We recently partnered with Recruiting Daily to survey recruiters about the most common scheduling problems you’re dealing with on a daily basis. On September 10, Clara Labs CEO Maran Nelson hosted a webinar with Recruiting Daily’s President, William Tincup, to share insights the survey and discuss solutions to common scheduling challenges. If you couldn’t tune in live, don’t worry! We took notes and have the highlights below.


Problem #1: The back and forth never ends.

“The biggest challenge is in scheduling multiple candidates for the same role—think 10 people. Trying to coordinate that many people and time slots over email or phone is frustrating.” —Director of HR

Whether it’s last-minute schedule changes or unresponsive interviewers, there’s no shortage of emails that need to be sent just to get an interview on the books. And on top of that, all this communication requires constant attention to details—if the wrong information is passed along, it could mean losing a candidate altogether.


The best solution? Standardize what you can, and use tools that can reproduce your best practices reliably. Think about what you can do to keep candidates or interviews from having to complete critical parts of the process. Secure calendar access (or a tool that manages it, like Clara) the first time you work with an interviewer instead of having to ask every time you need to schedule something. Add FAQs or candidate guides to your ATS email templates to address common questions that may come up as they prep for their interview.


Problem #2: There are too many calendars to manage.

When people are running multiple calendars, it’s impossible to know someone’s actual availability. To avoid pouring hours of work into cross-checking each of those calendars for every interviewer, use a scheduling service that can search through all of them for you. Recruiters and interviewers can connect as many calendars to Clara as they’d like. And Clara sends calendar invitations on your behalf, so you don’t need to stress over including all the hidden calendars on the invitation.


Problem #3: Scheduling with multiple parties is tough.

“The back and forth is horrible. When you have a combined interview (panel, video, onsite, phone, etc) and there is a change request made on the same day of the interview…it’s difficult to keep things straight when you don’t have the right systems.” —Sr. HR Recruiter

Whether you’re scheduling back-to-back on-site interviews or bringing multiple interviewers together for a feedback session, anything that requires comparing multiple calendars means hours spent combing through availability. If you’re adding in team members from other time zones, booking conference rooms, or adding video conferencing or dial-in information, it can be even more complicated! And one schedule change from one participant can throw the entire thing off.


Instead of spending hours manually poring through several calendars, use software that can do the searching for you—in just a few moments. Clara knows every interviewer’s availability, so it can search across multiple calendars, compare options involving different interviewers, and present you with the soonest, best options. You can use your judgment and context to make the final decision.


Problem #4: Hiring manager interference

“All the company interviewers have accepted invitations. Candidate is flying in to meet everyone. Thirty minutes before candidate arrives on site, multiple interviewers bow out due to a ‘business emergency’ that has to be handled, leaving us with a 60-minute gap in the middle of several other interviews. By someone. By anyone. So candidate is not left sitting alone in an empty conference room, wondering what’s going on.” —Agency talent finder

We all love our coworkers, but being a great recruiting partner isn’t always top of mind for hiring managers. In our survey, several recruiters shared experiences with micromanagement, a lack of trust, and mixed messages—the hiring manager doesn’t accept an interview invitation but still shows up (or, worse, they do the opposite). And, sometimes, it just comes down to a lack of flexibility—they simply aren’t willing to carve out time or make trade offs to get the position filled.


So, what can you do about it? Start by setting clear expectations with your hiring managers at the very beginning of the hiring process—communicate proactively about the fact that this is an equal partnership. Ask in advance about conflicts and when you can book over existing meetings. And after you’ve laid the groundwork, automate your persistence: send confirmations and reminders, and make sure you quickly reschedule when genuine conflicts arise. Clara can handle that for you—it knows when hiring managers are free, automatically sends confirmations and reminders, and automatically reschedules.


Problem #5: Calendar access and conflicts

When you don’t have access to calendars, it creates conflicts. But when a hiring manager or candidate isn’t getting back to you quickly, it often feels like there isn’t much you can do beyond guessing what time works (and crossing your fingers that you keep the momentum going with the candidate). Software can be the solution—get calendar access from your hiring managers so you don’t have to keep making one-off requests, and automate your follow-ups so that you don’t have to keep checking back in.


For more, you can watch the recorded webinar below. Or if you’re ready to let Clara fix your scheduling woes, sign up for a free trial today.