PlacementFlow handles the back-and-forth of interview scheduling so you don't have to. This guide covers the four scheduling flows, what your candidate experiences, and how calendar sync works.
Choose the flow that matches how you work:
Best for: Traditional recruiter-led scheduling where you pre-screen times.
Best for: Candidate-first workflows, especially when the candidate's availability is the constraint.
Best for: Client portal users who want to drive scheduling without waiting for you.
Best for: Fast-moving roles where you just need a time confirmed.
The candidate and client receive their respective notification emails immediately.
Candidates receive a mobile-friendly scheduling link. No login required — the link contains a secure token.
If you proposed slots: They see your proposed times as cards and tap to select one. They can also click "Suggest different times" if none work.
If you requested availability: They see a calendar picker where they can select dates and propose 3-5 time slots in their timezone.
The page works on any device. Buttons are large enough for touch, and the calendar is swipeable on mobile.
If the candidate can't make any proposed time:
This can go back and forth until everyone agrees. PlacementFlow tracks each round of negotiation.
Once an interview is scheduled, anyone — candidate, client, or you — can reschedule or cancel it themselves, any time, through their own link or portal. New times are proposed with a required reason, the other side picks, and the calendar event, meeting link, and recording bot all update automatically on confirmation.
See Self-Service Reschedule and Cancellation for the full flow.
PlacementFlow creates calendar events automatically when an interview is scheduled, using your connected mailbox.
Google Workspace support is coming — it's pending Google's security audit process. In the meantime, Microsoft 365 / Outlook is the supported connection.
You can still schedule interviews. Just paste a Zoom, Teams, or Meet link manually when creating the interview. Candidates will see the link in their confirmation email.
PlacementFlow sends automatic reminders — a day before and an hour before — to candidate and client, plus post-interview check-ins and no-show detection. See No-Shows and Reminders.
Once the interview is scheduled, it moves through these statuses:
After completion, if recording is enabled, the AI analyzes the transcript and provides a scored debrief with a hire recommendation.