Schedule All Interviews in Kula

Recruiters and coordinators can now schedule all interviews in a stage at once using the new “Schedule All” button. This feature makes managing on-site and multi-interview stages much faster and easier.

🎥 - How to use Schedule all

Prerequisites

• The stage has 2 or more interviews pending.

• Interviewers’ calendars are connected (Google / Microsoft) and working hours are set.

• You have permission to schedule interviews for the job.

Step 1: Open the Candidate’s Stage

1. Go to the candidate profile.

2. Open the Stage that contains multiple interviews (e.g., “Onsite Loop”).

3. Confirm that more than one interview is unscheduled.
   (If only one is left, the Schedule All button won’t appear.)

Step 2: Click Schedule All

• In the stage header, click Schedule All.
  This opens the bulk scheduler with all interviews in the stage listed.

Step 3: Enter Preferred Times (Manual or AI)

You can provide preferred availability in two ways:

A) Manually

1. Click Add preferred time range.

2. Select one or more date & time windows (e.g., Aug 30, 10:00–17:00).

3. Add multiple ranges if needed (e.g., Aug 30–31, 10:00–17:00).

B) With AI Prompts

1. Click Use AI and type a prompt, e.g.:

   • “Find 3 one-hour slots next week between 10:00–5:00.”

   • “Schedule the loop on the same day, back-to-back.”

2. Review the generated ranges and adjust if needed.

Step 4: Choose a Recommendation Type

Kula.ai will generate optimized schedules using interviewer availability, working hours, and existing events.

Select one of:

• Same Day – Packs all interviews into a single day.

• Across Days – Spreads interviews across multiple days.

• Outside Preferred Times – Offers options beyond your preferred windows (use when availability is tight).

Step 5: Review & Resolve Conflicts

• Check each interview slot for conflict badges (e.g., overlaps, outside working hours, OOO).

• If needed, click a slot to swap interviewer, adjust duration, or pick an alternate time from suggestions.

Step 6: Customize Individual Invites (Optional)

Before sending, you can tweak each invite:

• Title & Description (add agenda, Zoom/Meet link, candidate context)

• Location (Google Meet / Zoom / Onsite room)

• Interviewers / Panels

• Attachments (e.g., take-home, portfolio brief)

Step 7: Confirm & Schedule

1. Click Schedule All (bottom-right).

2. Kula.ai sends calendar invites to interviewers and the candidate.

3. You’ll see a success confirmation and each interview’s status flips to Scheduled.

Step 8: Post-Scheduling Actions

• Reschedule one interview: Open that interview → Reschedule (others remain unchanged).

• Cancel or change panel: Edit the specific interview; changes won’t affect the rest.

• Track status: See who accepted/declined from the interview cards or timeline.

✨ Key Highlights

• Schedule in one step: Book an entire list of interviews at once instead of scheduling them individually.

• Flexible time input: Add preferred date/time ranges manually or generate them using AI prompts.

• Smart recommendations: Get optimized suggestions based on interviewer availability, working hours, and existing calendar events.

• Recommendation types: Choose between:

  • Same Day – schedule all interviews on a single day

  • Across Days – spread interviews across multiple days

  • Outside Preferred Times – get options beyond your suggested times

• Customizable invites: Edit each calendar invite before sending them out in bulk.

⚠ Important Notes

• This feature works only for stages with multiple interviews.

• The “Schedule All” button will not appear if only one interview remains unscheduled.

💡 Why This Matters

• Recruiters save time by avoiding repetitive, one-by-one scheduling.

• Candidates enjoy a smoother experience with fewer back-and-forths.

• Teams reduce scheduling conflicts such as double bookings and reschedules.

📌 Common Use Cases

• Onsite interview loops with 3–6 back-to-back interviews.

• Panel interviews where multiple interviewers need to meet the candidate on the same or different days.

• High-volume hiring where recruiters must schedule dozens of candidates quickly.

Cross-functional stages (e.g., technical + cultural + leadership interviews) where multiple schedules need coordination.

⚒ Tips & Best Practices

• Add multiple preferred ranges to give the optimizer room to find better slots.

• Use Same Day for tight onsite loops; Across Days for senior panels with limited overlap.

• Keep interviewer working hours up to date to reduce “outside hours” suggestions.

• If you don’t see Schedule All, confirm there’s more than one unscheduled interview in the stage.

❓ FAQs

Q: Why don’t I see the “Schedule All” button?
A: The button appears only in stages with more than one interview pending.

Q: Can I still edit individual invites after scheduling all?
A: Yes, each invite can be customized before sending.

Q: Does the feature work for virtual and onsite interviews?
A: Yes, it supports both.

Q: What happens if no interviewers are available at the preferred times?
A: You’ll receive alternative recommendations, including “Outside Preferred Times.”

Q: Can I reschedule one interview later without affecting the others?
A: Yes, individual interviews can still be rescheduled after using “Schedule All.”