Set Up an AI Scheduling Agent to Kill the Back-and-Forth

GoodTime pulls candidate records, requisitions, and hiring stages straight from your ATS, so this connection has to exist first.

1. In your ATS admin settings, find the integrations or third-party scheduler section (naming varies by ATS; in some systems it's under Admin → Integrations)
2. Enable the GoodTime connection and save
3. Confirm with your GoodTime account rep or support that the sync is active

What you should see: Candidate profiles and open requisitions from your ATS appearing inside GoodTime without you re-entering anything. Troubleshooting: If nothing syncs after enabling the integration, check with your ATS admin. Some ATS platforms require the connection to be approved on both sides before data flows.

Every interviewer who'll be scheduled through GoodTime needs their calendar connected.

1. Send GoodTime's calendar-connection invite to each interviewer, or have them connect through their own account settings
2. Confirm each interviewer links either Google Calendar or Microsoft Outlook
3. Set expectations with your team that calendar hygiene now directly affects scheduling accuracy. Stale calendars produce bad bookings

What you should see: A dashboard list of connected interviewers with a green or active status next to each name.

Rather than scheduling one interview at a time by hand, you set up the structure once.

1. Create an interview type for each stage in your loop (phone screen, panel round, onsite)
2. For panel rounds, assign the specific interviewers or a tagged group of interchangeable interviewers to that stage
3. Set each interviewer's available hours and any blackout periods (PTO, focus time) so GoodTime never books outside them
4. Add buffer time between meetings if your team needs a few minutes to reset

What you should see: A configured list of interview types, each tied to specific interviewers and their availability windows.

For panels where more than one person could reasonably fill a slot, this keeps a single unavailable interviewer from stalling the whole booking.

1. Tag interchangeable interviewers into a group (for example, "Data Analyst Panel Backups")
2. Enable automatic replacement for that interview type, requiring at least two alternates in the group
3. Confirm the swap logic by checking a test booking against the group

What you should see: A booking that automatically pulls from the backup group when a primary interviewer's calendar shows a conflict.

Start with one requisition rather than flipping every open req over at once.

1. Pick a req that's mid-pipeline with candidates ready to schedule
2. Confirm the interview type and panel are correctly configured for that req's stage
3. Let GoodTime take over scheduling for that req and monitor the first few bookings closely

What you should see: Candidates receiving self-scheduling links or confirmed times automatically, without you drafting a single scheduling email.

1. Check bookings daily at first to confirm times, time zones, and locations are landing correctly
2. Watch for any interviewer whose calendar isn't staying current. That's the most common reason a booking goes wrong
3. Once you're confident it's working reliably, expand to your other open reqs

What you should see: Fewer scheduling emails in your own inbox each day, and interview confirmations appearing without your involvement. Troubleshooting: If a booking lands wrong (wrong time zone, double-booked interviewer), the root cause is almost always an outdated calendar. Fix the calendar sync before assuming the tool itself is broken.