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Once your availability is set up, you can send a booking link to a candidate or referee directly from their record. They’ll receive an email with a link to choose a time from your available slots.

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Sending a scheduling invite

From the candidate’s detail page, go to the Interviews or References tab and click Send Scheduling Invite. The invite modal asks for: Recipient — for interviews, this is pre-filled with the candidate’s name and email. For reference checks, select which referee you’re scheduling with — their details are pre-filled from the application form. Invite type — Interview or Reference Check. This labels the appointment in confirmation emails and on your schedule. Weeks ahead — how many weeks of availability to show the recipient. For example, setting this to 2 shows available slots for the next two weeks only. Reminder — how many hours before the appointment to send an automatic reminder email to both parties. Personal message — an optional note included in the invite email, visible to the recipient before they book. Once you click Send, the invite email is sent immediately. The email includes your centre’s branding, a summary of what the booking is for, and a button linking to the booking page.

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The candidate’s booking experience

The recipient clicks the link in their email and arrives at a clean two-panel booking page — no login required. The left panel shows your name, the appointment type, and the duration. The right panel shows a calendar to pick a date and then the available time slots for that date, all in New Zealand time. After selecting a slot, they enter their name and email to confirm. The slot is then booked — both you and the recipient receive a confirmation email with the appointment details and a calendar file (.ics) to add to your calendar app. If a slot is taken between them viewing it and confirming, they’re shown a message and asked to choose another time.

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Managing booked appointments

Booked appointments appear in your My Schedule week view. From the appointment card you can:
  • Download the .ics file — to add the appointment to your calendar if you haven’t already
  • Cancel the appointment — sends a cancellation email to the recipient
If the recipient needs to reschedule, the reminder email they receive includes a reschedule link. They can pick a new slot themselves without contacting you — you’ll receive a new confirmation email when they do.

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Cancelling an invite

If you need to cancel an invite before it’s been booked — for example, if the role has been filled — open the relevant tab on the candidate’s record and cancel the pending invite. The invite link becomes inactive immediately.