Schedule Panel Interviews Without the Coordination Nightmare
Coordinate hiring panels in minutes, not days
WhenToMeet eliminates interview scheduling chaos by showing when all interviewers are available. Find times that work for your entire hiring panel with calendar-aware scheduling and generous free-tier limits.
The Challenge
- ✕Coordinating availability across multiple interviewers with packed calendars
- ✕Back-and-forth emails trying to find a time that works for everyone on the panel
- ✕Losing top candidates because scheduling takes too long
- ✕Double-booking interviewers who forgot to block their calendars
- ✕Managing interview schedules across different departments and time zones
How WhenToMeet Helps
See All Interviewer Availability
View when your entire hiring panel is free at once. WhenToMeet checks actual calendars so you find genuine availability, not guesses.
Schedule 10x Faster
What used to take 2-3 days of email coordination now takes minutes. Get candidate interviews scheduled while they're still interested.
Higher-Capacity Interview Panels
Coordinate interviews with 2 interviewers or 10+ stakeholders. Add unlimited participants to your poll with no per-user fees, completely free.
Automatic Conflict Detection
Connected calendars automatically show busy times, preventing double-bookings and ensuring interviewers are actually available.
Handle Distributed Teams
Hiring across offices or time zones? WhenToMeet converts all times to local zones for each interviewer automatically.
Key Features
Calendar Integration
Connect interviewer calendars to see real availability and avoid scheduling conflicts with existing meetings.
Quick Participation
Interviewers vote on availability without creating accounts—just click the link and select available times in seconds.
Shareable Interview Polls
Generate unique poll links for each candidate's interview. Share via email, Slack, or your ATS for instant coordination.
Interviewer Notifications
Get notified when panel members vote and when it's time to finalize the interview, keeping momentum in the hiring process.
Buffer Time Between Interviews
Automatically add buffer time between back-to-back interviews so interviewers have time to prepare and provide feedback.
Get Started in 3 Steps
Create interview poll
Add potential interview time slots based on your team's typical availability. WhenToMeet suggests times during work hours and detects conflicts from connected calendars.
Panel votes on availability
Share the poll link with all interviewers. They see their calendar overlay and vote on available times in under 30 seconds—no account required.
Finalize and invite candidate
Review responses to see which time works for all interviewers. Finalize the interview time with one click, and invite the candidate. The event syncs to everyone's calendar automatically.
Best Practices for Interview Scheduling
- ✓Create interview polls as soon as a candidate passes initial screening to maintain momentum
- ✓Propose 3-5 time slots to give flexibility while keeping options manageable
- ✓Set a 24-hour response deadline for interviewers to ensure quick turnaround
- ✓Enable calendar overlay so panel members can see their existing commitments while voting
- ✓For final-round interviews with executives, poll availability well in advance
- ✓Use buffer time settings to prevent interviewer burnout from back-to-back panels
- ✓Consider time zones if interviewing remote candidates or using distributed interview panels
Frequently Asked Questions
Do all interviewers need to create an account?+−
No, only the interview coordinator needs an account (which is free). Panel members can vote on their availability by simply clicking the poll link—no signup required.
How quickly can I schedule an interview?+−
Most interview polls get responses within 2-4 hours if you set a clear deadline. You can finalize the interview as soon as all panel members vote, turning days of coordination into hours.
Can I schedule multiple interview rounds for one candidate?+−
Yes! Create separate polls for each round (phone screen, technical, culture fit, etc.) to coordinate the entire interview process.
What if an interviewer has a last-minute conflict?+−
Simply create a new poll with alternative times. The quick voting process means you can reschedule within hours without losing the candidate.
Can I see who's available for each time slot?+−
Yes, you can see which panel members voted for each time slot, helping you make strategic decisions if not everyone can make the same time.
How does this integrate with our ATS (Applicant Tracking System)?+−
WhenToMeet works alongside your ATS. Once you finalize an interview time, the calendar event syncs to all participants. You can also add interview details and candidate info to the poll.
Is there a limit to how many interviews I can schedule?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. You can run regular interview scheduling workflows at no cost, with no limits on volume.
What if interviewers are in different time zones?+−
WhenToMeet automatically detects each interviewer's time zone and displays all proposed times in their local hours, eliminating confusion for distributed teams.