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This FAQ is designed specifically for recruiters, talent acquisition specialists, hiring coordinators, and recruitment operations professionals who schedule Live Interviews, manage candidate pipelines, oversee interviewer performance, monitor hiring compliance, and optimize the end-to-end recruitment workflow. Whether you’re scheduling Live Interviews, managing candidate communication, monitoring interview quality and bias, evaluating interviewer performance, or troubleshooting operational issues, this guide covers essential aspects of the platform to help you streamline your recruitment process, maintain hiring equity, deliver exceptional candidate experiences, and drive faster, better hiring outcomes for your organization.

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1. Scheduling and Confirmation

Q1. What is the process for scheduling a Live Interview using Workflow Tools? To schedule an interview using Talview’s Workflow Tools: Step 1: Login to Workflow Tools
  • Log into the Workflow Tools Platform
  • Navigate to More Apps > Workflow Tools
Step 2: Invite Candidates to the Workflow
  • Select the type of workflow and step from the dropdown menu
  • Click Add Candidates to manually invite individuals to the workflow
  • Click Add and Continue to proceed with invitations
  • Send invitations to initiate the workflow process for selected candidates
Step 3: Schedule Live Interviews within the Workflow
  • Monitor candidate updates and select candidates for further actions
  • Select Interview Provider from the dropdown (choose Interview Rooms for live video interviews)
  • Choose the appropriate Interview Stage (e.g., first round, technical round, final round)
  • Select an Interviewer from the dropdown list of available team members
  • Finalize the schedule and confirm with all participants
  • The system automatically generates and sends interview links to the candidate and notifies the interviewer
Step 4: Manage Candidate Progress
  • Monitor updates within the workflow as candidates progress through stages
  • Schedule the next steps directly within the workflow interface
  • Track completion of Live Interviews and evaluations in real-time mention 24-72 hours is the best lead time for interview scheduling that has a higher completion rate
Q2. What is the optimal timing to schedule Live Interviews after a candidate applies? Best practices:
  • 24-72 hours is the best lead time for interview scheduling that has a higher completion rate
Q3. Can I schedule panel Live Interviews with multiple interviewers? Yes. When scheduling:
  • Assign all interviewers who should participate in that interview
  • All assigned interviewers receive notifications and can access the interview
  • All interviewer have access to the candidate’s profile and evaluation form
  • Panelists can use private chat to communicate with each other during the interview
  • Each panelist completes their own evaluation, but they see all evaluations post-interview
Coordinate with panel members beforehand to confirm availability and discuss interview strategy. Q4. Can candidates request to change their interview time or date? If a candidate requests to reschedule:
  • Check Availability - Confirm the requested new time works for the assigned interviewer(s)
  • Update the System - Cancel the original interview and create a new one at the mutually agreed time
  • Send Confirmation - Send the candidate a new invitation with the updated time/date
  • Notify the Interviewer - Confirm the new time with the interviewer
Flexibility in scheduling improves candidate experience and reduces no-shows. Q5. What if a candidate does not receive the interview invitation link? If a candidate says they didn’t receive the email:
  • Check Email Spam/Junk - Ask them to check spam folders first
  • Verify Email Address - Confirm their email address is correct in your system
  • Use Notification Inbox to forward the email
Q6. Can I schedule multiple Live Interviews for the same candidate on the same day? Yes, you can, but consider:
  • Interviewer Availability - Ensure different interviewers are available for each round
  • Candidate Fatigue - Back-to-back Live Interviews (more than 2–3 in one day) may impact candidate performance
  • Break Time - Allow at least 15-30 minutes between Live Interviews for candidate rest and reflection
  • Candidate Preference - Ask the candidate’s availability preference
  • Optimal Approach - If feasible, schedule Live Interviews on different days (1-2 days apart) for better assessment quality
Example: screening at 10 AM, technical interview at 1 PM (with 30-minute break) is reasonable. Q7. How do I handle scheduling for candidates in different time zones? When scheduling across time zones:
  • Confirm Time Zone – Always specify which time zone the scheduled time is in (e.g., “2:00 PM EST”)
  • Offer Flexibility – When possible, find times that are reasonable for both parties (avoid very early mornings or late evenings)
  • Document Clearly – In the invitation, show both the recruiter’s time zone and the candidate’s time zone to avoid confusion
  • Send Reminders – Include a time zone reference in the reminder emails as well
Example: “Your interview is scheduled for Tuesday, December 15 at 2:00 PM EST (11:00 AM PST)” Q8. What information about the candidate should I share with the interviewer before the interview? Share the following with the interviewer:
  • Candidate Resume/CV – Full employment history and qualifications
  • Profile Information – Details the candidate provided in their application
  • Role Description – Job title, key responsibilities, and required competencies
This preparation helps interviewers ask relevant questions and conduct focused assessments

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2. Rescheduling and Cancellation

Q1. How can I reschedule an interview? Open the interview, select Reschedule, and choose a new slot. Updated invites are automatically sent to participants. Q2. What happens if the interviewer or candidate declines? If the candidate declines, the interview is canceled. If the interviewer declines, recruiters can reassign a new slot or select another interviewer. Q3. What happens if the interviewer doesn’t join? If the interviewer fails to join within 5 minutes of the start time, the system flags it as a potential no-show and alerts the recruiter. Q4. Candidate marked as “No Response” despite confirming - what does that mean? This can happen due to a calendar sync delay or if the candidate confirmed via a link that expired.

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3. Reminders & Notifications

Q1. How many reminders are sent before an interview? By default, one reminder is sent. Q2. Can I customize reminder timings No. Reminder intervals are system-defined for consistency. Q3. Do recruiters need to send reminders manually? No. Reminders are automatically sent to both candidates and interviewers. Q4. Reminder not sent or received - what should I check?
  • Verify that the interview status is Scheduled (reminders don’t trigger for “Canceled” or “Draft”).
  • Ensure reminder emails haven’t been filtered into spam.
  • Ensure reminder emails is configured for the org.
Q5. Candidate joined but interviewer didn’t receive a join notification - why? This can occur if the notification is enabled for the org.