wiki_ghostguild/content/wiki/hub-user-guide--interview-scheduling.md

title	collection	path	parentDocument	outlineId	createdBy
Interview Scheduling	Hub User Guide	Hub User Guide/Admin Guide/Interview Scheduling	Admin Guide	5b616a12-b83b-4172-a3c2-820424f1e927	Jennie R.F.

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.

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