wiki content export 2026-03-24

content/wiki/hub/admin/05-interview-scheduling.md

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+# Interview Scheduling
+
+Interview scheduling is handled through Cal.com integration. When applicants book interviews through Cal.com, the booking data flows into Cohort-OS automatically via webhooks.
+
+## Prerequisites
+
+Cal.com must be configured with the correct webhook URL and cohort ID. This is set up by system administrators.
+
+## How It Works
+
+Cal.com sends webhook events to Cohort-OS when bookings are created, rescheduled, or cancelled. The system matches bookings to applications by the applicant's email address.
+
+### Booking Created
+
+When an applicant books an interview:
+
+1. The system looks up the application by matching the booking email to the applicant's contact email.
+2. If a match is found, the interview schedule data (date, time, meeting link) is saved to the application.
+3. The application status updates automatically -- for example, from `waiting_first_round` to `first_round_scheduled`.
+4. The current stage is synced to match the new status.
+
+### Booking Rescheduled
+
+When an interview is rescheduled, the schedule data (date, time, meeting link) is updated on the application. The application status is not changed.
+
+### Booking Cancelled
+
+When an interview is cancelled:
+
+- The schedule data is cleared from the application.
+- If the application is currently in a `*_scheduled` status, it reverts to the corresponding `waiting_*` status.
+- Applications in other statuses keep their current status.
+
+## Orphaned Interviews
+
+If a Cal.com booking email does not match any application in the cohort, the booking becomes an "orphaned interview." When this happens:
+
+- The booking is saved to an orphaned interviews table.
+- Org admins receive an email alert with the booking details.
+- An **Orphaned** warning badge appears on the **Applications** tab filter bar with a count of unmatched bookings.
+
+To resolve orphaned interviews, click the **Orphaned** badge to open the matching modal. From there you can manually match the booking to the correct application.
+
+## Interview Status on Applications
+
+The **Pipeline** column on the **Applications** tab shows interview scheduling information:
+
+- Applications in `waiting_first_round` or `waiting_second_round` show they are awaiting scheduling.
+- Applications in `first_round_scheduled` or `second_round_scheduled` show the scheduled interview date and time.
+- Past interview dates appear with strikethrough text.
+
+:::info
+Webhook events are deduplicated using the Cal.com event ID. Processing the same event twice has no effect. Applications in terminal statuses (`accepted`, `waitlist`, `declined`) do not have their status changed by new bookings.
+:::