Interview Scheduling

Interview Schedule is the Recruitment section where interviews are created, managed and tracked. It sits alongside Jobs, Job Applications, Offer Letters, the Candidate Database and Recruitment Reports, and it is where you record which candidate is being interviewed, for which job, and when.

Interview activity lines up with the recruitment pipeline, whose default stages are: applied → screening → phone_screen → interview_round_1 → interview_round_2 → assessment → offer → hired / rejected / withdrawn / on_hold.

Who can use it

Users whose role grants access to the Recruitment module — typically the company admin and HR/recruitment users. Access follows the standard permission levels (None / Added / Owns / All) configured on the role. After a permission change, the affected user must log out and log back in before the new access takes effect.

Prerequisites

• A job must exist under Recruitment → Jobs. The job record carries an Interview Rounds field, so decide the number of rounds when the job is created.
• The candidate must exist as a job application or in the Candidate Database so they can be selected on the interview record.
• The interviewer must be an active user in your workspace.

How to Access

Open Recruit → Interview Schedule from the sidebar, or go to /account/interview-schedule directly.

How to Use

Step 1 — Open the Interview Schedule list

Go to /account/interview-schedule. Existing interviews are listed here and can be opened, edited or removed from this screen.

Step 2 — Create the interview

Use the add action on the Interview Schedule page to create a new interview record.

Step 3 — Link the job and the candidate

Select the job the interview belongs to and the candidate being interviewed. This ties the interview to the right application, so it shows up in the candidate's recruitment history rather than as a standalone entry.

Step 4 — Set the round, date and time

Choose which interview round this is (bounded by the Interview Rounds value set on the job) and set the date and time.

Step 5 — Assign the interviewer

Assign the workspace user who will conduct the interview.

Step 6 — Save

Save the record. The interview then appears in the Interview Schedule list and can be edited or deleted later if the time or interviewer changes.

Step 7 — Move the candidate along the pipeline

Interview Schedule records the appointment; it does not move the candidate by itself. Update the application's pipeline stage (for example phone_screen → interview_round_1 → interview_round_2 → assessment) on the application record as the process progresses.

Effect on Other Features

• Job Applications — the interview is attached to the candidate's application, so the interview history travels with the applicant.
• Jobs — the Interview Rounds value on the job defines how many rounds the process is expected to have.
• Recruitment Dashboard / Reports — recruitment activity is summarised at /account/recruit-dashboard and /account/recruit-job-report.
• Offer Letters — once interviews conclude and the candidate reaches the offer stage, the offer is issued from /account/job-offer-letter with its own status (Accept / Pending), expiry date and joining date.
• Candidate Database — candidate records at /account/candidate-database are persistent and reusable across job postings, so a candidate interviewed for one role can be considered for another.
• Notification Settings — if Slack is enabled at Settings → Notification Settings → Slack (enable Status, paste an incoming-webhook URL from Slack, tick the events you want, then Save and Send Test Notification), the selected PMSuite events are pushed one-way into your Slack channel.

Limitations

• No conflict checking against external calendars. PMSuite does not read your interviewers' Google or Outlook calendars, so it cannot warn you about a clash. Workaround: confirm availability with the interviewer before saving, and keep a recurring internal block for interview slots so conflicts are rare.
• Google Calendar sync is one-way, PMSuite → Google. Items created in Google Calendar never appear in PMSuite. Workaround: create everything in PMSuite first and treat Google Calendar as the downstream copy; anything booked directly in Google must be re-entered in PMSuite manually.
• Slack notifications are one-way. PMSuite pushes notifications into Slack; replies in Slack do not come back into PMSuite. Workaround: use the Slack message as an alert and act on the record inside PMSuite.
• Time zones are not negotiated for you. Workaround: state the interview time in both parties' time zones in the comment/description field and ask the candidate to confirm.

Troubleshooting

The candidate does not appear in the dropdown. The candidate has no application or Candidate Database record yet. Create the application at /account/job-applications (or add the candidate at /account/candidate-database), then reopen the interview form.

A user cannot see Interview Schedule. Their role's Recruitment permission is set to None, or a permission change has not taken effect yet. Update the role, then have the user log out and log back in.

Nothing arrives in Slack for recruitment events. Check Settings → Notification Settings → Slack: Status must be enabled, the webhook URL must be a valid Slack incoming-webhook URL, and the relevant event checkboxes must be ticked. Use Send Test Notification to confirm the webhook itself works before investigating anything else.

An interview appears in PMSuite but not in Google Calendar. Google Calendar sync requires the company connection to be active and verified with a stored authorisation, plus the per-type toggle in Google Calendar Settings and the individual user's own Google Calendar setting. Verify all of these, then re-save the record.

Related Articles

• Jobs
• Job Applications
• Candidate Database
• Offer Letters
• Recruitment Reports
• Slack Integration