How to Schedule Interviews with Gappeo: A Complete Guide

Scheduling interviews can be a time-consuming process, especially when managing multiple candidates, interviewers, and time zones. Gappeo, a leading video interviewing platform, simplifies this entire process, making it easier for both recruiters and candidates.

In this guide, we will walk you through everything you need to know about scheduling interviews with Gappeo. From setting up your account to using its flexible scheduling features, this article covers all the details to ensure a smooth interview scheduling experience.

Why Choose Gappeo for Interview Scheduling?

Gappeo offers a streamlined and user-friendly platform for scheduling and conducting interviews. Here are some reasons why Gappeo is a great choice:

• Automated Scheduling: Gappeo automatically syncs interview schedules across different time zones, ensuring that both the recruiter and candidate are on the same page.
• Customizable Invitations: You can personalize interview invitations, providing candidates with all the information they need upfront.
• Real-Time Updates: Receive instant notifications of any changes or cancellations.
  Mobile-Friendly: Candidates and interviewers can access their interviews from any device, making scheduling and attending interviews even more convenient.

Let’s explore the process of scheduling interviews with Gappeo in more detail.

Getting Started with Gappeo

Before you can schedule interviews, you’ll need to set up your Gappeo account and become familiar with the platform’s interface.

Setting Up Your Gappeo Account

To start scheduling interviews, you need to have an active Gappeo account. Here’s how to set it up:

1. Sign Up: Visit the Gappeo website and sign up for an account. You’ll need to provide your email address, create a password, and choose your company name.
2. Log In: Once you’ve signed up, log in to your account using the credentials you created.
3. Complete Your Profile: Set up your profile by adding your company’s logo, contact details, and other necessary information. This ensures that your interview invitations reflect your brand.

Navigating the Dashboard

Once you’re logged in, you’ll be taken to the dashboard. The dashboard is where you can manage all aspects of the recruitment process, including scheduling interviews, reviewing candidates, and collaborating with your team.

The key features on the dashboard include:
Scheduled Interviews: View all upcoming interviews.

• Calendar View: See interviews scheduled for the day, week, or month.
• Candidate Management: Easily manage candidate profiles and review their interview status.

How to Schedule an Interview with Gappeo

Now that you’re familiar with the dashboard, it’s time to start scheduling interviews.

Choose Your Interview Type

Gappeo allows you to schedule different types of interviews based on your needs:

• Live Video Interviews: This is a real-time interview where both the recruiter and candidate interact face-to-face. You can schedule a live interview for a specific date and time.
• Pre-recorded Video Interviews: In this type of interview, candidates record their answers to a set of questions at their convenience. Recruiters can then review the responses whenever they are ready.

To choose your interview type:

1. Click on the “Schedule Interview” button on your dashboard.
2. Select whether you want to schedule a live interview or pre-recorded interview.

Set the Interview Date and Time

Once you’ve selected the type of interview, you’ll need to set the date and time. Gappeo makes this easy by offering a calendar interface where you can select a specific time slot.
Here’s how to do it:

1. Choose Date: Select the date for your interview. The platform allows you to view your availability in real-time, making it easier to select an open slot.
2. Adjust Time Zones: If you’re interviewing candidates in different locations, Gappeo will automatically adjust the interview time based on the candidate’s time zone, ensuring there are no misunderstandings about when the interview will take place.
3. Set Time: After selecting the date, choose a specific time. Gappeo will show you available times based on your preferences and the candidate’s availability.

Customize Your Interview Invitation

One of the great features of Gappeo is the ability to customize your interview invitations. Personalize the invitation by adding the following information:

• Subject Line: Make the subject clear and relevant to the interview.
• Message: Include a brief message explaining the purpose of the interview, interview type (live or pre-recorded), and any preparation needed.
• Instructions: If you’re conducting a live interview, provide information on how to join the meeting (e.g., the meeting link). If it’s a pre-recorded interview, include the questions that candidates need to answer.
  Attachments: You can also include any attachments, such as job descriptions, company information, or interview guidelines.

Gappeo gives you the flexibility to create professional and clear interview invitations that make the process smoother for both you and the candidate.

Send the Interview Invitation

Once you’ve customized the interview invitation, it’s time to send it to the candidate. Here’s how you can do it:

1. Double-check the details of the interview: date, time, and instructions.
2. Review the candidate’s email address to ensure accuracy.
3. Click the “Send Invitation” button, and the candidate will receive an email with all the necessary details.

Gappeo also gives you the option to set reminders for candidates. These reminders can be sent 24 hours before the interview or one hour before, ensuring that the candidate doesn’t miss the interview.

Managing Interview Invitations

Once you’ve sent out interview invitations, you may need to make changes, such as rescheduling or canceling an interview.

Rescheduling Interviews

If the candidate or interviewer needs to reschedule, Gappeo makes it simple. Here’s how you can reschedule:

1. Go to the interview calendar on your dashboard.
   2. Find the interview that needs to be rescheduled and click on it.
2. Choose a new time and date and click “Save Changes”.
3. The candidate will be notified of the updated time via email.

Canceling Interviews

If you need to cancel an interview, follow these steps:

1. Go to the interview on the calendar.
2. Click the “Cancel Interview” button.
3. Confirm the cancellation and choose whether or not to notify the candidate.

It’s a good practice to let the candidate know why the interview was canceled, either through the cancellation message or via personal email.

Tips for Streamlining the Interview Scheduling Process

Here are some tips to ensure a smooth and efficient interview scheduling process with Gappeo:

• Use Templates: Gappeo allows you to create email templates for interviews. This saves you time when scheduling interviews with multiple candidates.
• Automate Reminders: Set up automated reminders to ensure both you and the candidate are on the same page regarding the interview date and time.
• Keep Interviews Short and Focused: Whether it’s a live or pre-recorded interview, try to keep the interview length concise to avoid wasting time for both parties.
  Use the Calendar View: The calendar view is perfect for getting an overview of your scheduled interviews. Use it to avoid double-booking or missing appointments.

Troubleshooting Common Scheduling Issues

While Gappeo is designed to make scheduling as easy as possible, you may run into a few issues. Here’s how to solve some common problems:

• Issue 1: Interviewer or Candidate Can’t Join the Interview: Double-check the time zone settings and ensure the interview link was sent correctly.
• Issue 2: Overlapping Interviews: If your interviews overlap, consider enabling buffer time between interviews to avoid delays.
• Issue 3: Candidate Didn’t Receive the Invitation: