Scheduling by Usecase
Different teams use the Cronofy Scheduler in different ways. This article gathers quick answers for the roles that use it most — recruiting, sales, customer success, coaching, and reporting — and points to the Scheduler feature that solves each one.
For full detail on any feature mentioned here, see our Getting Started, Account & Team Setup, Scheduling & Booking, Calendar & Events, Invitee Experience, and Integrations articles.
How do I schedule interviews for a hiring manager without being on the call myself?
Use Schedule On Behalf Of. In the dashboard or extension, click the swap icon to change the host to someone else in your Organizational Unit, then send the link — the hiring manager owns the calendar event and you stay in the loop as coordinator.
A hiring manager keeps their calendar blocked out — how do I still offer real times?
Use Custom hours with “Whether I'm busy or not” when creating the request. This ignores existing busy blocks in their calendar (aside from other Cronofy events) so you can offer the times they're genuinely free to interview, even if their calendar shows them as busy by default.
How do I schedule panel interviews without chasing everyone's availability?
Set up a Selection Rule for your interview panel — a pool of people from your OU, with how many are required to attend — then use it in a scheduling request or Template. Cronofy works out the combined availability and round robins who's picked, so you're not manually cross-checking calendars.
I'm scheduling a high volume of similar interviews — how do I speed that up?
Templates and Copy Recent Requests are built for this. A Template pre-fills the host, event details, and hours for a role you schedule often; Copy Recent Requests lets you reuse the last 10 requests you created, including their tags and time selections, without rebuilding them from scratch.
How do I keep track of and report on the interviews I've scheduled?
Your Requests dashboard shows every request and its status, and you can search, filter (including by tag), and export as a .csv. OU owners and Scheduler Admins also have access to Request and Member reports.
How do I get set up to send clients a booking link?
Create an account, set your working hours, and choose a conferencing service — Cronofy will generate your personal Public Link, which you can share with clients so they can book directly into your available time.
How do I schedule interviews on behalf of a client?
Use Schedule On Behalf Of. Your client needs a Cronofy account with their availability set; you can then create the request on their behalf without being an attendee yourself. Everything, including the conferencing link, lives in the calendar invite, and either of you can reschedule from the same link.
Can I share my availability directly when reaching out on LinkedIn?
Yes — include your Public Link in your outreach message so candidates can pick a time straight away, without back-and-forth.
Can I schedule without leaving my inbox?
Yes, using the Outlook add-in or the Chrome extension for Gmail. Both let you personalize a link for a specific candidate, or override your standard working hours for someone who's hard to reach.
How do I stop the email back-and-forth with prospects?
Send your Public Link or a personalized request instead of proposing times manually — the browser extension can generate one directly from Gmail, HubSpot, or Zendesk without leaving your inbox or CRM.
More than one person needs to be on the sales call — how do I find a time that works for everyone?
Add the other attendees to the request. Cronofy checks their synced calendars (a green tick shows their availability is being used) and only offers times that work for everyone, so you're not cross-referencing calendars by hand.
Can I personalize booking links for a mail merge campaign?
Yes, via the HubSpot integration — booking links in your mail merge templates can be personalized to both the recipient and the contact owner, so the link shows the right name automatically. Good for following up with a batch of leads after an event without it looking generic.
What's the easiest way to let customers book time with me?
Set up your Preferences — working hours, conferencing, buffers — once, then share your Public Link in your email signature or support replies. Anyone who clicks it books straight into your real availability.
Can I brand the booking page for a more professional look?
Yes — your OU's Admin → Branding settings let you set colors, fonts, and a logo on the slot-selection page your customers see.
How do I set up recurring 1:1 sessions with clients?
Set your working hours and preferred session duration in Preferences, add your conferencing service, then share your Public Link — clients pick a time in your real availability and it's added straight to your calendar.
Can I keep some flexibility for VIP clients outside my normal hours?
Yes — use Custom hours or Specific slots when creating a one-off request to offer times outside your usual Working hours, without changing your default Preferences.
How do I see what's been scheduled across my whole team?
OU owners and Scheduler Admins can download a Request report and a Members report from OU Settings → Admin → Reports, and filter the Requests dashboard by organization if you have multiple OUs.
Can I see how much availability my team has coming up?
Yes — Availability reports give owners and Scheduler Admins a view of team members' weekly availability slots for the next four weeks, useful for spotting where interview or meeting capacity is tight.