Results at a glance
- 🕒Measurable results:
- Faster scheduling for recruiters and managers
- Consistent workflows using cloned templates
- Less time spent on phone screenings thanks to built-in screener questions
- 👥 Teams using Koalendar: 3 recruiters coordinating recruitment for 30 hiring managers
- 🧑💻 Company size: +1000 employees
- 📅 Years using Koalendar: 4 years
- ⭐ Top benefit: Cost-effective solution that fits a tight budget
Overview
A small recruiting team at an enterprise, multi-location employer had to coordinate interviews across dozens of hiring managers and panelists. Before Koalendar, every interview meant Outlook calendar checks and endless email threads. Now, candidates self-schedule, recruiters reuse templates, and screening questions keep calls focused.
The challenge: Manual scheduling through Outlook
Before adopting Koalendar, the recruiting team handled every interview the hard way:
- Back-and-forth emails
- Cross-checking Outlook calendars
- Manual scheduling of both candidates and panelists
As the Recruiting Lead put it: “We had to do everything manually… going back and forth on emails for availability and scheduling directly in Outlook.”
The team wanted a smarter, faster solution, but also needed something that would fit a limited budget.
The solution: A cost-effective tool that met every requirement
When one of the recruiters joined the company, she already knew from her previous role how much time a scheduling tool can save. So when she discovered that her new team had no budget for software, she started searching for something affordable but powerful. As the Recruiting Lead explained:
“I had used a scheduling tool at my previous company, and it saved a lot of time. When I moved to this company, we didn’t have any budget for a scheduling tool, so I searched online and Koalendar was cost-effective and would meet the needs for our small team.”
Koalendar provided exactly what they needed:
- Affordable pricing
- Easy setup
- The ability to manage many hiring managers from one workspace
How they use Koalendar
Candidates book interviews directly
Candidates use the booking pages to schedule:
- Initial phone interviews
- Zoom interviews
- On-site / in-person interviews with hiring managers
Recruiters manage scheduling across 30+ seats
Three recruiting team members manage:
- All booking pages
- Hiring managers' calendars
- Template duplication
- Screener questions
Booking page templates save significant time
The team no longer rebuilds pages from scratch. As the Recruiting Lead explained:
“The ability to clone pages means you don’t have to start from scratch each time. You can use it as a template.”
Built-in screener questions reduce phone interview time
One of the biggest efficiency wins, as she pointed out:
“We used to spend 30 minutes on a phone interview, but with screener questions added into the booking page, we already have that information.”
This lets recruiters focus interviews on the most important topics, and skip repetitive basics.
Easy cross-team management
Recruiters can quickly switch between pages for different hiring managers. As the Recruiting Lead noted:
“With Koalendar, you can manage the booking pages for other team members… that’s really helpful and saves us time.”
The outcome: Faster scheduling, less admin work, more time for recruiting
The impact that Koalendar has had in the company is clear:
✅ Faster scheduling for both candidates and hiring managers: No more multi-email chains, no more checking four calendars at once.
✅ One workspace for 30+ hiring managers: The team keeps all scheduling centralized and consistent.
✅ Better productivity with templates and cloned pages: Setup takes minutes instead of hours.
✅Reduced phone interview time thanks to screener questions: Pre-collected information means more focused conversations.
As the Recruiting Lead concludes:
“Koalendar allows us to schedule more quickly for the recruiting team and also for hiring managers. It’s all thanks to its shared dashboard, customisable pre-interview screening questions, and self-service booking pages.”
