Build out the stages and activities that make up a job's interview plan, and configure who's involved at each step.

Creating an interview plan

• Go to the job and open Settings → Interview Plan.

• Select an existing interview plan template to start from, or use your account's default template.

• Select Add Stage and name it (for example, "Recruiter Phone Screen" or "Technical Round").

• Inside the stage, select Add Activity and choose an activity type: Interview, Email, Assessment, Survey, or Review.

• Configure the activity's details — for an interview activity, this includes the interview name, interviewers (or an Interviewer Pool), the self-schedule email template, and optionally a scorecard.

• Repeat for each stage until the plan reflects your full hiring process.

Adding interviewers to an interview activity

You can assign specific named interviewers to an interview activity, or attach an Interviewer Pool instead:

• Set up an Interviewer Pool with the interviewers who should rotate into that activity.

• In the interview activity's configuration, select the pool instead of individual names.

• When interviews are scheduled against that activity — especially through self-scheduling — Kula assigns interviewers automatically using round-robin distribution, working hours, and calendar availability.

Round-robin assignment currently only applies to interviewer scheduling. It's not yet available for Review Activity reviewer assignment — reviewers there are still assigned manually.

Using a placeholder email template

• If you're still building out a plan and don't have final candidate-facing email copy ready, you can save an interview activity with a placeholder/dummy email template rather than leaving it blank.

• A minimal template just needs the required merge fields, such as {interview.self_schedule_link} or {interview.candidate_availability_link}.

• This placeholder email won't actually go to candidates unless self-scheduling or availability collection is triggered for that activity, so it's safe to use as a temporary stand-in while you finish setup.

Adding a scorecard without scheduling an interview

If you need to capture an evaluation without an interview being scheduled in Kula — for example, migrating historical evaluation records from a previous ATS — use a Review Activity instead of an Interview activity. It sends a scorecard/review request directly to reviewers, independent of interview scheduling.

Editing an existing plan

You can edit stages and activities directly within the Interview Plan settings for a job. Existing plans can also be cloned or archived, but not permanently deleted — see Good to know.

Two ways to reuse a plan

• Clone a template and re-use the same by making minor changes

• Within a job, you can choose from existing interview plans by selecting "choose template" or import an interview plan from another job too

Good to know

• A stage's scheduling option only becomes available once a candidate is actually in that stage. If you've configured an activity for a stage but a candidate hasn't been moved there yet, the schedule option won't show up on their profile — this is expected, not a bug.

• There's no way to permanently delete an interview plan. You can Edit, Clone, or Archive a plan, but not delete it outright.

• Stages and activities can't be reordered by drag-and-drop today. If you need a different order, you'll need to work around this when building the plan out (for example, creating stages in the order you want them to appear).

• There's no per-activity enable/disable toggle. If you want to temporarily stop using an activity without removing it, there isn't a built-in toggle for that yet.

• Duplicate interview plan names are currently allowed without warning. Worth double-checking your plan list before creating a new one with a similar name, since Kula won't flag it for you.

• There's no direct way to switch which named interview plan a job uses mid-pipeline. A job's plan is edited in place rather than swapped for a different named plan.

• Round-robin assignment isn't available for Review Activity reviewers, only for interviewer scheduling via Interviewer Pools. This has been logged as a feature request.

FAQ

• How do I create a new interview plan for a job? Go to Job → Settings → Interview Plan, start from a template or your account's default, then add stages and activities.

• How do I add an activity to a stage? Open the stage in the Interview Plan settings and select Add Activity, then choose the activity type (Interview, Email, Assessment, Survey, or Review).

• Can I save an interview activity before I have final email copy ready? Yes — use a placeholder template with just the required merge fields. It won't be sent to candidates unless self-scheduling or availability collection is actually triggered.

• How do I assign interviewers to an activity? Either add specific named interviewers, or set up an Interviewer Pool and attach it to the activity for automatic round-robin assignment based on availability and workload.

• Can reviewer assignment on a Review Activity be round-robin too? Not currently — round-robin only applies to interviewer scheduling. Reviewer assignment on Review Activities is manual.

• How do I add a scorecard without scheduling an actual interview? Use a Review Activity — it sends a scorecard/review request to reviewers independent of interview scheduling.

• Can I delete an interview plan I no longer need? No — you can Edit, Clone, or Archive a plan, but there's no permanent delete option.

• Can I reorder the stages or activities in a plan? Not via drag-and-drop today — you'll need to build the plan in the order you want it to appear.

• Why don't I see the Schedule Interview option for a candidate? Either the stage doesn't have an activity configured, or the candidate hasn't been moved into that stage yet — the option only appears once both are true.

Need help?

If you're having trouble setting up or editing an interview plan, contact Kula support.