Scheduling with Round Robin Groups
Updated at August 25th, 2026
Table of Contents
Round Robin Groups can be used with both auto-scheduling and manual scheduling.
Auto-scheduling configuration
When the Phone/Virtual Interview Distribution toggle is off in the Round Robin Group's settings, the system will not check user permissions for location when scheduling phone or virtual interviews via a Round Robin Group. This means users may be scheduled for interviews at locations they do not have access to. To ensure location-based permissions are enforced, make sure this toggle is enabled.
Round Robin Groups can be selected in Job Management/Group Management, Conversation Builder, and/or Journey Targeting, depending on where you have auto-scheduling configured for your account.
Job/Group Builder
For those using jobs or groups, users with full access to Job Manager or Group Management can configure auto-scheduling on a job or group, respectively. To do this,
- Select All Apps menu in the top left corner of the header and then Settings in its drop-down menu.
- When the Settings page opens, either select Job Manager under the Jobs section to update a job or select Group Management under Permissions to update a group of jobs.
- Open the preferred job category and then job or group, depending on the page you are on.
- Navigate to the Candidate Journey section.
- Scroll down to the Scheduling stage.
- Select Auto-Schedule as the Interview Type.
- Choose the preferred Round Robin Group from the Attendees selector.
IMPORTANT NOTES:
- If the interview type of the job does not match the interview type of the users in the Round Robin Group, then your AI Assistant will not schedule an interview for those users. The interview type listed on the job will override anything users have as their profile preference.
- Users assigned to a Round Robin Group selected for a job will not get assigned to an interview for a location they don’t have access to.
- Select Save.
- Save the section.
- Publish the job.
Conversation Builder
Round Robin Groups can also be used in conversations.
- Templated Conversation – When configuring a templated conversation, a Round Robin Group can be added to the Screening and Actions section when an interview is set to be scheduled.
- Custom Conversation – A Schedule Interview question causes an Add Interview Details button to appear at the bottom of the section where a Round Robin Group can be selected.
Journey Targeting
Under the Candidate Journey section, Round Robin Groups can be configured in place of the attendee when updating the Scheduling stage.
Manual scheduling
When the Phone/Virtual Interview Distribution toggle is off in the Round Robin Group's settings, the system will not check user permissions for location when scheduling phone or virtual interviews via a Round Robin Group. This means users may be scheduled for interviews at locations they do not have access to. To ensure location-based permissions are enforced, make sure this toggle is enabled.
As long as manual scheduling has not been disabled, a user will have the ability to manually schedule a Round Robin Group for interviews. A user with access to manually schedule a candidate's interview can add a Round Robin Group in place of an interviewer.
All members of the group will then be listed in the Interviewers section along with the group’s default settings set in Round Robin Management. From here, you can complete the following actions.
- View each user’s priority level.
- Update the Number of Attendees selection, if needed.
- Note: If you update this setting or any other settings from the scheduling slide-out drawer, then a warning will display at the bottom of the group attendees list, noting that this group no longer connects to the parent settings configured for that group in Round Robin Management.
Choose a time
When a group with prioritization is selected as an attendee and the user selects Choose Time when scheduling, then a Show high priority availability only checkbox will be checked by default, and the selectable times will only be the highest priority attendees’ available times. This setting can be deselected if needed.
For round robin groups, you can only select the Schedule over unavailable times toggle when the number of attendees matches the number of users in the round robin group. Learn more about the Schedule over unavailable times toggle here.
Ensure to click Schedule for your AI Assistant to schedule the interview.