Interview scheduling template for candidates' availability

Updated 2026-10-30

Booking interviews by email turns into a long game of "does Tuesday work?" I would rather ask once for dates, time of day and time zone, and then pick the slot myself. This interview scheduling template does the asking.

Before you send it

Write the role and the interview window in the form description, so candidates only offer dates inside it. Set a close date for the last day you can schedule.

While candidates answer

They give three date choices, the times of day that suit them, their time zone and whether they prefer video, phone or in person. An open box asks what you could arrange to help them take part. A candidate's AI might ask: "Which three dates suit you?" Then "What time zone are you in?" Then "Do you prefer video or in person?" It shows the answers and sends only after a yes. Read about agent-fillable forms.

After they reply

Sort the CSV by first choice and match it to your diary. Confirm by email or phone yourself, because the form does not email candidates and does not book a slot. Collect each interviewer's view afterwards with an interview evaluation form. Gather general weekly hours from staff with an availability form. More in forms for HR and recruiting.

Questions

Does the form book the slot?

No. There is no calendar or slot booking. Candidates offer dates and time windows, and you confirm one by email or phone.

Why ask for three date choices?

One date often clashes with your diary. Three choices give you room to fit several candidates without a long chain of replies.

How do I handle candidates in other time zones?

The time_zone box is required. In the CSV, sort by it and convert the windows before you offer a time, so nobody gets an invitation in the middle of the night.

Try the form

Live demo · nothing is saved

When can you interview?

Thank you for applying. Give us a few dates that suit you and we will confirm one by email or phone.

Use this template All templates

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "When can you interview?",
  "description": "Thank you for applying. Give us a few dates that suit you and we will confirm one by email or phone.",
  "fields": [
    {
      "id": "candidate_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "role_applied",
      "label": "Role you applied for",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "first_choice_date",
      "label": "First choice date",
      "type": "date",
      "required": true
    },
    {
      "id": "second_choice_date",
      "label": "Second choice date",
      "type": "date"
    },
    {
      "id": "third_choice_date",
      "label": "Third choice date",
      "type": "date"
    },
    {
      "id": "time_windows",
      "label": "Which times of day suit you?",
      "type": "multi_choice",
      "options": [
        "Early morning",
        "Mid morning",
        "Lunchtime",
        "Afternoon",
        "Early evening"
      ]
    },
    {
      "id": "time_zone",
      "label": "Your time zone",
      "type": "short_text",
      "required": true,
      "help": "A city name is fine, for example Lisbon.",
      "max_length": 100
    },
    {
      "id": "interview_format",
      "label": "How would you prefer to meet?",
      "type": "single_choice",
      "options": [
        "Video call",
        "Phone call",
        "In person"
      ]
    },
    {
      "id": "dates_to_avoid",
      "label": "Dates that will not work",
      "type": "long_text",
      "max_length": 500
    },
    {
      "id": "adjustments_needed",
      "label": "Is there anything we could arrange to help you take part?",
      "type": "long_text",
      "max_length": 800
    },
    {
      "id": "reachable_then",
      "label": "I can be reached at the times I gave",
      "type": "checkbox"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"When can you interview?","description":"Thank you for applying. Give us a few dates that suit you and we will confirm one by email or phone.","fields":[{"id":"candidate_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"email","label":"Email","type":"email","required":true},{"id":"phone","label":"Phone","type":"phone"},{"id":"role_applied","label":"Role you applied for","type":"short_text","required":true,"max_length":150},{"id":"first_choice_date","label":"First choice date","type":"date","required":true},{"id":"second_choice_date","label":"Second choice date","type":"date"},{"id":"third_choice_date","label":"Third choice date","type":"date"},{"id":"time_windows","label":"Which times of day suit you?","type":"multi_choice","options":["Early morning","Mid morning","Lunchtime","Afternoon","Early evening"]},{"id":"time_zone","label":"Your time zone","type":"short_text","required":true,"help":"A city name is fine, for example Lisbon.","max_length":100},{"id":"interview_format","label":"How would you prefer to meet?","type":"single_choice","options":["Video call","Phone call","In person"]},{"id":"dates_to_avoid","label":"Dates that will not work","type":"long_text","max_length":500},{"id":"adjustments_needed","label":"Is there anything we could arrange to help you take part?","type":"long_text","max_length":800},{"id":"reachable_then","label":"I can be reached at the times I gave","type":"checkbox"}]}'

JSON definition

json

{
  "title": "When can you interview?",
  "description": "Thank you for applying. Give us a few dates that suit you and we will confirm one by email or phone.",
  "fields": [
    {
      "id": "candidate_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "role_applied",
      "label": "Role you applied for",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "first_choice_date",
      "label": "First choice date",
      "type": "date",
      "required": true
    },
    {
      "id": "second_choice_date",
      "label": "Second choice date",
      "type": "date"
    },
    {
      "id": "third_choice_date",
      "label": "Third choice date",
      "type": "date"
    },
    {
      "id": "time_windows",
      "label": "Which times of day suit you?",
      "type": "multi_choice",
      "options": [
        "Early morning",
        "Mid morning",
        "Lunchtime",
        "Afternoon",
        "Early evening"
      ]
    },
    {
      "id": "time_zone",
      "label": "Your time zone",
      "type": "short_text",
      "required": true,
      "help": "A city name is fine, for example Lisbon.",
      "max_length": 100
    },
    {
      "id": "interview_format",
      "label": "How would you prefer to meet?",
      "type": "single_choice",
      "options": [
        "Video call",
        "Phone call",
        "In person"
      ]
    },
    {
      "id": "dates_to_avoid",
      "label": "Dates that will not work",
      "type": "long_text",
      "max_length": 500
    },
    {
      "id": "adjustments_needed",
      "label": "Is there anything we could arrange to help you take part?",
      "type": "long_text",
      "max_length": 800
    },
    {
      "id": "reachable_then",
      "label": "I can be reached at the times I gave",
      "type": "checkbox"
    }
  ]
}