> ## Documentation Index
> Fetch the complete documentation index at: https://docs.talview.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Talview — Live Interview Scheduling & RSVP
## Product Feature Document
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## Overview
Scheduling a live interview involves multiple stakeholders — recruiters, candidates, and interviewers — each with their own calendars, preferences, and constraints. Coordinating across all three often leads to delays, repeated follow-ups, and scheduling conflicts that slow down hiring.
Talview eliminates this friction entirely.
With Talview's **Workflow Tools** and **Interview Rooms** working in seamless tandem, recruiters can schedule live interviews in minutes — with built-in availability checks, automated invitations, and a powerful **RSVP system** that keeps every stakeholder informed and in control at every step.
This document walks through the complete end-to-end flow of scheduling a live Technical Interview for candidate **Jenson**, managed by Recruiter **Deepak**, with **John** as the designated interviewer — from the initial scheduling action all the way through to RSVP responses, rescheduling, and cancellation.
***
## Section 1: Recruiter Experience — Scheduling the Interview
### Step 1.1 — Selecting the Candidate from the Workflow Pipeline
The scheduling journey begins inside Talview's **Workflow Tools**, where recruiters manage their entire hiring pipeline for a given job role.
In this scenario, Recruiter Deepak navigates to the **Fullstack Developer** workflow, which shows a structured pipeline across multiple stages — Resume Screening, Technical Assessment, Technical Interview, and HR Interview — giving a clear, at-a-glance view of where every candidate stands.
Deepak selects candidate **Jenson** from the **Resume Screening** stage by checking the checkbox next to his name. With the candidate selected, the **"Schedule"** button becomes active at the bottom of the screen.
This single action is the entry point to the entire scheduling flow — no page navigation, no context switching.
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### Step 1.2 — Configuring the Interview: Stage, Duration & Interview Format
Clicking **Schedule** opens a scheduling window on the right side of the screen — without navigating away from the candidate list. This keeps the recruiter in full context of the workflow at all times.
The window displays the following configuration fields:
* **Workflow** — Pre-populated with the current workflow (Fullstack Developer)
* **Step** — A dropdown to select the interview stage. Deepak selects **Technical Interview** from the available options (Technical Interview, HR Interview)
* **Duration** — A dropdown offering flexible slot lengths: 15 Mins, 30 Mins, 45 Mins, 1 Hour, 1 Hour 15 Mins, 1 Hour 30 Mins, and 1 Hour 45 Mins. Deepak selects **30 Minutes**
* **Provider** — A dropdown to select the interview format
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> **Duration dropdown open showing all available options**
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The **Provider** dropdown is where Talview's flexibility shines. Recruiters can choose from multiple interview formats:
* **In-person** — For on-site interviews
* **Interview Room** — Talview's live virtual interview environment
* **Teams** — For Microsoft Teams-based interviews
Deepak selects **Interview Room**, connecting the scheduling action directly to Talview's live interview platform.
> **Interview format dropdown open with Interview Room selected**
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### Step 1.3 — Assigning the Interviewer
With the interview configuration set, the window presents an **Interviewer** field alongside the candidate row. Deepak types "john" into the search field, and Talview's **live search** instantly filters the list of available interviewers, surfacing **John** from the panel.
> **Interviewer dropdown open showing available panel members**
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> **Recruiter searches "john"; John appears as the result**
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Deepak selects John, who appears as a **selected name tag** in the Interviewer field, confirming the assignment. A **"Check Availability"** option appears near the date and time field — allowing the recruiter to verify John's availability before locking in a time slot.
> **John selected as interviewer; Check Availability option visible**
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### Step 1.4 — Checking Availability & Selecting a Time Slot
Clicking **Check Availability** expands an availability calendar directly within the scheduling window. This calendar displays:
* **John's availability** — highlighted in purple
* **Jenson's availability** — displayed in a separate row
* **Busy slots** — clearly marked for easy avoidance
* **Date navigation** — allowing the recruiter to browse across dates
The color-coded legend (Interviewer Availability / Candidate Availability / Busy) makes it immediately easy to spot mutually free windows — without a single email or phone call.
> **Availability calendar showing John and Jenson's availability side by side**
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Deepak selects **February 20, 2026** and opens the time picker, which presents available slots in **15-minute increments**. He selects **6:00 PM**, which is confirmed by a **green highlight** on both John's and Jenson's rows — visually confirming that this slot works for everyone.
> **Date and time picker open; 6:00 PM selected**
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> **Green indicator confirms mutual availability at 6:00 PM; Timezone dropdown open showing global options**
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The window also displays a comprehensive **timezone selector** — supporting time zones across the globe — making Talview ready for organizations with distributed and international hiring teams.
***
### Step 1.5 — Confirming the Schedule
With all fields configured — Workflow, Stage, Duration, Interview Format, Interviewer, and Date/Time — Deepak clicks the **Schedule** button.
The scheduling window closes and the recruiter is returned to the full workflow view. A **pop-up confirmation message** appears in the bottom-right corner of the screen:
> *"Scheduling in progress — Candidate is scheduled in the background against Fullstack Developer-Technical Interview. We'll notify you once it's done."*
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The system processes the scheduling in the background while Deepak continues working — he does not need to wait or stay on the page for the action to complete.
***
### Step 1.6 — Viewing the Scheduled Interview
Once scheduling is complete, Jenson's interview appears under the **Technical Interview (08)** tab — the count having automatically updated to reflect the new addition.
The interview list presents a clear, consolidated view of all scheduled technical interviews with the following details: Candidate Name, Interview Time, Meeting Status, Attendees, Candidate Status, Recording preference, and Organizer.
Jenson's entry shows:
* **Interview Time:** 06:00 PM – 06:30 PM
* **Meeting Status:** Scheduled
* **Attendees:** Jenson + John
* **Candidate Status:** Invited
* **Organizer:** Deepak
> **Technical Interview tab showing Jenson's scheduled interview**
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### Step 1.7 — Interview Details View
Clicking on Jenson's row opens the **Interview Details** view — a comprehensive summary panel for the recruiter. It displays:
* Candidate name and quick-action **Email** and **Call** buttons for direct outreach
* A live **session countdown** ("Session starts in 2 hrs")
* Session date, time, and interview format (Interview Room)
* A **"Join Meeting"** button for the recruiter to join directly when needed
* Tabs for **Overview**, **Evaluation**, and **Call History**
* An attendee section showing the confirmation status for all parties — Interviewers, Candidate, and Organizer
At the point of scheduling, all three parties — **John**, **Jenson**, and **Deepak** — show a status of **Invited**, confirming that invitations have been sent out and are awaiting responses.
> **Interview Details view showing all parties with Invited status**
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## Section 2: The RSVP Feature — Candidate Experience
Talview's RSVP system is the defining capability that sets its scheduling workflow apart from conventional calendar-based tools. Every invited stakeholder — candidate, interviewer, and organizer — receives a structured, actionable invitation that allows them to respond, reschedule, or decline directly from their email inbox, with no platform login required.
### Step 2.1 — The Candidate Receives the Interview Invitation
Candidate Jenson receives a fully branded **Interview Invite** email in his inbox from Talview. The email contains everything he needs to act:
* **Subject:** Interview for Fullstack Developer on Fri, 20-Feb-26 at 06:00 PM IST
* A **Google Calendar invite** embedded at the top — with the event details and RSVP buttons (**Yes / Maybe / No**) that add the interview directly to his calendar
* A link to **confirm participation** within the email itself
* A prominent **"Join Interview"** button for one-click access to the Interview Room on the day of the interview
* A **"Read Instructions"** link to help Jenson prepare ahead of time
* At the bottom: **"Not happy with the scheduled time? Propose new time | Decline"**
> **Jenson's inbox showing the Interview Invite email with Google Calendar invite and RSVP buttons**
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> **Full email body showing Propose new time and Decline options at the bottom**
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The email is entirely self-contained. Jenson can accept, reschedule, or decline without navigating to any external portal or logging into any system.
***
### Step 2.2 — Candidate Accepts the Interview (RSVP: Yes)
Jenson reviews the invitation and clicks **"Yes"** on the Google Calendar RSVP option. The button immediately changes to a **solid green filled state** — providing instant visual confirmation that his response has been recorded.
> **Jenson clicks Yes; the RSVP button turns solid green**
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### Step 2.3 — Acceptance Reflected on the Recruiter's View
The moment Jenson accepts, Recruiter Deepak's **Interview Details** view updates automatically — no manual refresh required:
* The attendee summary updates from **"2 Invited"** to **"1 Invited, 1 Accepted"**
* Jenson's status changes from "Invited" to **"Accepted"** (displayed in green)
* A checkmark appears on Jenson's name in the background interview list
> **Recruiter view showing Jenson's status updated to Accepted**
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This real-time confirmation tracking eliminates the need for manual follow-up entirely. Deepak can see at a glance who has confirmed and who is still pending — allowing him to focus his attention only where it is needed.
***
### Step 2.4 — Candidate Proposes a New Time
If the scheduled time does not suit the candidate, Jenson can click **"Propose new time"** in the email. This directs him to a dedicated, branded **Talview page** — no login required.
The page displays:
* A clear title: **"Propose a new time"**
* A reference to the originally scheduled slot: *"Formerly selected: 20 February 2026 | 6:00 PM IST for 30 minutes"*
* A **February 2026 calendar** with available dates highlighted
* Available **time slots** for the selected date
* Timezone indicator (Asia/Calcutta)
Jenson selects **February 24 (Tuesday)** and chooses **9:00 AM** as his preferred slot. A **"Confirm"** button appears next to the selected time.
> **\[Propose a new time page showing calendar and available slots; 9:00 AM on Feb 24 selected]**
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A critically important detail: the available slots shown to Jenson are drawn directly from **John's actual availability** — ensuring Jenson can only propose times that genuinely work for the interviewer, preventing any chance of a conflict.
Upon clicking Confirm, a **"New time proposed!"** confirmation page appears, along with a green pop-up message at the bottom of the screen:
> *"New time proposed — 24 February 2026 | 09:00 AM – 09:30 AM IST""We'll notify you once the interviewer confirms the schedule."*
> **New time proposed confirmation page with pop-up message**
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### Step 2.5 — Proposed New Time Reflected on the Recruiter's View
Deepak's Interview Details view immediately surfaces Jenson's rescheduling request with a prominent **amber alert banner**:
> *"Jenson has proposed a new time | Tue 24, Feb 2026 | 09:00 AM – 09:30 AM"*
The attendee summary updates to **"1 Invited, 1 Proposed new time"**, and Jenson's status changes to **"Proposed new time"** displayed in orange — clearly distinguishing it from other response states.
> **Recruiter view showing amber alert banner and Jenson's Proposed new time status**
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### Step 2.6 — Interviewer Notified of the Proposed New Time
At the same time, **John receives an automated email** notifying him of Jenson's request to reschedule:
* **Email Title:** "New time proposed"
* **Body:** Candidate Jenson has proposed a new time for the Fullstack Developer interview originally scheduled on Fri, 20-Feb-26 at 06:00 PM IST
* **Proposed new time:** Tue, 24-Feb-26 at 09:00 AM IST
* **"Accept new time"** — a prominent button for one-click confirmation
* **"Propose alternate time | Decline"** — giving John the option to suggest a different time or decline if needed
> **John's inbox showing the New time proposed email with Accept new time button**
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John clicks **"Accept new time"**, and a branded confirmation page appears:
> *"Thank you for accepting! We'll keep you updated."* Confirmed time: **24 February 2026 | 09:00 AM – 09:30 AM**
A green pop-up message confirms: **"New time proposed Accepted successfully."**
> **John's acceptance confirmation page with pop-up message**
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### Step 2.7 — Interview Rescheduled: Recruiter View Updated
With John's acceptance confirmed, the recruiter's view automatically reflects the updated schedule:
* The interview entry moves from **TODAY, 20 FEBRUARY 2026** to **TUESDAY, 24 FEBRUARY 2026** in the interview list
* Today's date now shows **(No interviews)**
* The session countdown updates from **"Session starts in 2 hrs"** to **"Session starts in 4 days"**
* The new interview time (**09:00 AM – 09:30 AM**) is displayed
* Confirmation statuses reset to **"Invited"** as fresh invitations are sent out for the new slot
> **Recruiter view showing interview rescheduled to Feb 24; Today shows No interviews**
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### Step 2.8 — Candidate Receives Updated Interview Confirmation
Jenson receives an automatic **"Interview time updated"** email confirming the rescheduled slot:
* **Title:** "Interview time updated"
* **Body:** The interview which was on Fri, 20-Feb-26 at 06:00 PM IST has been updated to Tue, 24-Feb-26 at 09:00 AM IST
* **"Join Interview"** button — updated with the new session details
* **"Propose new time | Decline"** — RSVP options remain available
* An updated **calendar file attachment** — automatically updating the interview entry in Jenson's calendar application
> **Jenson's inbox showing Interview time updated email with new details and calendar attachment**
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Jenson accepts the updated invite, and his status on the recruiter's view updates to **"Accepted"** for the new slot — completing the rescheduling process.
> **Recruiter view showing Jenson Accepted for the new Feb 24 slot**
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### Step 2.9 — Candidate Declines the Interview
Talview's RSVP system also handles interview declines with care and structure. When a candidate clicks **"Decline"** in the email, they are directed to a two-step decline flow:
**Step 1 — Reason Selection:** The candidate is presented with a dropdown of structured decline reasons to choose from:
* I have accepted another job offer
* The interview time conflicts with my schedule
* I am no longer interested in this position
* The job role doesn't align with my career goals
* I am unable to attend due to personal reasons
* Other
> **Decline page showing reason dropdown with all options**
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**Step 2 — Optional Details:** After selecting a reason, the candidate can provide **additional written context** in an optional text field before clicking the **"Decline"** button. This step is optional and does not block the candidate from completing the decline.
> **Decline page showing selected reason and optional additional information field**
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**Step 3 — Confirmation:** A branded confirmation page appears with the cancelled slot displayed in **strikethrough format** — an unambiguous visual cue that the interview has been cancelled — accompanied by a red calendar illustration:
> *"Interview Declined! Your interview has been canceled. The recruiter has been notified of your decision."* ~~24 February 2026 | 9:00 AM – 9:30 AM IST~~
> **Interview Declined confirmation page with strikethrough date and time**
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***
## Section 3: The RSVP Feature — Interviewer Notification on Decline
When the candidate declines, **John receives an automatic notification** in his inbox:
* **Email Title:** "Interview declined by candidate"
* **Body:** Online interview for Fullstack Developer scheduled on Tue, 24-Feb-26 at 09:00 AM IST has been declined by candidate Jenson
* **Reason for declining:** "I am no longer interested in this position"
* An updated **calendar file attachment** automatically clearing the cancelled slot from John's calendar
> **John's inbox showing Interview declined by candidate email with decline reason**
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John is kept fully informed without any manual communication from the recruiter.
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## Section 4: Final State — Recruiter View After Decline
The recruiter's Interview Details view reflects the final state of the interview:
* **Status:** "Cancelled" — shown in red at the top of the panel
* **Session banner:** "Session has been cancelled" with a prominent **"Reschedule"** button — allowing the recruiter to immediately initiate a fresh scheduling cycle if needed
* **Attendee summary:** "1 Invited, 1 Declined"
* **Jenson's status:** **Declined** (in red) with the reason **"I am no longer interested in this position"** displayed directly on the panel
* In the background interview list, Jenson's entry shows **"Cancelled"** in red
> **Recruiter view showing final Cancelled state with decline reason visible**
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The **"Reschedule"** button ensures that a declined interview does not create a dead end — recruiters can immediately take the next step without any additional setup.
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## Section 5: Key Benefits at a Glance
| **Feature** | **Business Benefit** |
| :--------------------------------------------- | :-------------------------------------------------------------------------------------------- |
| **Scheduling window opens on the same screen** | Recruiters stay in context and move faster without switching between pages |
| **Multiple interview formats in one place** | One platform supports live virtual, pre-recorded, in-person, supervised, and Teams interviews |
| **Side-by-side availability view** | Recruiters see candidate and interviewer availability together — no back-and-forth needed |
| **Flexible time slot durations** | Precise scheduling from 15 minutes to 1 hour 45 minutes for any type of interview |
| **Global timezone support** | Ready for organizations with hiring teams and candidates across different countries |
| **Background processing after scheduling** | Recruiters continue working while the system sends out invitations |
| **Automated invitations for all parties** | Zero manual communication — everyone is notified instantly upon scheduling |
| **Google Calendar integration** | Invites appear natively in recipients' calendars with one-click RSVP buttons |
| **RSVP directly from email** | Candidates and interviewers respond without logging into any platform |
| **Real-time confirmation tracking** | Recruiters see live accept, decline, and reschedule statuses without manual follow-up |
| **Candidate-initiated rescheduling** | Candidates pick from the interviewer's actual available slots — no conflicts possible |
| **Interviewer acceptance of proposed times** | Interviewers stay in control with one-click acceptance from their inbox |
| **Automatic calendar updates** | All parties' calendars stay in sync with every change, automatically |
| **Structured decline reasons** | Recruiters receive actionable information on why candidates drop off |
| **Optional written decline context** | Candidates can share more detail, giving recruiting teams richer feedback |
| **Reschedule option after cancellation** | No dead ends — recruiters can restart the scheduling process immediately |
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## Section 6: Role-Based Summary
### Recruiter (Deepak)
Talview gives recruiters a single, unified workspace to schedule, track, and manage live interviews without leaving the candidate pipeline. From checking availability to monitoring confirmation responses in real time, every action is contextual and automated — significantly reducing the time and effort involved in coordinating interviews.
### Candidate (Jenson)
Candidates receive a clear, professionally branded, and fully actionable interview invitation directly in their inbox. They can confirm, propose a new time, or decline — all without logging into any platform. The experience is straightforward, respectful of the candidate's time, and reflective of the hiring organization's professionalism.
### Interviewer (John)
Interviewers are kept informed at every stage — from the initial invitation to candidate rescheduling requests and cancellations — through automated, timely email notifications. They can accept, suggest alternate times, or decline with a single click, ensuring their time is always protected and their calendar remains accurate.
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## Conclusion
Talview's live interview scheduling and RSVP system represents a meaningful shift in how hiring teams coordinate interviews. By automating every communication step, providing real-time visibility across all stakeholders, and giving candidates and interviewers genuine control through a seamless response experience, Talview removes the most time-consuming and error-prone parts of the interview scheduling process.
The result is a faster, more professional, and more informed hiring operation — at any scale.
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