PithupWhen three interviewers do not share calendar access, a recruiter can spend several email rounds proposing hours that conflict with somebody's meeting. Meanwhile, the candidate is waiting for an offer of a time. This guide uses a fictional panel scheduling example.
Decide who must be present
Before collecting availability, clarify which interviewers are required and whether anyone can be absent. This avoids choosing a high-count option that leaves out someone essential to the interview.
Do not include confidential candidate details in a scheduling event shared more broadly than intended. The panel's availability can be collected separately from candidate information.
Open the useful interview period
Rather than proposing only Tuesday at two, open the dates and business hours during which an interview could take place. Choose a time step suited to the interview, such as one hour. Check that the full interview length and any breaks fit inside a candidate period.
Send one Pithup invitation by email or work chat. Interviewers can respond without creating an account, even when they cannot see each other's calendars.
View suggestions around essential interviewers
Use the star beside an interviewer's response to view candidates that work for required panel members. Pithup can then rank options around those conditions. The choice is represented in the viewing URL; share that URL with another coordinator if they should inspect the same criteria. It does not change anybody's submitted availability.
Shortlist options and confirm flexible arrangements
Check the main suggestion and alternatives, then choose a few suitable options to offer the candidate. When a time depends on an If needed response, ask the interviewer whether the other commitment can actually be moved. A request draft is a starting point for your message, not an automatically sent email.
- 1Agree on required interviewersSeparate essential and optional attendance
- 2Collect availabilityShare one invitation across the useful period
- 3Review the criteriaUse the relevant must-attend responses
- 4Offer a shortlistConfirm flexible replies before proposing times
- 5Send the final arrangementsInclude location or video link
Contact the candidate and announce the agreement
After the candidate chooses a suitable option, send the final time to the panel. Include the room or video link and any interview preparation instructions through the appropriate channel. A location entered when creating the event is also visible to people opening its invitation.
The same process can help coordinate external advisers or client meetings when calendars are not shared. Scheduling gathers the availability; the organizer still handles agreement and communication with the people involved.