Scheduling Settings & Interview Links

Manage calendar integrations, interview scheduling, availability, reminders, and scheduling links in Discovered.

Overview

Discovered’s scheduling tools allow recruiters and hiring teams to automate interview scheduling, reduce back-and-forth communication, and create a smoother candidate experience.

Because Discovered is currently transitioning to a redesigned scheduling system, your account may see either:

The Classic Scheduling Settings experience
The New Scheduling Settings & Interview Links experience

This article covers both versions so you can quickly find the instructions relevant to your account.

The scheduling system helps teams:

Sync calendars with Google or Microsoft
Share interview scheduling links with candidates
Automatically schedule interviews
Send reminders and confirmations
Reduce no-shows
Coordinate interviews across hiring teams
Manage one-on-one and group interviews

If you use Calendly as the scheduling provider, configure the meeting location or Zoom link inside the Calendly event. If you use a Discovered-generated scheduling link, configure the meeting location in Discovered.

Which Scheduling Version Am I Using?

You Are Using the Classic Scheduling System If:

You manage scheduling primarily from your user profile
You only have a single scheduling link
You do not see sections like:
- Scheduling Links
- Manage Interviews
- Access Control
- Manage Calendars

You Are Using the New Scheduling System If:

You see a dedicated Scheduling Settings page
You can create multiple scheduling links
You can configure interview reminders
You see sections such as:
- General Settings
- Scheduling Links
- Manage Interviews
- Access Control
- Integrations
- Manage Calendars

Before Using a Hiring Manager’s Scheduling Link

The hiring manager must have their calendar connected to Discovered before using a Discovered-generated Scheduling Link.

If a user becomes the Job Posting Owner but has not connected their calendar, the Default Scheduling Link token may appear blank when the message is sent to the candidate.

For this reason, changing the Job Posting Owner is not required simply to send another user’s scheduling link. Instead, select that user’s specific Scheduling Link token in the message or sequence.

Classic Scheduling Settings

Overview

The Classic Scheduling System allows users to connect their calendar and share a scheduling link with candidates for interview booking.

This version supports:

Google and Microsoft calendar integration
Basic availability management
Scheduling link sharing
Automated calendar syncing

Setting Up Classic Scheduling:

1. Connect Your Calendar

Navigate to:
Profile Settings → Calendar Settings

Connect either:

Google Calendar
Microsoft Calendar

Once connected, Discovered can:

Detect your availability
Create interview events
Sync scheduled meetings automatically

2. Configure Availability

Set:

Available interview hours
Time zone preferences
Meeting buffers between interviews

This controls when candidates can schedule meetings with you.

3. Share Your Scheduling Link

Once configured, your scheduling link can be:

Sent manually to candidates
Used in automations and templates
Added to interview workflow messages

Candidates can select available times directly from your calendar.

4. Candidate Scheduling Experience

When candidates open the link:

They see your available time slots
They choose a meeting time
The meeting is automatically added to your calendar

Discovered automatically syncs the scheduled interview with the candidate profile.

New Scheduling Settings & Interview Links

Overview

The redesigned Scheduling Settings system centralizes all interview scheduling tools into a single workspace with significantly more flexibility and automation.

This version includes:

Multiple scheduling links
One-on-one and group interviews
Automated reminders
Teams, and Google Meet integrations
Shared scheduling visibility
Team interview management
Advanced availability controls
Candidate rescheduling and withdrawal tools

Step-by-Step Setup (New Version)

1. Access Scheduling Settings

Navigate to:

Profile Settings → Scheduling Settings

If your email/calendar is not connected yet, you will first be prompted to integrate:

Google
Microsoft

2. Configure General Availability

Inside General Settings, configure:

Time zone
Interview buffers
Earliest scheduling notice
Maximum booking window
Weekly availability hours

You can also:

Create multiple availability windows in one day
Copy schedules across multiple days

Example:

9:00 AM – 12:00 PM
1:00 PM – 4:30 PM

3. Create Scheduling Links

Inside Scheduling Links:

Click Create Scheduling Link
Select an interview type:
- Phone Interview
- Video Interview
- In-Person Interview
- Group Interview

You can create multiple scheduling links for different recruiting workflows.

Each link can include:

Meeting duration
Interview location
Guests/interviewers
Interview descriptions
Calendar integrations

Also you can allow team members to share scheduling links.

4. Add Interview Guests

If you need to schedule more than one interviewer, you just have to add them in the "Guests" field.

Once your Scheduling Link has been generated, you can select the interview type, video platform, location, and the guests in the Interview details section.

You can find it when you add a scheduling link token while creating a message:

5. Configure Interview Reminders

The new scheduling system supports automated reminders via:

You can configure reminders:

Minutes before interviews
Hours before interviews
Days before interviews
Weeks before interviews

Reminders automatically update if interviews are rescheduled.

6. Add a Scheduling Link to a Sequence (Optional)

Open a sequence, automation message, or scheduling communication
Inside the message editor, click + Token
Expand the Scheduling Links section
Select the scheduling link you want to insert into the message

The selected scheduling link will automatically be embedded into the message sent to candidates.

Note: Shared scheduling links only appear if another user has enabled visibility sharing for their scheduling links. Users must be on the new scheduling system to access this feature. If no shared links appear, it may mean no other users have granted access to their scheduling links yet.

7. Connect Meeting Platforms

Under Integrations, connect:

Microsoft Teams: If the hiring manager wants candidates to receive a Microsoft Teams meeting link, configure Microsoft Teams as part of that hiring manager’s Scheduling Link. Once the Scheduling Link is configured with the appropriate meeting details, insert that specific Scheduling Link token into the email, sequence, or Processing automation.

You do not need to paste the Microsoft Teams URL manually into every email template.

Google Meet

Once connected, Discovered can automatically generate:

Meeting links
Join instructions
Video conference details

These are inserted directly into interview invitations.

8. Manage Interviews

Inside Manage Interviews, users can:

View upcoming interviews
Filter personal or team interviews
Edit interviews
Cancel interviews
Modify reminders
Reschedule meetings

Team interviews allow recruiters to see interviews booked with other users assigned to the same job.

9. Access Control

Inside Access Control section, users can:

Allow Discovered to configure your scheduling settings on your behalf.
Allow admin users on your company's account to configure your scheduling settings on your behalf.

Use Different Scheduling Links for Different Jobs

If your company uses different calendars or interview types for different roles, you can configure multiple scheduling links and select the appropriate link in each job's Processing workflow.

For example, you may use one scheduling link for field positions and another for remote sales interviews.

1. Create or Verify Your Scheduling Links

Go to My Profile → Scheduling Settings → Scheduling Links.

Create or review each scheduling link you need. Each link can point to a different scheduling experience, including an external scheduling page.

For example:

Cleaning Specialist → your cleaning interview calendar
Remote Sales → your remote sales calendar

If you're using an external scheduling link, such as Google Calendar or another scheduling provider, the available appointment times and rescheduling rules are controlled by that external calendar—not by Discovered.

2. Open the Job You Want to Configure

Go to the appropriate job posting and open the Processing tab.
Select the status where candidates receive the invitation to schedule, such as Invitation to Schedule.
Open the message or messaging sequence associated with that status.

3. Select the Correct Scheduling Link Token

When editing the message, click Tokens and locate your scheduling links.
Instead of using the generic Default Scheduling Link token, select the specific scheduling link you want candidates for that job to receive.

For example:

Cleaning jobs → Cleaning Specialist Scheduling Link
Remote Sales jobs → Remote Sales Scheduling Link

The scheduling link is selected within the messaging sequence for that job. This allows different jobs to use different scheduling links even when they belong to the same Discovered account.

4. Check the Default Scheduling Link

If your message uses the Default Scheduling Link token, Discovered will insert whichever scheduling link is currently configured as the account/user default.

This is important when you have multiple scheduling links.

For example, if Cleaning Specialist is your default scheduling link, a Remote Sales message that uses the Default Scheduling Link token may send the Cleaning Specialist calendar instead.

For job-specific scheduling, select the named scheduling link token instead of the default token.

5. Verify the Message Before Processing Candidates

Before moving candidates into the scheduling status:

Open the message or sequence.
Confirm that the correct scheduling link token is included.
Save your changes.
If possible, test the workflow before sending it to a larger group of candidates.

Using an External Scheduling Link

You can also paste an external scheduling URL directly into the message instead of using a scheduling link token.

This can be useful when the same external URL will always be used for that job.

However, using a named scheduling link token is generally easier to manage because you can update the saved scheduling link without manually editing every message that uses it.

When using an external scheduling provider, Discovered only sends candidates to that URL. Availability, appointment times, and rescheduling behavior are controlled by the external provider.

Using a Hiring Manager’s Scheduling Link in Messages and Sequences

If candidates need to schedule directly with a specific hiring manager, the hiring manager should first connect their calendar and create their own Scheduling Link in Discovered.

Make sure the hiring manager has connected their calendar to Discovered.
Go to Scheduling Settings and confirm that the hiring manager has created the Scheduling Link they want to use.
Review the Scheduling Link settings and confirm the meeting type, availability, location, and meeting details are configured correctly.
Open the email, sequence, or Processing status where the scheduling invitation is sent.
Open Tokens and select the hiring manager’s specific Scheduling Link token.
Save the message or automation.

Candidates receiving that message will be sent the selected hiring manager’s Scheduling Link.

Important: Using the Default Scheduling Link token may not send the intended hiring manager’s link. For workflows that need to route candidates to a specific person, select that person’s specific Scheduling Link token instead.

Using Calendly vs. Discovered-Generated Scheduling

The location and video meeting details depend on which scheduling provider the candidate uses to book the interview.

If you use a Discovered-generated scheduling link:
Configure the meeting location in Profile → Scheduling Settings. If you use an integrated meeting provider such as Google Meet or Microsoft Teams, Discovered can include those meeting details in the interview invitation.

If you use Calendly:
Configure the meeting location, Zoom link, or video conferencing integration directly in the corresponding Calendly event.

Discovered can send candidates to your Calendly scheduling link, but the meeting details for a Calendly booking are controlled by the Calendly event.

Before inviting candidates, we recommend completing a test booking to confirm that the expected meeting link appears in the calendar invitation.

Group Interviews (New Version Only)

The new scheduling system supports group interview scheduling where multiple candidates can book the same session.

Instead of selecting from general availability, candidates choose from predefined group interview sessions.

Features include:

Maximum attendee limits
Shared interview sessions
Candidate self-scheduling
Session rescheduling
Candidate withdrawal options

This is ideal for:

Hiring events
Campus recruiting
High-volume interviews
Group information sessions

Scheduling Tokens & Automations (New Version Only)

Scheduling links can be inserted dynamically into:

Email templates
Automations
Workflow messages

Options include:

Sender’s default scheduling link
Specific interview links
Shared team scheduling links

This allows automations to personalize interview scheduling automatically depending on who sends the message.

Candidate did not receive the Zoom link

Confirm whether the candidate booked through Calendly or a Discovered-generated scheduling link.
If using Calendly, check the Location settings of the Calendly event.
If using Discovered scheduling, check the Location and meeting integration in Scheduling Settings.
Confirm the correct scheduling link token is included in the interview message.
Complete a test booking to verify the candidate experience.

Edit Interview Reminder Messages

To review or update the reminder messages associated with a Scheduling Link:

Go to My Profile.
Open Scheduling Settings.
Locate Scheduling Links.
Open the Scheduling Link you want to update.
Review the configured interview reminder messages.
Edit the reminder content as needed.
Click Save.

Reminder settings are configured separately for each Scheduling Link.

Why This Matters

Discovered’s scheduling tools reduce scheduling friction and improve candidate engagement by automating interview coordination.

This helps teams:

Reduce manual scheduling work
Eliminate back-and-forth emails
Improve candidate experience
Decrease interview no-shows
Coordinate hiring teams more efficiently
Scale interview scheduling across large pipelines

The new scheduling experience expands these capabilities even further with advanced automation, reminders, and team collaboration tools.

Use Cases

Recruiters: Send scheduling links directly from workflow automations.
Hiring Managers: Coordinate interview availability across teams.
High-Volume Hiring: Run group interview sessions with multiple candidates.
Distributed Teams: Use Teams, or Google Meet integrations for remote interviews.
Recruiting Operations: Standardize scheduling workflows and reminders across hiring teams.

Best Practices

Connect your calendar before configuring scheduling links
Verify your time zone settings carefully
Test scheduling links before sending them to candidates
Use separate scheduling links for different interview types
Configure reminders to reduce candidate no-shows
For group interviews, clearly define attendee limits and session times
Use scheduling tokens in automations for scalable workflows

What Happens Next

Once scheduling is configured:

Candidates can self-schedule interviews
Meetings sync automatically with your calendar
Interview reminders send automatically
Scheduling activity appears inside candidate profiles
Hiring teams can coordinate interviews more efficiently

For users on the new scheduling system:

Multiple scheduling links become available
Group interview management is enabled
Team interview visibility improves collaboration
Automated reminders and integrations streamline scheduling even further

With Discovered Scheduling Settings, your hiring team can automate interview coordination, improve candidate experience, and scale recruiting operations more efficiently — whether you’re using the classic or redesigned scheduling system.