Back-and-forth that stalls the next step
A candidate suggests a time, the manager is on a job, and the reply waits. When scheduling happens between other tasks, it is easy to lose track of who needs an answer.
For owners and working managers
Interview scheduling software for small businesses
Keep the interview, the applicant, and the conversation together. HRGP connects scheduling with your hiring workflow so your team can see the details and know what needs attention next.
Built for owners and managers who handle hiring alongside service calls, customer requests, and daily operations, from a small crew to a business approaching 100 employees. It's part of HRGP, the HRIS for small business, so the applicant you schedule today can become an employee record tomorrow.
Some services have separate charges. Review pricing for platform and usage details.
A practical scheduling flow
- Review the applicant
- Offer available interview times
- Keep details and follow-up together
- Interview, review, and decide
Your team chooses who to interview and what happens after the conversation.
Scheduling is more than finding a free hour
Interview details spread across messages
An appointment in a calendar may not tell you which role the person applied for or what the last conversation covered. Separate inboxes, notes, and spreadsheets leave the team piecing the context together.
Missed interviews and uncertain follow-up
If an applicant does not attend, someone still needs to review what happened and decide how to respond. Clear details, reminders, and a visible communication history give that person a useful starting point.
Keep the interview connected to the hiring workflow
An interview belongs with the application, notes, and next steps. HRGP brings those parts together so an office manager and the person conducting the interview can work from shared candidate information.
Calendar connections and applicant self-scheduling
Connect Google or Outlook calendars and let applicants self-schedule from the times your team has available. Your team determines the availability it can offer around customer appointments and daily work.
Different interview hours for each day
Give each day one or more blocks of interview time, add days off and extra hours on single dates, and set how long video and on-site interviews are and how much of your calendar each one holds.
Month, Week and Day calendar views
See every interview and reminder by month, week or day, jump back to today, and open the Meeting History. Video interviews can be joined right from the applicant's step, and the step is marked done when the call ends.
Reminders, SMS, and email in the process
Set reminders and keep candidate follow-up connected to scheduling. Text and email applicants from an organized conversation history so your team can review what has been discussed.
Google Meet, Microsoft Teams or HRGP video
Choose where your video interviews happen. Applicants join from one HRGP link, and the page sends them to the right place. HRGP video works for everyone, with no outside account.
Interview guides and scorecards
Give each interview type its own questions and answer choices. Your interviewers rate every applicant on the same questions, and nobody sees the answers until they submit their own.
Interview details beside the applicant record
Manage video and in-person interview steps, interview details, reminders, and team feedback alongside candidate information. Keep the conversation connected to the role and the hiring workflow.
Managers still own the follow-up: review candidate responses, communicate changed plans, and decide what needs attention. Reminders support that work; they do not guarantee attendance.
See the full HRGP feature set and pricing and usage details. SMS usage and the dedicated phone number are billed separately.
Your calendar with the interviews booked, and the page an applicant uses to pick a time from the slots you offer.
New in HRGP
Set your interview hours for each day
On the Calendar page, choose Set different hours for each day and tell HRGP exactly when you can interview. Monday might be 7 to 9 AM and 12 to 1 PM, and Tuesday can add an evening. When you send an applicant the link to pick a time, they choose from those hours and nothing else.
- One or more blocks of time for each day, with + Add time, Copy to Mon–Fri and quick fills like 7–9 AM, Monday to Friday.
- Video and on-site interviews each get their own length and time held, like a 20-minute video call that holds 30 minutes, or a 1-hour on-site interview that holds 2 hours.
- Earliest booking and most interviews a day, so applicants can't book too soon or fill your whole day.
- Date changes: a day off, or extra hours on one date, with a note.
- Applicants see only the open times, in their own time zone, and HRGP accepts a booking only at a time it offered.
- With Google or Outlook connected, busy times there are skipped. The interview event is the interview length, with a private hold after it for the rest of the time held.
Weekly hours, the saved Availability line above the Calendar in Week view, and an applicant's booking confirmed on a phone (sample data).
See how it works step by step: interview availability and self-scheduling.
Example: from applicant review to a completed interview
Use this illustrative sequence to plan an interview for a service technician, office coordinator, or crew lead. Adapt the steps to the role and the people involved.
Choose the applicant to interview
Review the application and any screening information. The employer decides who moves to an interview and what the conversation should cover.
Prepare availability and the interview details
Decide who will interview the candidate and whether the meeting will be by video or in person. Use the supported calendar connection and available times to organize scheduling.
Let the applicant select an available time
HRGP supports applicant self-scheduling. Your team should make the interview expectations clear, including where to meet and what the candidate needs to prepare.
Keep communication and reminders connected
Use the candidate conversation history and reminders to organize follow-up. If plans change or a response is delayed, the employer decides what update is needed and follows up with the applicant.
Complete the interview and choose the next step
Review interview feedback alongside the applicant record. Decide whether to arrange another conversation, continue evaluation, or move toward an offer; scheduling does not make that decision for you.
Explore how HRGP works from opening to onboarding, see video interview choices and interview guides, or prepare for the conversation with practical interview questions.
Give the calendar entry its hiring context
When information stays separate
The appointment may be in one calendar, the application in another tool, and the manager's notes in a spreadsheet. Before following up, someone has to find the latest message and confirm what was agreed.
When scheduling is part of hiring
HRGP keeps interview details, candidate communication, and feedback alongside the applicant record. Your team can review that context before the interview and use it when deciding the next step.
If you are deciding whether to move beyond your current setup, compare applicant-tracking spreadsheets and software to see when each approach may fit your hiring process.
Hiring around service calls and everyday work
In pest control, HVAC, plumbing, electrical, landscaping, cleaning, and restoration businesses, the hiring manager may also be handling customers or coordinating crews. Decide which interview times the team can support and keep the office and interviewer informed.
HRGP supports mobile-friendly access for reviewing applicants and communicating away from a desk. Scheduling remains part of the same hiring process, whether the next conversation is for a field role or an office position.
Explore field-service hiring software for a broader service-business workflow, or see HRGP as an HRIS for everything after the hire.
Interview scheduling questions
Can applicants schedule their own interviews?
Yes. The HRGP feature set includes applicant self-scheduling from the times your team has available, with Google or Outlook calendar connections.
Can I set different interview hours on different days?
Yes. Set different hours for each day on the Calendar page gives each day one or more blocks of time, plus days off and extra hours on single dates. Applicants can book only inside those hours.
Which calendars does HRGP connect to?
The current HRGP feature set supports Google and Outlook calendar connections.
Does HRGP support interview reminders and candidate messages?
Yes. HRGP supports reminders, candidate follow-up, and email and text-message communication. SMS usage and the dedicated phone number are billed separately.
Can we manage video and in-person interviews?
Yes. HRGP supports both video and in-person interview management, with interview details and team feedback alongside the candidate record.
Which video tools can we use?
Google Meet, Microsoft Teams or HRGP video. Google Meet and Teams need your Google or Outlook calendar connected. HRGP video needs no outside account.
Does scheduling decide which candidates move forward?
No. Employers review candidate information and interview feedback and remain responsible for hiring decisions and next steps.
Organize the next interview with the rest of your hiring
Explore HRGP for your next opening, or ask how scheduling and candidate communication fit your team's process.