to send calendar invites or other communications, continue with the manual scheduling steps below. ::: ## Step 1a: Scheduling from an existing interview activity :::hint{type="warning"} If you do not have an existing interview activity to schedule from — for example, for a one-off or ad hoc interview — see **Step 1b** below. ::: When a [schedule interview activity](docId:0Z5jM_EQkvZQ_Oqc03Rer) has been configured on a job's interview plan, it appears automatically in the **Activities & Progress** section of the candidate's profile when they are moved to that stage. You can manually schedule an interview directly from this activity, which is the recommended and most common way to manually schedule. :::hint{type="info"} Auto-scheduling interview activities is available for those with the [Advanced Scheduling Automation Add-On](docId\:ycRhY6O-0HUTvZYuUzmK1) . ::: To manually schedule an interview from an existing activity: 1. Open the candidate's profile and locate the interview activity in the **Activities & Progress** section. 2. Click `Schedule` on the activity. 3. Select `Manual Schedule`. The calendar interface opens with the interview type and interviewer panel already filled in. From here, continue to [Step 2: Select the time, attendees, and meeting rooms](docId\:rDYoWIhaR0zidudLxw2fN). :::hint{type="info"} If the activity includes a confirmation email template, the candidate confirmation email defaults to `On` the first time you manually schedule from that activity. This is the opposite of the default when starting a new interview from scratch, where it defaults to `Off`. You can toggle this on the **Candidate Confirmation Email** tab before clicking `Schedule`. Your preference is saved for future interviews you schedule. ::: ## Step 1b: Start scheduling by creating a new interview If you do not have an existing interview activity to schedule from or need to create one ad hoc, you can manually create the interview and then schedule it. 1. To create the interview, open the candidate profile of the candidate you want to schedule an interview for. 2. Select `More` > `Schedule New Interview`, then click `Manual Schedule`. ![](https://cdn.zappy.app/2fd75d7586ae11a52c6375e0f996bb2b.png) Alternatively, click `+ New Interview`, `Schedule Interview`, then `Manual Schedule`. ![](https://cdn.zappy.app/a4ec46fbb5a25aff01c534fb75188f16.png) 3. Continue to Step 2 below. :::hint{type="info"} You can configure your interview plans to automatically prompt your team to schedule interviews when candidates reach an active stage. More on this at [Setting up Schedule Interview Activities](docId:0Z5jM_EQkvZQ_Oqc03Rer). ::: ## Step 2: Select the time, attendees, and meeting rooms When scheduling interviews manually, the calendar interface is where you set up the bulk of the schedule. On this screen you decide: - Which day the interview takes place (for scheduling multi-day interviews, see the FAQ below) - Which interviews take place - Which interviewers participate - The start time and duration of each interview ### Current schedule and date The first column in the calendar view shows the current schedule — a summary of all events the candidate is participating in on the day of the interview. Use the date picker to switch the day on which the interview takes place. Click the date to open the full calendar, or use the arrows to move between days. ![The screenshot shows the calendar for manual scheduling with the Interview Date section and arrows highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Pof98hmGOxvd27sueBC89_ashby-2026-11-06-at-92214-am.jpg) ### Scheduling options To the right of the Interview Date date picker, you will also see some additional options: ![The screenshot shows the Interview Date date picker with the multi-day schedule, candidate availability, see employee calendar, see room calendar, and see Zoom calendar options highlighted. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/kq9TCDRa_PwZSDO7SASyz_ashby-2026-11-06-at-92449-am.jpg) Check **Multi-Day Schedule** to jump to other dates on the calendar without automatically switching the date of the interview. This is useful when scheduling multiple interview events in one go. Check **Candidate Availability** to overlay the candidate's availability on the calendar, if they have submitted it. Use the **See Employee Calendar** dropdown to preview the calendars of potential interviewers. You can filter or scroll to find the calendar you'd like to see. For onsite interviews, use **See Room Calendar** to view room availability. To see the calendar for a specific Zoom user, select them from the **See Zoom Calendar** dropdown. This option will only show if **Disable Zoom Event Access?** is unchecked in your company's Zoom integration settings. ### Interview settings panel On the right side of the screen, there is a panel that shows interview details including the interview type, time, the interviewers, and rooms. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/4VSapZxeo_gBzcbL45RPX_schedule-earl-rath-acent-ashby-2026-06-04-at-110016-am.jpg" size="62" width="479" height="483" position="center" darkWidth="479" darkHeight="483" showCaption="false"} Click `Add Interview` to add additional interview events to the same day. To schedule interviews across different days, see [How do I use multi-day scheduling?](docId:4J-Ogip_ouVgScipIIxYY) . Use the interview dropdown to select or change the interview type. You can click `+ New Shared Interview` in the interview selector dropdown to create a new shared interview type inline. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/MMhmg1wexdORt1jW1c21z_product-marketing-manager-ashby-2026-07-23-at-21453-pm.jpg" size="70" isUploading="false" width="1002" height="1574" darkWidth="1002" darkHeight="1574" showCaption="false" alt="The option to create a new shared interview type in-line."} Once you've selected an interview type, use the panel controls to configure your interview further: ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/EWCEYkSjz74of6vnqQnkY_schedule-earl-rath-acent-ashby-2026-06-04-at-110445-am.jpg" size="58" width="475" height="242" position="center" darkWidth="475" darkHeight="242" showCaption="false"} - **Feedback Required ☆** — When turned off, the interviewer is not reminded to submit feedback to complete this interview. They can still submit feedback if needed. - **Hide/View Calendar 🗓** — Shows or hides the selected interviewer's calendar. - **Delete Slot 🗑** — Removes an interviewer from the interview panel. - **Alt.** — Shows the number of alternate interviewers defined on the schedule template. Defaults to zero if none are defined. - **Add interviewer slot** — Adds an additional interviewer to the panel. Once added, their calendar with their availability appears alongside the current schedule. :::hint{type="info"} Hover over the `i` icon next to the interviewer's name to see their daily and weekly interview limits (if set) along with any interviewer preferences set on their profile. The `i` icon shows in yellow if the interviewer is nearing their limits, or in red if the interviewer has met or exceeded their interview limits. More on setting limits and preferences can be found at [Assigning Interviewers](docId\:U87FcsBRUH9pkClYl2QKo). ::: ### Adding rooms When you click `Add Room`, the meeting room selector surfaces the most relevant rooms at the top based on a few criteria: - Availability during the interview time, - Interviewers' working location, - And rooms recently or frequently used by those interviewers in Ashby. Rooms are grouped by building or location, and buildings are prioritized when they're relevant to the selected interviewers; for example, where an interviewer is working that day or where they've recently held interviews. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/gXlCLgKAC0AJVsQ5BwXDN_candidate-pipeline-acent-ashby-2026-06-04-at-112356-am.jpg" size="38" width="350" height="591" position="center" darkWidth="350" darkHeight="591" showCaption="false"} Available rooms appear at the top of each building's list with a green checkmark, so you can confirm a room works before selecting it. :::hint{type="info"} When you first open the selector, it may take a brief moment to load availability while Ashby checks room calendars. You can search for a room by name while results are loading if you already know which one you want. ::: If you update the interview time or swap out an interviewer, reopening the room selector refreshes the results based on your latest selections. :::hint{type="warning"} Two things to know about how recommendations work: - Working location-based recommendations are only available for interviewers who have set a working location in Google Calendar. If your organization uses Microsoft 365, or if working location data isn't available for a given interviewer, recommendations fall back to that interviewer's frequency of room use in Ashby instead. - For organizations with a large number of meeting rooms, Ashby evaluates availability for up to 100 rooms it considers most relevant to the interview. Rooms beyond that threshold may appear in results without an availability status. If you're looking for a specific room outside those results, use the search field within the selector. ::: ### Selecting a room from a pool If your organization has meeting room pools configured, you can select a room from a pool rather than specifying a room directly. Follow these steps: 1. Click `Add Room By Pool`. 2. Select the pool you'd like to choose rooms from using the dropdown menu. 3. Click `Choose Meeting Room` to see the rooms in your selected pool or pools. ::Image[]{src="https://cdn.zappy.app/24dd90ffd1d57917fa4fe0ad91d1ac62.png" size="44" width="433" height="230" position="center" darkWidth="433" darkHeight="230" showCaption="false"} 4. Review the meeting rooms available within your pool, then click `Select Meeting Room` to confirm the meeting room you'd like to add to your interview. ::Image[]{src="https://cdn.zappy.app/e343f4ce47b2bc4b40836589103830c1.png" size="52" width="476" height="384" position="center" darkWidth="476" darkHeight="384" showCaption="false"} ::Image[]{src="https://cdn.zappy.app/091807c6de5bc7aa526fc09cec14e3fd.png" size="50" width="437" height="433" position="center" darkWidth="437" darkHeight="433" showCaption="false"} ## Step 3: Configure calendar invites and communications Once you've selected an interview time and picked the interview panel, you're ready to configure calendar events and notifications. In this step, you can choose whether Ashby creates or updates calendar events and sends email notifications for the candidate and interviewers. You can also preview and edit calendar invite information, configure interview reminders, and set up confirmation emails. ### Calendar invites On the `Calendar Invites` tab, use the **Calendar Invites and Notifications** dropdown for each audience. Each dropdown controls whether Ashby adds or updates calendar events and sends email notifications. We generally recommend sending out calendar invites when scheduling an interview. ![Ashby Calendar Invites settings showing candidate and interviewer notification options, with a preview of the candidate’s calendar invitation for an Intro Call with Hiring Manager.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/bmApLha93ZIthhMHL0RkO_candidate-pipeline-ashby-2026-10-15-at-101830-am.jpg) For the candidate, choose one: - `Send and notify candidate`: Ashby creates events on the candidate's calendar and notifies them by email from the calendar provider. - `Don't send calendar invites`: Ashby creates the schedule in Ashby only. It does not add events to the candidate's calendar or send email notifications. For interviewers, choose one: - `Send and notify interviewers`: Ashby creates events on interviewers' calendars and notifies them by email from the calendar provider. - `Don't send calendar invites`: Ashby creates the schedule in Ashby only. It does not add events to interviewers' calendars or send email notifications. :::hint{type="warning"} If you don't send calendar invites now, the schedule is created in Ashby only and doesn't appear on calendars. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/6o_XXTITmeh4v4rnTR07z_candidate-pipeline-ashby-2026-10-15-at-102102-am.jpg" size="80" isUploading="false" width="1003" height="270" darkWidth="1003" darkHeight="270" alt="Ashby Calendar Invites and Notifications settings with calendar invites disabled for both candidates and interviewers, so the schedule is created in Ashby only and does not appear on their calendars." showCaption="false"} ::: If you don't send calendar invites now, you can send them later from the Scheduling Activity's `More Action` dropdown > `Send Invite to Candidates/Interviewers` on the candidate profile or the schedule overview under the `View All Scheduling Options` option. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/4WtVzUbSY4-8D2JPYFC3y_darlene-mccullough-customer-support-specialist-ashby-2026-10-15-at-102310-am.jpg" size="60" isUploading="false" width="673" height="449" darkWidth="673" darkHeight="449" alt="Ashby candidate interview schedule with the More Actions menu open, highlighting options to send calendar invites to the candidate or interviewers and to view all scheduling options." showCaption="false"} In the **Candidate Invite** and **Interviewer Invite** sections, you can preview the calendar invites that are sent out. To make any changes to either invite, click `Edit`. ![Ashby scheduling page showing previews of the candidate and interviewer calendar invites, with the Edit option highlighted for each invite.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/0LsNCcnOYdum4QAsNANdC_schedule-darlene-mccullough-ashby-2026-10-15-at-102617-am.jpg) ### Calendar invites: multiple interview events If you've added multiple interview events to your interview, you see some additional options when it comes to sending out calendar invites in the `Manage Candidate Invites` section. You can select from the following options: **Send one invite per block:** The candidate receives a separate calendar invite for interview events that are more than 30 minutes apart. If they have two interview events with a 15-minute break between the two, they receive one calendar invite. If they have two interview events with a one-hour break in between, they receive two calendar invites. **Send one invite per interview:** The candidate receives a separate calendar invite for each interview event, regardless of how far apart they are. **Send one invite per day:** The candidate receives a calendar event per day they have interview events. So if they have one interview event on Monday and the other two on Tuesday, they receive two calendar invites. If they have one interview event on Monday, one on Tuesday, and one on Wednesday, they receive three calendar invites. :::hint{type="info"} If you have video conferencing (Zoom, Google Meet, Teams) set as the location for your interview, each calendar invite has a unique meeting link. As such, the option you choose for sending out the calendar invites may impact the number of unique links generated. ::: ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/T6XU_yri0fsfpnCX86pda_jobs-acent-ashby-2026-01-13-at-102650-am.jpg) You can also click `Edit` on each interview calendar invite to update the calendar invite title and description per invite, so if you have specific information relevant to only one interview event, it can be added only to the relevant invite. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/MMZwy0tN60pdXH5YV-GtP_jobs-acent-ashby-2026-01-13-at-105734-am.jpg) ### Invite settings On the **Invite Settings** screen, modify the details of both invites. ![](https://cdn.zappy.app/aa8f01bfed40de46727dbeba7ce70bb3.png) 1. The **Calendar** dropdown menu lets you select which calendar the calendar events are scheduled to. This calendar also receives a calendar invite, along with the candidate and interviewer calendars. The calendar cannot be changed on reschedule. As such, we recommend setting up a shared calendar to house these interview events to allow for easy rescheduling and so you have one calendar where you can view all scheduled interviews. For more information, check out [What is a shared calendar?](docId:7L9yaj7bNYKhfMH-vpkdR) 2. The **Location Type** dropdown menu and **Location** field let you add physical or remote location details. Set custom text, or select one of the integrated options. The integrated options automatically generate a unique video conference link and include it in the invite. Current video conference integrations are: - Google Meet - Zoom - Microsoft Teams 3. The **Is Private** toggle lets you set invites as private. When enabled, the calendar invite details (e.g. title, attendees) are hidden from others and interviewers are only marked as busy. :::hint{type="info" indent="1"} **Is Private?** is turned on by default for internal candidates when **Make Calendar Invites Private?** enabled. You will find this setting under **Admin > Interviews & Scheduling > [Scheduling Communication ](https://app.ashbyhq.com/admin/interview/scheduling-communication)**in the **Internal Candidates** section. You can change it for any individual schedule. See [Setting Scheduling Defaults](docId\:OByntivrG5pxERTem4Tml) for more details. ::: Finally, if you have the Coderpad, CodeSignal Interview, or HackerRank integrations in place, you can also specify which events (if any) use the integration. A unique assessment link is generated for each event that the integration has been enabled for and is automatically included in both candidate and interviewer invites. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/X6XcJ4BXyM6JdWSkIt__O_jobs-acent-ashby-2026-01-13-at-110442-am.jpg) ### Interview reminders On the **Interview Reminders** tab, you can configure reminders for both candidates and interviewers. To add an interview reminder for a candidate, click `Add Candidate Reminder`. To add a reminder for interviewers on your panel, click `Add Interviewer Reminder`. ![](https://cdn.zappy.app/bcece22b8d4efc7c09719945faeb441b.png) 1. Send: Determine the delivery method for your reminder. For candidates, reminders can only be sent via email. For interviewers, they can be sent via email or Slack if you have the integration in place. 2. From: Determine the sender of the reminder. 3. When: Configure how many minutes, hours, or days before the interview the reminder is sent. 4. Using Template: Confirm your email template for the reminder here. For more on setting up email templates, check out [Email Template Creation and Management](docId\:wQ6UOYDzwfAtDmZhOPsfJ). 5. Delete: Remove this reminder for this interview. 6. Add Candidate Reminder: Create a new reminder for this interview. 7. Reset: Reset the reminder to your organization's scheduling defaults. More on this at [Setting Scheduling Defaults](docId\:OByntivrG5pxERTem4Tml). 8. Combine Daily Reminders for Candidates?: If you're scheduling multiple interview events across a number of days for this interview, use this option to determine how reminders are sent to the candidate. More on this at [How do I use multi-day scheduling?](docId:4J-Ogip_ouVgScipIIxYY) ### Candidate confirmation email If you'd like to send a confirmation to the candidate for their interview, you can configure a confirmation email on the **Candidate Confirmation Email** tab. ![](https://cdn.zappy.app/8933c67c442a50c9c7230044c685898b.png) 1. Send Candidate Confirmation Email: Toggle this on to send out the configured confirmation email when you click `Schedule`. :::hint{type="info" indent="1"} When manually scheduling an interview, the `Send Candidate Confirmation Email` toggle defaults to disabled if: - Candidate confirmation emails are turned off in **Scheduling Defaults**. - The communication settings for the schedule interview activity template do not override the setting (i.e a template has not been selected in the `Candidate Confirmation Email Template` field). ![The screenshot shows the Candidate Confirmation Email page with the Send Candidate Confirmation Email toggle turned off.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/ljhYn0XH4k_HcMPooDzIZ_customer-support-specialist-ashby-2026-09-23-at-91123-am.jpg) ::: 2. Confirmation Email Template: Determine the email template that is sent to the candidate. 3. Preview: You can view your template here and make any adjustments to the body and subject of your confirmation email as needed. 4. From: Use the dropdown to determine the sender of your confirmation email. You may also see an **AI Notetaker** tab on this page if your organization uses [AI Notetaker](docId\:bNuwMe8UKhqyRD_Fzye8z). ## Final step: Schedule the interview Once you've reviewed and configured the calendar invite, reminders, and confirmation email, click `Schedule` to complete the scheduling process. # Rescheduling interviews When you need to reschedule interviews, navigate to the current schedule through the `Reschedule` button on the activity (where you can click `Manual Reschedule` or `Request More Availability`). ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/ehYrE1mLvxrgYScbRLbQv_shelley-pearce-marketeer-acent-ashby-2026-02-17-at-101040-am.jpg) You can also click the `View Schedule` option beneath the interview details, then click the `Manual Schedule` button on the following **Current Schedule** page. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/6jujhmrR4oa8j3PSvYdOO_shelley-pearce-marketeer-acent-ashby-2026-02-17-at-101236-am.jpg) If you've navigated to `Reschedule`, then `Manual Reschedule`, you're immediately taken to the calendar and interview details to make any changes. When rescheduling, all details except for the interview calendar (or the **Calendar** field within **Invite Settings**) can be modified. This includes changing interviewers; select a new interviewer in the calendar interface the same way you would when scheduling for the first time. The only events that are updated are the ones directly impacted by the reschedule; all other invites are not resent. Review the [Step 2: Select the time, attendees, and meeting rooms](docId\:rDYoWIhaR0zidudLxw2fN) section above for more details. During rescheduling, within the `Communication` > `Calendar Invite` tabs, use the **Calendar Changes and Notifications** section to choose how Ashby updates calendar events and notifies the candidate and interviewers. The available choices depend on your calendar integration. :::hint{type="warning"} If you choose the don't update option, changes are saved only in Ashby and aren't reflected in calendar events. ::: With Google Calendar, the candidate's dropdown includes: - `Update and notify candidate`: Updates the candidate's calendar events and sends an email notification. - `Update without notifying`: Updates the candidate's calendar events without sending an email notification. - `Don't update calendar`: Leaves the candidate's calendar events unchanged and does not send an email notification. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/mG8mHU6jbKQ-kQDvLN-YZ_schedule-darlene-mccullough-ashby-2026-10-15-at-104109-am.jpg" size="80" isUploading="false" width="999" height="396" darkWidth="999" darkHeight="396" alt="Ashby Calendar Invites settings with the candidate calendar update menu open, showing options to update and notify the candidate, update without notifying, or not update the calendar." showCaption="false" indent="1"} The interviewers' dropdown includes: - `Update and notify affected interviewers`: Updates interviewers' calendar events and notifies only interviewers affected by the changes. - `Update and notify all interviewers`: Updates interviewers' calendar events and notifies all interviewers. - `Update without notifying`: Updates interviewers' calendar events without sending email notifications. - `Don't update calendars`: Leaves interviewers' calendar events unchanged and does not send email notifications. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/SGBiCFtI4SDhdkvr5NBBS_schedule-darlene-mccullough-ashby-2026-10-15-at-104254-am.jpg" size="80" isUploading="false" width="988" height="526" darkWidth="988" darkHeight="526" alt="Ashby Calendar Invites settings with the interviewer calendar update menu open, showing options to notify affected or all interviewers, update without notifying, or not update their calendars." showCaption="false" indent="1"} :::hint{type="warning"} If you are using the Microsoft 365 integration, the dropdowns include an `Update and ``notify` option and a `Don't update calendars` option. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/VZbz1MFOuDLAKDqExqPAS_ashby-2026-10-15-at-104357-am.jpg" size="50" isUploading="false" width="421" height="223" darkWidth="421" darkHeight="223" alt="Ashby sending preference menu showing options to update and notify interviewers or leave interviewers’ calendars unchanged without sending notifications." showCaption="false"} ::: ## Rescheduling via Google Calendar Ashby supports a two-way syncing option whereby if you move an interview event in Google Calendar to a new date and/or time, the changes are synced and reflected in Ashby. The calendar event needs to be moved on the account's shared interview calendar (the calendar determined in the **Communication** tab of your interview) if it wasn't scheduled via the direct booking option. For an interview scheduled via a direct booking link, the calendar invite can be moved on the shared calendar, or the meeting organizer can move the interview on their personal calendar if they don't have access to the shared calendar. These changes are then synced back to Ashby and new calendar invites are sent out. You do not need to resend the invites from Google. If the interview is rescheduled via Google Calendar, an event is added to the candidate's feed showing that rescheduling happened outside of Ashby. Updates to the schedule in Ashby are dependent on Google syncing times. They should show in Ashby within a minute or so, but could take longer. ![](https://cdn.zappy.app/c80580323747dc44015cd051310c1483.png) # Canceling interviews When you need to cancel interviews, either click `Actions` on the scheduled interview and select `Cancel Interview…`, or click `View Schedule`. ![](https://cdn.zappy.app/e9a7d52db1eb5ecf6bdf7d71ce6b1a64.png) When viewing the current interview schedule, you see the option to cancel the interview. ![](https://cdn.zappy.app/e471ae83d33947ee15c2937a448d5bf2.png) When cancelling an interview, candidates receive a cancelled event notification (similar to the invite notification they receive when an interview is scheduled and calendar invites are sent). This happens both when cancelling directly from the candidate profile and when cancelling the interview as part of archiving the candidate's job consideration. # Logging a completed interview When an interview has already happened in the past, use the `Log As Completed` option to log this interview without having to manually schedule it. This is available for unscheduled, single-event interview activities. :::hint{type="info"} To schedule a future interview or to record a multi-event panel, use the manual scheduling workflow instead. ::: :::hint{type="warning"} Ashby does not send calendar invites or emails when logging an interview as completed. ::: ## Logging an interview that already happened 1. Open the candidate's profile. 2. In `Activities & Progress`, find the unscheduled interview activity. 3. Click the `...` ellipsis button and select `Log As Completed`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/V6SA3PiVw70X757TJyve1_mikayla-casper-group-product-manager-ashby-2026-09-24-at-83142-am.jpg" size="90" isUploading="false" width="1026" height="230" darkWidth="1026" darkHeight="230" alt="Recruiter Screen Schedule activity with the More menu open and the Log As Completed option highlighted." showCaption="false"} 4. In the **Log Completed Interview** window, complete the following fields: - **Who conducted this interview?: **Select the interviewer who should display for this completed interview. :::hint{type="info" indent="1"} Ashby preselects the current user when they are eligible for an interviewer slot. If the current user is not eligible, Ashby uses the interviewer options configured for the activity and leaves any remaining selection available for you to adjust. ::: :::Paragraph{listStyleType="disc" indent="2"} **Feedback Required: **Review the star icon next to the selected interviewer and select whether the interview requires feedback or not. If feedback is required, the selected interviewer receives the corresponding feedback task and can open the feedback form from the interview record. ::: :::Paragraph{listStyleType="disc" indent="2"} **When did it happen?: **Review the interview date, start time, end time, and time zone. Update them when needed. When you change the start time, Ashby updates the end time to preserve the interview duration. ::: 5. Select `Log Completed Interview` to create the completed interview record. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/pNM3eLPjO5iA49EbACkh3_vianne-mauriac-ceo-ashby-2026-09-23-at-82925-am.jpg" size="70" isUploading="false" width="683" height="412" darkWidth="683" darkHeight="412" alt="Log Completed Interview dialog in Ashby with Michael Moore selected as the interviewer and fields to enter the interview date, start time, end time, and time zone." showCaption="false"} # FAQ ### How do I schedule multi-day interviews? For a full guide, check out [How do I use multi-day scheduling?](docId:4J-Ogip_ouVgScipIIxYY). ### How do I see calendar invite details? You can review calendar details at a glance by visiting the current activities section of the candidate profile and toggling the event using the `Details` button. In this view, you see the date and time of the interview, the location, and the organizer. ![](https://cdn.zappy.app/fc827d270c387bb0ee530647ed24188e.png) ### Can I schedule calendar invites to be sent? No. Calendar invites can either be sent at the time of scheduling or sent manually from the scheduled interview activity on the candidate's profile. Indicators on the interview activity on the candidate profile will show whether or not calendar invites have been sent and if candidates and interviewers have accepted or declined the calendar invite. To send a calendar invite manually for an interview that has already been scheduled: 1. Click More Actions on the interview activity on the candidate profile ::Image[How do I save time scheduling interviews?]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/a1EBywH9eNsJPzZYhBwjm_edie-mills-customer-support-specialist-ashby-2026-07-09-at-92332-am.jpg" size="100" isUploading="false" width="1916" height="748" darkWidth="1916" darkHeight="748" showCaption="false" indent="1"} 2. Click `Send Invite to Candidate` and/or `Send Invite to Interviewers` to send the calendar invites immediately. Create schedule interview activities to streamline scheduling. This pre-populates standard activities when a candidate reaches a certain stage (e.g., application review). More on this at [Setting up Schedule Interview Activities](docId:0Z5jM_EQkvZQ_Oqc03Rer). ### How do I request candidate availability? You can read more on requesting candidate availability at [Direct Booking & Candidate Availability Links](docId:8syy2lI7vkIrE-76zrwwM). ### Can I reschedule an interview that I didn't schedule? We recommend setting up a shared interview calendar and adding anyone on your hiring team who scheduled interviews to prevent scheduling issues when team members are away. More on this at [What is a shared calendar?](docId:7L9yaj7bNYKhfMH-vpkdR). ### How does Ashby determine scheduling status for interview stages? For more information on the scheduling status on a candidate profile, check out [Understanding Candidate Activity Statuses](docId:6wG2UjwlJaTBGDGO1IYmZ). ### Can I log a completed interview for a panel with multiple interview events? No. Use manual scheduling for multi-event panels. `Log completed interview` is intended for a single-event interview activity. ### Can I add an email address to an interview calendar invite without adding the person as an interviewer? You can add an email address as text in the invite description, such as a contact address, by editing the invite. This does not add that person as an attendee or send them the invitation. Ashby bases interviewer invites on the interview panel. If someone needs to receive the calendar invitation but should not be added as an interviewer, add them as an attendee to the event in Google Calendar after scheduling. ### What happens when an interviewer declines an interview activity? When an interviewer declines a calendar invite for an interview, a record of the decline is recorded in Ashby. If the meeting organizer for the interview has **Interview declined by interviewer** notifications enabled in **Personal Settings > Notification Settings**, then they will be notified. If the interviewer then accepts the invite later, the record will be updated in Ashby. The interviewer will only be replaced if the interview is rescheduled manually or if **Automatically Replace Interviewer on Decline** is enabled for that interview activity or in Scheduling Defaults. If enabled, Ashby swaps in an eligible alternate for that slot and resends the invites, as long as the decline is received before the cutoff (24 hours by default). It won’t auto-replace within the cutoff window or if there’s no eligible alternate, so the scheduler will need to manually reschedule in those cases. :::hint{type="info"} The **Automatically Replace Interviewer on Decline** option is a part of the [Advanced Scheduling Automation Add-On](docId\:ycRhY6O-0HUTvZYuUzmK1) and so requires either the Enterprise plan, or the add-on along with the Plus plan. ::: If the interviewer then accepts the invite after they have been replaced, it will not have an impact on the rescheduled interview. The alternate will still be on the panel for the interview and the interview would need to be manually rescheduled to add the original interviewer back to the panel.