Scheduling Use Cases

Use Custom hours with “Whether I'm busy or not” so blocked-out time doesn't hide their real availability.

1. When creating the request, choose Custom hours instead of the default Working hours.
2. Select “Whether I'm busy or not” as the availability rule.
3. Cronofy will now offer times regardless of non-Cronofy busy blocks in their calendar, only avoiding clashes with other Cronofy-created events.

Set up a Selection Rule for your interview panel so Cronofy works out combined availability for you.

1. Go to Selection Rules and create one for your interview panel, adding everyone eligible from your OU.
2. Set how many of the pool are required to attend for the interview to count as staffed.
3. Use that Selection Rule in a scheduling request or Template — Cronofy calculates combined availability and round robins who's picked, so there's no manual cross-checking.

Templates and Copy Recent Requests are built for repeat scheduling.

1. For a role you interview for often, create a Template that pre-fills the host, event details, and hours.
2. Reuse that Template every time you need to schedule the same type of interview.
3. For a one-off repeat instead, use Copy Recent Requests to duplicate one of your last 10 requests — tags and time selections included — instead of rebuilding it from scratch.

Your Requests dashboard and Cronofy's reports give you full visibility over what's been scheduled.

1. Open your Requests dashboard to see every request you've created and its status.
2. Search or filter it — including by tag — to find a specific batch of interviews.
3. Export the filtered results as a .csv for reporting.
4. If you're an OU owner or Scheduler Admin, pull the fuller Request and Member reports for a team-wide view.

Campus hiring runs to a fixed window, so build one reusable link ahead of the event rather than a request per candidate.

1. Create a Template for the event (e.g. “Campus Hiring – [University] First Round”) and add your interviewers to a Selection Rule so any of them can be picked to attend.
2. Open the Template's “View details” page and set Custom hours or Specific slots to the event's exact date range — this restricts bookings to the days you're actually on campus, rather than your everyday Working hours.
3. From the same details page, select “Create Public Link” to turn the Template into one single shareable link.
4. Share that Public Link in your outreach, career fair signage, or student portal — every candidate books into the same fixed window.
5. When the next hiring cycle comes round, open the Template again and update the Custom hours or Specific slots date range to the new dates — the same Public Link keeps working, so you don't need to send candidates a new URL each intake.

Split them across two Selection Rules — one for on-site slots, one for virtual — using the same time blocks. Cronofy won't double-book them.

1. Create a Selection Rule for on-site interviewers and add this person with their on-site day/time.
2. Create a second Selection Rule for virtual interviewers and add the same person with their virtual day/time.
3. Once they're booked from either rule, Cronofy removes that slot from the other — there's no risk of a double booking even though they sit in two rules.

A tentative (not yet accepted or declined) invite is read as busy time, the same as an accepted one — only a decline frees the slot back up.

1. Ask interviewers to decline (not ignore) invites for meetings they won't attend, especially recurring ones like all-hands or wellness sessions.
2. If a slot isn't showing as available, check whether an un-actioned invite is sitting in that window.
3. An all-day or multi-day out-of-office event will also remove any Interview Times blocks that fall inside it.

Load your rooms as resources or attendees, group them into a per-office Selection Rule, and let Cronofy check room and interviewer availability together.

1. Add each meeting room as a resource (or attendee) in Cronofy.
2. Group rooms by office into their own Selection Rule (e.g. "Office US – Meeting Rooms").
3. Use that Selection Rule alongside your interviewer Selection Rule in the request — Cronofy checks both availabilities together.
4. Build an in-person Template with the room Selection Rule and office address pre-filled, so recruiters don't have to type the location each time.

Yes — set the room's own availability (its "working hours") to only the days you want it offered.

1. Open the room resource's availability settings.
2. Restrict it to the specific days you want on-site interviews to run on (e.g. Tuesday/Thursday).
3. Cronofy will only offer those days for any request using that room, regardless of what else is set on the interviewer side.

Load your event rooms as resources in a Selection Rule scoped to that event's dates, so Cronofy checks room and interviewer availability together rather than assigning manually afterwards.

1. Add each room used for the event as a resource.
2. Create an event-specific Selection Rule combining eligible interviewers and the relevant room(s).
3. Scope the Template's availability to the event dates so bookings only land in the right window.

Use Schedule On Behalf Of so the invite and conferencing link live on your client's calendar.

1. Make sure your client has a Cronofy account with their working hours set.
2. Create the scheduling request using Schedule On Behalf Of, naming your client as host rather than yourself.
3. Send it — the resulting invite, including the conferencing link, lives on your client's calendar, and either of you can reschedule from the same link.

Yes — your Public Link works well dropped straight into a LinkedIn message.

1. Copy your Public Link from Preferences.
2. Paste it into your LinkedIn outreach message.
3. Candidates click through and pick a time straight from your real availability, without back-and-forth.

Yes, using the Outlook add-in or the Chrome extension for Gmail.

1. Install the Outlook add-in or the Chrome extension for Gmail.
2. Open the extension from within your usual email compose window.
3. Generate a personalized link for the candidate, overriding your standard working hours if they're hard to reach.
4. Send it without leaving your inbox.

Add every attendee to the request and let Cronofy check combined availability.

1. When creating the request, add the other required attendees.
2. Check for the green tick confirming their synced calendar is being used.
3. Share the request — Cronofy only offers times that work for everyone, so there's no manual cross-referencing.

Yes, via the HubSpot integration, which personalizes booking links automatically.

1. Connect the HubSpot integration.
2. Add your booking link token to the mail merge template.
3. Send the merge to your batch of leads — each link personalizes automatically to both the recipient and the contact owner, so it doesn't read as generic.

Yes — your OU's Branding settings control what customers see on the booking page.

1. Go to your OU's Admin settings.
2. Open Branding.
3. Set your colors, fonts, and logo — these appear on the slot-selection page your customers see when they book.

Yes — use Custom hours or Specific slots on a one-off request without touching your default Preferences.

1. When creating the one-off request, choose Custom hours or Specific slots instead of your default Working hours.
2. Set the specific times you want to offer this client.
3. Send the request — your default Preferences stay unchanged for everyone else.

Yes — Availability reports show team capacity for the coming weeks.

1. As an owner or Scheduler Admin, open Availability reports.
2. Review team members' weekly availability slots for the next four weeks.
3. Use this to spot where interview or meeting capacity is tight before it becomes a bottleneck.