S Skillsheet Docs

Scheduling Interviews

Skillsheet integrates with Cal.com to provide seamless interview scheduling. Candidates can book time directly on your calendar, eliminating the back-and-forth of finding a mutual time.

Cal.com Integration Overview

Cal.com is an open-source scheduling platform that powers Skillsheet’s interview booking system. Through this integration, you can:

  • Create scheduling links tied to specific interview types
  • Let candidates self-book based on your real-time availability
  • Sync with your existing calendar (Google Calendar, Outlook, or Apple Calendar)
  • Send automated reminders and confirmations
  • Manage all bookings from within Skillsheet

Setting Up Cal.com

Auto-Configuration

During onboarding, Skillsheet offers to set up Cal.com for you automatically:

  1. When prompted during onboarding, click Set Up Scheduling.
  2. Skillsheet creates a Cal.com account linked to your Skillsheet profile.
  3. Connect your work calendar so Cal.com can read your availability.
  4. Set your default availability hours (e.g., Monday through Friday, 9 AM to 5 PM).
  5. Your scheduling link is generated and ready to use.

Manual Configuration

If you already have a Cal.com account or prefer to set it up yourself:

  1. Go to Account Settings > Integrations.
  2. Click Connect Cal.com.
  3. Enter your Cal.com API key or sign in to authorize the connection.
  4. Select which calendar to use for availability checking.
  5. Click Save.

Once connected, your Cal.com event types will be available within Skillsheet.

Scheduling links are the URLs you share with candidates so they can book interviews. Each link corresponds to an event type in Cal.com.

Creating an Event Type

  1. Go to Account Settings > Scheduling or manage event types directly in Cal.com.
  2. Click New Event Type.
  3. Configure the event:
    • Title — e.g., “30-Minute Phone Screen” or “Technical Interview”
    • Duration — Set the length of the meeting (15, 30, 45, or 60 minutes).
    • Location — Choose the meeting format: video call (Zoom, Google Meet), phone, or in-person.
    • Buffer time — Add buffer time before or after meetings to avoid back-to-back bookings.
    • Availability — Define which hours are available for this event type.
  4. Click Save.

The scheduling link is automatically generated and can be copied from the event type settings.

Sending Scheduling Invites to Candidates

There are multiple ways to send a scheduling link to a candidate:

From the Pipeline

  1. Open a candidate’s profile in the Pipeline.
  2. Click the Schedule Interview button.
  3. Select the event type (e.g., “Phone Screen” or “Technical Interview”).
  4. Skillsheet sends the candidate an email with the scheduling link and instructions.

From Email

  1. While composing an email in the Inbox, click the Insert Scheduling Link button in the toolbar.
  2. Select the event type.
  3. The link is embedded in your email body. The candidate clicks it to choose a time.

Manual Sharing

Copy your scheduling link from Account Settings > Scheduling and paste it into any message, chat, or platform.

Calendar Sync and Availability

Skillsheet relies on Cal.com’s calendar sync to ensure candidates only see times when you are genuinely available.

How Sync Works

  • Cal.com reads your connected calendar in real time.
  • Any event on your calendar (meetings, focus time, personal events) blocks that time slot from being booked.
  • If you use multiple calendars, you can connect all of them so every conflict is accounted for.

Updating Your Availability

To change your available hours:

  1. Go to Account Settings > Scheduling > Availability.
  2. Adjust your weekly schedule by day and time range.
  3. Add date-specific overrides for holidays, vacations, or non-standard days.
  4. Click Save.

Changes take effect immediately for all future bookings.

Interview Reminders

Skillsheet and Cal.com send automatic reminders to both you and the candidate:

  • 24 hours before — An email reminder with the meeting details and join link.
  • 1 hour before — A follow-up reminder.
  • At the scheduled time — A calendar notification from your synced calendar.

Reminder settings can be customized in Cal.com under the event type’s Notifications settings.

Canceling or Rescheduling Bookings

As a Recruiter

  1. Go to Pipeline and open the candidate’s profile.
  2. Find the scheduled interview in the Activity tab.
  3. Click Cancel or Reschedule.
  4. If rescheduling, select a new event type or let the candidate pick a new time.
  5. The candidate is notified automatically.

Candidate-Initiated Changes

Candidates can also reschedule or cancel from the confirmation email they received when booking. Cal.com handles the update and notifies you.

Tips for Smooth Scheduling

  • Keep your calendar up to date. Block personal time and focus hours so candidates only see truly available slots.
  • Use buffer time. A 10-15 minute buffer between interviews gives you time to take notes and prepare.
  • Name event types clearly. Candidates see the event title when booking. “30-Minute Phone Screen with [Your Company]” is clearer than “Meeting.”
  • Set booking limits. In Cal.com, you can limit the number of interviews per day to prevent overloading your schedule.
  • Test your link. Open your own scheduling link in an incognito window to see what candidates experience.