Interviews and scheduling

An Interview step schedules a live call over Google Meet, either at a time you pick or one the candidate books themselves.

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Step settings

Open the step from the job’s Process tab. Its Setup tab has: There’s no visibility toggle: an Interview step always shows to the candidate, and the notice reads Emailed when you schedule it.

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Scheduling it for a candidate

You schedule from the candidate’s Process tab. The job’s Process tab only sets the defaults. When you schedule, the same fields appear, filled in from the step, and you can change them for this candidate:

• Duration, agenda, attendees or location.
• The date and time, unless Let the candidate pick a time is on.
• Also send a message, to send a message along with the invite.

Before booking, Staffer checks the chosen time against your calendar and every attendee’s. If it’s busy, you’ll see the nearest free slot and a one-click option to use it instead.

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What gets sent

When you schedule, Staffer creates a Google Calendar event with a Google Meet link. Google sends its invite to the attendees on the form and to the candidate, if Staffer has their email. Nobody else is added, including you. Staffer also emails the candidate the time, how to join and the agenda. You don’t need to connect your own Google Calendar. Without it, Staffer schedules from a shared account. With it, you’re the organizer. Either way, the invite only reaches your calendar if you’re on the attendee list. See Calendar and availability. When Let the candidate pick a time is on, the candidate gets an email and a notification asking them to pick a time. They don’t have to find the step on their own.

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Rescheduling and cancelling

Use Reschedule or Cancel meeting in the step’s Step actions menu. Both delete the calendar event and stop the notetaker from joining. The duration, agenda, attendees and location are kept. For an interview you scheduled:

• Cancel meeting tells attendees the meeting is cancelled.
• Reschedule doesn’t send a cancellation. The candidate gets a message from Staffer saying the interview is moving. The step goes back to waiting for you to pick a new time.

For an interview the candidate booked through the slot picker:

• Reschedule cancels the booking and lets the candidate choose a new slot. They get an email asking them to.
• Cancel meeting removes the event from everyone’s calendar and hands the step back to you to set up again.

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The slot picker

With Let the candidate pick a time on, the candidate picks from open slots instead of getting a fixed time. A slot only shows if every attendee is free, across every calendar they’ve connected or added as a feed. Meetings an attendee has declined don’t block a slot. The picker only looks 14 days ahead. A longer Maximum lead time has no effect, but a shorter one narrows the window. If nothing is free, the candidate sees a notice that the hiring team will follow up.

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During the call

If Record & transcribe is on, a notetaker named Staffer Notetaker joins the call about 2 minutes before it starts. Unlike an AI interview, the candidate doesn’t confirm a notice first. They only see a Recorded badge on their interview details and the notetaker in the call.

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After the call

A transcript and recording land on the step, along with an evaluation in the same shape as an AI interview’s: a summary, strengths, concerns and a suggested next step of Advance, Uncertain or Reject. Staffer then rescores the candidate from what was said in the call. The evaluation itself doesn’t count toward the score. If Record & transcribe was on but nothing was captured, for example because the call didn’t happen or nobody let the notetaker in, the step shows “No recording captured”.

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Retention

The transcript, recording and evaluation are deleted six months after the application closes, not six months after the interview. Scheduling details (time, duration, location, agenda, attendees) are kept.

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Common questions