Planning a group interview session? Whether you're meeting virtually or packing a conference room, the ATS gives you the flexibility to schedule multiple candidates for the same time slot, without any calendar chaos.
In this guide, we’ll walk through two common approaches:
Manual scheduling for smaller, hands-on sessions
Bulk messaging for bigger group events
Option 1: Manual Scheduling for Small Groups or One-on-Ones
If you're manually setting interview times instead of letting candidates choose their own slot, this method gives you full control.
1. Select “Pick a Specific Time”
- Starting in the Applicant Profile, select the "Interview Request" option under the Messages Menu
- Choose “Pick a specific time” as the Scheduling Method (instead of “Let Your Candidate Choose the Time”).
2. Assign the Same Time Slot to Multiple Candidates
- Repeat this same strategy for all other applicants you want to schedule in the same time slot, always selecting “Pick a specific time” as the Scheduling Method.
- This is the only method that will allow you to double book interview times.
3. Confirm Calendar Sync
- If your calendar is connected, these interviews will automatically appear on your work calendar.
- Related guide: How to Schedule and Add Interview Locations
Option 2: Bulk Messaging for Group Interview Invitations
Planning a virtual info session or an in-person group hiring event? Bulk messaging is the way to go.
1. Check Your Interview Templates
- Before sending, review your message templates to ensure consistency and professionalism.
- Related guide: Message Templates: Creating or Editing Message Templates
- Note: Interview Templates will not work for this solution as it works on a Let Your Candidate Choose the Time basis, which does not allow double bookings.
2. Use the Bulk Messaging Tool
- Select all the candidates you'd like to invite.
- Related guide: Send a Bulk Email Message
3. Create and Send Your Message
- Make sure you include the time, date, and format of the interview in your message.
Include All Necessary Details
Virtual Interviews: Include a link to Zoom, Google Meet, Teams, etc. How to Add Video Conferencing
In-Person Interviews: Provide the location, parking info, and any prep instructions.
4. Track Communication
- Once sent, the message and replies are recorded in the applicant timeline.
Best Practices
Limit attendance per time slot if space or interviewers are limited.
Set expectations in your message—what to bring, how long it will take, and what the interview involves.
Block your calendar in advance to avoid conflicts. If your calendar is synced, this happens automatically.
Related guide: How to Schedule and Add Interview Locations
Other Helpful Resources
Need Help?
Not sure which method is best for your team or event type? Let us know! We’re happy to help set up your next group interview with the right tools and tips.