The problem:

Booking one interview took a chain of emails stretching across days

Kaitlin Ford is HR Manager at Olympus Insurance, a property and casualty insurance company based in Florida. With a team of two managing recruitment across a 130-person company in a high-turnover industry, every hour spent on admin counts.

Olympus Insurance has run its hiring on Paycor ATS for three years, and it's the operational backbone of the team's recruiting work. "We have it soup to nuts, the whole package. We love the ATS system because everything is integrated in there. It emails candidates through the platform, tracks everything, and has been a really great tool for compliance."

One part of the hiring process was still eating up time: interview scheduling. Before Cronofy, booking a single interview meant a long email chain.

Before, we were reaching out to candidates asking for their availability. They'd email back. We'd look at our calendar, see what's available, email them back asking, 'Hey, does this time work?', they'd email us back. So many touch points.

The team tried Calendly, but it only booked onto one person's calendar. Olympus Insurance needed visibility across the whole HR team: who's coming in, how many phone screens are scheduled, what the week looks like. And every interview booked outside the ATS still had to be added to Paycor by hand.

The solution:

Candidate self-scheduling inside Paycor, with visibility for the whole team

With Cronofy's interview scheduling integrated into Paycor, candidates now pick their own interview time from real-time availability. Every booking lands on the team's shared HR calendar and is recorded in Paycor automatically.

We have a shared HR calendar so across the team we can see what's going on. Calendly didn't give us that visibility. We also had to add notes back into Paycor manually. Cronofy has been really great because it does all that work for us.

For a small HR team, the compliance and tracking side of recruiting matters as much as the hiring itself. Cronofy handles both.

It has eliminated the back and forth and the extra steps of making sure all the stages in the recruiting process are documented. That's such a big thing – all the compliance, all the tracking that comes with HR. It has eliminated a lot of the admin work so we can focus on the real work of connecting with candidates.

The result:

Nine interview requests sent in 30 minutes, five booked by morning

The pace of scheduling is where the change shows most clearly. When Olympus Insurance opened five internships, Kaitlin sent out the interview requests at the end of her day.

We just opened five internships last week, and I sent out nine interview requests yesterday about 30 minutes before I left work. I've already got five of them on my calendar, and they're recorded in Paycor. Beautiful.

Candidates have noticed the difference too.

A couple of candidates have told us, 'I love that I could self-schedule, this was a really easy process, really seamless.' We're in that age of technology where people want to get things done quickly, and it's been a really well-received experience.

Kaitlin's advice to teams still scheduling the old way is direct.

I would highly recommend this tool. It takes a lot of the paperwork side out of the process, and it streamlines things so there are fewer touch points. No more 'I missed that candidate's email about their availability' or 'three candidates said they're free Monday at 10:00 but I can't interview all three at the same time.' It has really helped our small team, and I can imagine it would help a larger organization as well.

Watch the full conversation between Kaitlin and Cronofy's Head of Sales and Partnerships Mark Ridderhof:

Cronofy brings candidate self-scheduling into Paycor, so interviews get booked in minutes and sync straight back to your ATS. No new tool, no extra logins.