Self-Service Reschedule and Cancellation

Anyone involved in an interview — candidate, client, or you — can reschedule or cancel it without going through anybody. They propose new times, the other side picks one, and on confirmation the calendar event, meeting link, and recording bot all update automatically.

Who Can Reschedule, and When

Everyone, and essentially any time:

Actor	From where
Candidate	The reschedule link in their confirmation email, or their candidate portal
Client	The client portal, or their email link
You	The interview detail page

There's no minimum-notice cutoff. An interview can be rescheduled while it's scheduled, confirmed, or even already in progress — covering the real-world "five minutes in, something came up" case. Only completed, cancelled, or no-show interviews are final.

The Propose-and-Negotiate Flow

Every reschedule works the same way, whoever starts it:

1. The person opens their reschedule link and picks new proposed times on a calendar
2. They select a reason category (required — e.g. work conflict, health, travel, family emergency) and add a short message
3. The other party gets a notification with the proposed times, the reason, and the message
4. They pick a slot — or counter-propose different times
5. On confirmation, the interview moves to the new time and everyone gets updated invitations

The back-and-forth can continue for a few rounds, but it's capped — a single reschedule cycle allows up to 5 rounds of proposals and counter-proposals, so negotiation can't loop forever. PlacementFlow also tracks how many separate reschedule cycles an interview has been through over its lifetime, so serial reschedulers are visible to you rather than silently absorbed.

Why Reasons Are Required

Every reschedule and cancellation must carry a structured category, not just free text. That keeps the pipeline honest: you can see at a glance why interviews move, spot patterns (a client who always cancels late, a candidate juggling competing processes), and route follow-up sensibly — for example, a cancellation because the candidate accepted another offer is very different from one because the position was filled.

Cancellation works the same way: the person cancelling picks a category (the options match who they are), optionally adds a note, and all parties are notified.

What Updates Automatically on Confirm

When a new time is confirmed, PlacementFlow refreshes everything attached to the interview:

• Calendar event — the old event is removed and a new one created at the new time, with invites to all participants
• Meeting link — the video meeting moves with the event
• Recording bot — if recording is enabled, the bot's join time is rescheduled too
• Notifications — candidate, client, and you all get the updated details

The original time stays in the audit trail, so you can always see what changed and why.

Edge Cases

• Nobody picks a proposed time — if all proposed slots pass unselected, the interview automatically falls back to its original time and everyone is notified, so a stalled negotiation never leaves an interview in limbo.
• The event was moved directly in a connected calendar — external calendar changes are detected and synced back, and all parties are informed.
• Expired link — reschedule links are long-lived, but if one has expired, a fresh one can always be issued from the interview.

Related Articles

• Scheduling Interviews
• No-Shows and Reminders
• Interview Recording and AI Analysis