Back to help center

Company

Manage company schedules

Review the schedule list

  1. Go to Admin > Company > Schedules.
  2. Review company and user schedules before adding another one.
  3. Use the list order to keep the most-used schedules easy to find.
  4. Open the schedule record when you need to edit duration, color, self-scheduling, group meetings, or reminders.
CareerATS schedules list showing company and personal schedules with edit, reminders, and group meetings actions
Use the schedules list to add schedules, reorder them, or open edit, reminder, and group meeting tools.

Review schedule basics

  1. Confirm the schedule name recruiters will select when booking interviews.
  2. Confirm the interview duration. It must be at least 15 minutes and is used by normal bookings and group meetings that use the schedule duration.
  3. Confirm the calendar color so interviews are easy to scan in calendar views.
  4. Create a separate schedule when the team needs different duration, self-schedule windows, reminder rules, or group session behavior.

Configure self-scheduling

  1. Keep self-scheduling off until applicants should be able to book this schedule themselves.
  2. Use Self-Schedule interview name when the applicant-facing page should show a clearer public name than the internal schedule name.
  3. Use Notification email override only when confirmations should go to a fixed email address instead of the user who sent the self-schedule link.
  4. Choose whether multiple interviews are allowed for the same time slot.
CareerATS edit schedule page showing self-scheduling settings and availability blocks
Edit the schedule basics, self-scheduling options, overlap policy, and applicant booking windows from the saved schedule.

Set applicant availability blocks

  1. Availability blocks appear only when self-scheduling is enabled.
  2. Enable each weekday applicants may book.
  3. Click an existing block to edit its start and end time.
  4. Click Add block when a day needs separate windows, such as morning and afternoon availability.
  5. Delete blocks that should no longer be offered, and keep blocks on the same day from overlapping.

Manage group meetings

  1. Open a schedule, then click Group meetings to review upcoming sessions and expired sessions from the last 30 days.
  2. Use New session to create a group self-schedule slot with a date, time, timezone, and maximum attendee count.
  3. Use the schedule duration or set a custom duration of at least 15 minutes.
  4. Create one-time, daily, or weekly recurring sessions, with an optional end date and weekly weekday selection.
  5. Add location text, a meeting link, and optional email or SMS invite text when applicants need session-specific instructions.
  6. Cancel a group session when it should no longer accept bookings.
CareerATS new group meeting session form with session time, capacity, recurrence, location, and invite message fields
Create one or more group meeting sessions with capacity, duration, recurrence, location, and applicant invite text.

Manage interview reminders

  1. Use a schedule reminder rule when interviews for this schedule should send automated email, SMS, or both.
  2. Choose Before interview for reminders sent a number of minutes or hours before the interview.
  3. Choose Day of interview to send at a specific time using the selected timezone source.
  4. Select the email template and SMTP setting for email reminders.
  5. Select the SMS template and SMS setting for text reminders.
  6. Apply the rule to Any interview status or only selected statuses.
  7. Choose Rebuild upcoming interviews when a new or changed rule should be applied to existing upcoming interviews.
CareerATS add reminder rule modal with timing, email template, SMS template, interview status, and apply mode controls
Reminder rules define when to send email or SMS reminders, which templates to use, and which interview statuses are eligible.

Save and verify

  1. Click Save after changing schedule settings.
  2. Send or open a self-schedule link to confirm applicants only see valid booking windows.
  3. Book a test interview when you need to confirm duration, overlap behavior, group meeting capacity, or reminder rules.
  4. Check the company reminder queue if reminder delivery needs verification.