Interview scheduling software for recruiters and hiring teams
Send one link and let candidates pick a time that works. Koalendar's interview scheduler syncs with your team's calendars, so nobody gets double-booked.
Schedule interviews faster
Publish your availability. Candidates pick from the open interview slots themselves.
Interview calendars stay in sync
Sync availability across team members so interviews fit everyone's schedule.
Candidates always know what happens next
Send clear confirmations, reminders, and meeting details automatically.
Let candidates self-schedule interviews anytime
Stop juggling emails and phone calls to arrange interviews. With Koalendar’s interview scheduling software, candidates book their own slots instantly, from any device. You save hours, reduce admin stress, and keep everyone aligned.
- 24/7 self-service booking for candidates
- Custom booking pages per role, recruiter, or panel
- Instant confirmations reduce confusion
- Perfect for in-person or virtual interviews
Automate interview reminders and confirmations
Automated confirmations and reminders handle time zones and keep candidates informed. Give every applicant a professional, stress-free experience that reflects your employer brand.
- Automated email and SMS reminders
- Smart time zone detection for global candidates
- Branded confirmations and follow-ups
- Easy rescheduling to prevent cancellations
Collect candidate info and documents in advance
Stop chasing resumes or test assignments at the last minute. Candidates can upload files securely when booking. Recruiters get all the context they need before the call begins.
- Custom intake forms capture candidate details
- Collect resumes, portfolios, or test files
- Share prep materials before interviews
- Automated follow-ups keep candidates engaged
Panel interviews and multi-round hiring
Each interview round gets its own booking page and its own set of interviewers: screening calls, take-home reviews, final panels. Availability comes straight from the calendars your team already keeps.
- Sync with Google, Outlook, or iCloud calendars
- Handle one-on-one, panel, or group interviews
- Centralize schedules for multiple roles
- Prevent double-bookings automatically
Testimonials
Recruiters ❤️ Koalendar
Want faster time-to-hire and happier candidates? See how recruiters and hiring teams are using our interview scheduler to save time and delight applicants!
Recruiting scheduling software for your hiring team
Everything a recruiting team needs in one interview booking system
Integrate with the tools your team already uses
Work seamlessly with Zoom, Google Meet, Microsoft Teams, Gmail, Stripe, and hundreds more via Zapier to keep scheduling, communications, and payments in one place.
Create booking pages for each recruiter or role
Set up booking links for different positions, recruiters, or interview rounds. Real-time availability keeps candidate scheduling smooth and conflict-free.
Automate confirmations and reminders
Send branded confirmations, reminders, and follow-ups directly from your HR email so candidates never miss an interview or panel session.
Collect resumes and forms in advance
Request file uploads or questionnaire answers from candidates before an interview. Perfect for test assignments, NDAs, or portfolio submissions.
Adapt to multi-round and panel interviews
Easily set different availability windows, time zones, or interview panels. Adjust booking rules to fit your hiring process.
Privacy for sensitive sessions
Protect VIP or confidential interview rounds with password-protected booking pages and restricted access.
Stay updated in real time
Recruiters and hiring managers receive instant notifications for every new booking, cancellation, or change.
Round-robin for fair load balancing
Distribute interviews evenly across recruiters or interviewers using round-robin assignment.
Handle remote and virtual interviews
Integrate with Zoom, Google Meet, or Microsoft Teams automatically. Include video links in every invitation.
Multi-time zone support
Perfect for international hiring, Koalendar automatically adjusts interview times to each candidate’s local time.
Integrations
Sync your interview scheduler with tools you already use
Connect seamlessly to Google Calendar, Zoom, Gmail, Stripe and hundreds more through Zapier, keeping candidate interviews, communications and reminders perfectly in sync.
Frequently asked questions
Have a different question and can't find the answer you're looking for? Reach out to our support team by sending us an email and we'll get back to you as soon as we can.
Interview scheduling software replaces the email thread where you and a candidate trade times. You publish your availability as a booking page, the system shows only the hours you're free, and the candidate picks one. The job interview then lands on both calendars with the video link attached.
Koalendar reads your connected calendar and hides any time you're already busy. A slot disappears the moment someone takes it, so two candidates can't book the same window. Buffers and booking windows let you keep prep time between interviews.
Yes, on the free plan. Koalendar connects to Google, Outlook and Apple calendars. Personal commitments block interview slots automatically, and confirmed interviews show up on your calendar.
Yes. Panel interviews use collective events, where a time only appears if every interviewer is free. Round robin spreads screening calls evenly across the team instead. Both are Pro; one-on-one interviews work on the free plan.
Both. For virtual interviews, Koalendar creates the Zoom, Google Meet or Microsoft Teams link and puts it in the confirmation. For on-site rounds, add the address and arrival instructions to the booking page instead.
Yes, on Pro. Email reminders, SMS reminders and follow-up emails go out on the schedule you set, in the candidate's local time zone. The free plan sends booking notifications and confirmations, but not timed reminders.
Through Zapier or a webhook. Candidate details and interview times pass to your ATS or HR system that way. Both are Pro features.
Yes. Paste the embed code into your careers page and candidates book without leaving it. It works on desktop and mobile, and in WordPress, Wix and Squarespace.
Yes, free forever. You get unlimited bookings, unlimited booking pages, calendar sync, video conferencing and the mobile apps. The Pro plan costs $9 per seat per month when paid annually and includes reminders, booking form questions, panel scheduling, and branding removal.
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Interview scheduling software made simple
Set up a booking page for your next role, send the link, and let candidates schedule interviews online. Free plan, no credit card.
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