Reducing Interview No-Shows: The Role of Interview Scheduling Technology

You’ve been ghosted. So now what?

Hiring managers face the challenge of reducing interview no-shows, which can be a significant drain on time and resources. No-show rates for job interviews can range from 20%-50% depending on the industry. Interview no-shows not only disrupt the hiring process but also lead to delays in filling positions.

Here’s the good news: Interview scheduling technology streamlines the scheduling process, improves communication with candidates, and increases the likelihood of candidates showing up for their interviews.

Why Interview No-Shows Happen

You sorted through resumes, contacted your top candidate, scheduled their interview, and then poof… no-show. So why did this happen? There are a few possibilities:

1. Candidates ghost or accept other offers: Some candidates may get another job offer and forget to let you know. Or they may feel uncomfortable letting you know if the job doesn’t seem like the right fit. They may even not show up because they think there is a lack of transparency in the hiring process.
2. Poor communication or confusing scheduling details: Candidates want clear, fast communication from a prospective employer. And in this fast-paced world we live in, they want simple, click-of-a-button scheduling ease. Without these, there is a good chance they will very quickly move on.
3. Lack of reminders or follow-up: In the age of one-click applications, many candidates have applied to a number of positions. If you don’t provide scheduling reminders and timely follow-up, it is likely your candidate will fade off into the night.

Interview no-shows are extremely frustrating for recruiters, disrupt the hiring process, and waste valuable time.

Role of Interview Scheduling Technology in Reducing No-Shows

Although there is no way to completely eliminate interview no-shows, implementing interview scheduling technology can greatly reduce your percentage of no-shows.

• Automated Reminders and Follow-Ups: Scheduling software has the capability to send automated reminders (via email, SMS, etc.) to candidates, reducing the likelihood of forgotten appointments. Sending multiple reminders via several channels can improve show-up rates.
• Simplified Rescheduling for Candidates: Life happens. But rescheduling interviews doesn’t have to be difficult. When a candidate can politely send an email and click a button to choose a new date and time, they are much more likely to attend the interview.
• Calendar Syncing: Ensure all interview schedules are automatically updated across recruiter and candidate calendars in real-time (even with complex multi-interviewer and multi-location scenarios). This eliminates manual scheduling complications, double bookings, time zone confusion, and helps provide clarity. With calendar syncing, everyone stays on the same page, making the process smooth and hassle-free.
• Integration with an ATS: Scheduling tools can even go a step further with ATS integration. When scheduling tools are synced with both the candidate and recruiter calendars and Applicant Tracking Systems (ATS), you ensure a seamless process, negating the likelihood of no-shows.
• Self-Scheduling Capabilities: Let’s be real… everyone in every aspect of life today craves convenience. Candidates are no different. When a candidate can simply click a button and choose an interview time slot, your attendance rates skyrocket.

A Real-World Scenario

Let’s take a look at the process as a whole.

Devon is ready to move on from his current position. He proceeds through the typical steps – scans job boards and social media, finds some job descriptions that sound like great fits, and sends over his resume and application.

Job #1 sends him an email, asking for times to schedule an interview. He responds, and none of his options sync with the recruiter, and this back-and-forth email process continues for three days until they settle on a date and time, 1 PM next Wednesday. Devon puts the interview on his calendar.

Job #2 sends an email with a link included to choose from several interview date and time options. He clicks on the one that works best for his schedule, 7:00 pm this Friday, and the meeting immediately syncs with his and the recruiter’s calendar. Job #2 uses interview scheduling technology.

Devon receives a text message and email reminder both the day before and the morning of his scheduled interview from Job #2. He leaves work on Friday, goes home, and sits down at his home office to jump on his computer for the interview. He finishes the interview with enough time to meet his friends for dinner. Saturday morning he receives a follow-up email regarding the next steps in the process and immediately chooses a time slot for his next interview (which once again syncs to his calendar) and starts prepping.

For the recruiter at Job #2, the process is equally seamless. They barely have to lift a finger to schedule Devon’s interview, as the system handles the logistics. Once Devon selects his time slot, it automatically updates all participant’s calendars, saving them the hassle of back-and-forth emails. The automated reminders ensure participants are prepared and present, and the self-scheduling capability means the recruiter can focus on evaluating candidates rather than coordinating interviews. This efficiency allows them to dedicate more time to strategic tasks, like finding the right fit for the role and ensuring a positive hiring experience for all candidates.

Wednesday arrives and Devon gets stuck in a time-sensitive meeting and is unable to make a 1:00 interview work. He quickly sends an email apologizing for the inconvenience and asking to reschedule, then heads back to his meeting. The next day, Job #1 sends him rescheduling options, none of which work for him and he tables it for the time being. Work is busy and Devon simply does not respond to rescheduling.

So who wins in this scenario? Obviously Job #2 AND Devon. Job #2 spent minimal time and therefore resources on moving Devon through the recruitment process. They had done their homework, tracked show rates and patterns, and optimized their process to win their top candidate. Devon won because he received the ideal candidate experience and the convenience of not disrupting his day-to-day life to find a new job.

Be Job #2 & Win the Race for Top Talent with interviewstream

Job interviews are crucial moments where candidates have the opportunity to present themselves and potentially secure a new role. However, interview no-shows are a frustrating phenomenon for recruiters. By understanding the factors that create no-shows, you can take the steps necessary to streamline your recruitment process with the right technology and help ensure you get face-to-face with your top candidates.

Reach out for a demo today, to see how interviewstream’s scheduling technology can assist you in always playing the role of the top job offer!

About The Author

Drew Whitehurst is the Director of Marketing, RevOps, and Product Strategy at interviewstream. He's been with the company since 2014 working in client services and marketing. He is an analytical thinker, coffee enthusiast, and hobbyist at heart.