When an interview request is sent but there are no open interview times (OITs) on the interview attendee's calendars, a candidate moves to the No Availability status. The system behavior for moving a candidate to No Availability and the subsequent actions depends on the original scheduling flow and the candidate's last action.

Falling into No Availability

Candidates can fall into the No Availability status in the following use cases:

• Interviews with only one interview attendee: When a candidate is in the No Availability status, your AI Assistant will reach out to the interviewer that does not have availability and request for them to add more open interview times to their calendar. Your AI Assistant will provide the user with a link to update calendar times, giving them access to updating their interview availability without even going to the OITs on the CEM.
• Panel, Sequential, & Round Robin Group (RRG) Interviews: When a candidate is in the No Availability status and there is more than one attendee on the interview, your AI Assistant will reach out to the interview owner (the user that sent the scheduling request) to work with the attendees to provide more time.

No Availability logic

Add availability logic for interviewers

When a candidate falls into No Availability, a message will be sent out to interviewers to make sure more availability is added. The configuration of this message depends on whether there are multiple attendee’s on the interview request.

• One Attendee – The attendee will receive the More Availability Needed email to the attendee for the first candidate. If the attendee doesn’t add OITs, your AI Assistant doesn’t send additional emails for candidates that fall into No Availability afterwards. The attendee will, however, receive a reminder after 48 hours.
• Multiple Attendees – The interview owner will receive the Interview Action Needed email.
  • Note: Attendees must have overlapping availability for panel interviews.

Email reminders and system actions

• Your AI Assistant will look for the interview attendees' availability every 6 hours for a period of 14 days.
• Your AI Assistant will send reminders to the interviewer to add OIT every two days for those 14 days, so seven reminders will be sent.

Adding OIT before the 14 day window ends (assistant reengages candidates)

If more OIT is added to the interviewer's My Calendar or a connected calendar within a period of 14 days, then your AI Assistant will re-engage the candidate to schedule the interview. Your assistant will also check every six hours for newly available times created by changes in a connected calendar for all interview types (Single, Panel, Sequential, Round Robin Groups) and for interviews started via any scheduling method, including those manually scheduled, scheduled through an API integration, through auto-scheduling via conversations, journey targeting, jobs, and campaigns.

Adding OIT after the 14 day window ends (no reengagement occurs)

If the user adds more OIT after this 14-day window, then your AI Assistant will no longer automatically schedule an interview for that candidate. It must be done manually. Click here to learn how to manually schedule an interview.

The interview status will fall into No Availability in case the interview meets these conditions:

• The interview is with a single attendee.
• The attendee isn’t the interview owner.
• The attendee has no more OITs to interview.

Candidate tries to pick a time in an Interview Pending status

When the candidate tries to pick a time in an Interview Pending status, but the attendees have no more OITs to interview, then your AI Assistant will show the No More OITs message and the interview status will fall into No Availability.

Candidate tries to reschedule their interview

When the candidate tries to reschedule a scheduled interview but the attendees have no more OITs to interview, then your AI Assistant will ask for confirmation that the candidate wants to cancel the current interview.

If the candidate confirms that they want to cancel the current interview, then the interview status will fall into No Availability. Your AI Assistant will send the More Availability Needed and the Interview Action Needed emails based on if one or multiple attendees, respectively, are scheduled. Your AI Assistant may reengage the candidate based on the Assistant reengages candidates logic above.

Auto-Invite to Interview feature

If the candidate meets the condition of the interview, your AI Assistant will send the interview request. However, if the interview attendees have no more OITs and haven't added additional availability 14 days after the interview was first initiated by your AI Assistant, then the interview status will fall into No Availability and an interview will need to be manually scheduled by the user. 

Because the Auto-Invite to Interview feature has no interview owner, then your AI Assistant does not send out a More Availability Needed or Interview Action Needed email in this case.

Your AI Assistant will send the Re-engage with Updated Availability message when at least one attendee adds more OITs for panel interviews.

Scheduling timeline conflicts

When configuring scheduling timelines, if both user-level and Journey Targeting timelines are in use (and company-wide timelines are disabled), conflicts can occur if user-level timelines are narrower than Journey Targeting timelines. In these cases, the No Availability re-engagement logic may not trigger as expected. To ensure Journey Targeting timelines take precedence and candidates are properly re-engaged, set user-level timelines to be broader than Journey Targeting timelines. This ensures the system uses the intended timeline for re-engagement logic.