# Interview Templates

Interview templates are reusable configurations that define the key details of an interview such as duration, interviewers, location, and email notifications. When scheduling an interview, you can select a template to instantly pre-fill [the scheduling modal](https://help.join.com/candidates-and-applications/interview-scheduling/..#schedule-interviews), saving time and reducing errors.

Use interview templates in JOIN to:

* Standardise interview formats for specific roles or levels
* Pre-configure default interviewers, duration, and location settings
* Ensure consistent candidate communication with pre-selected email templates
* Reduce repetitive manual setup when scheduling interviews

Manage your interview templates from `Settings` → `Interview Templates`.

***

### Interview template settings

Templates define the structure and default values for your interviews. You can create, edit, duplicate, and archive templates from the `Settings` page.

#### Accessing interview templates

1. Go to the `Settings` tab from the sidebar menu
2. Select `Interview Templates`
3. From here, you can:
   * Click `+ Add template` to create a new template
   * Click on an existing template to edit it
   * Use filters to find specific templates
   * Archive or restore templates as needed

{% hint style="warning" %}
Only System Admin and Standard users can access and manage interview templates. Limited users do not have access to this page.
{% endhint %}

***

### Creating an interview template

To create a new interview template:

1. Go to `Settings` → `Interview Templates`
2. Click `+ Add template` in the top right corner
3. Fill in the template details (see below)
4. Click `Save` to create the template

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2Ft4c1JnSnZt1m8BtWnyFt%2Finterview-template-create.gif?alt=media&#x26;token=79e92732-cd25-460e-875f-1a0e30ca1acb" alt=""><figcaption></figcaption></figure>

#### Template fields

When creating or editing a template, you'll see the following fields:

<table><thead><tr><th width="200.109375">Field</th><th>Description</th></tr></thead><tbody><tr><td><strong>Template name</strong></td><td>Internal name for the template (not visible to candidates). Maximum 100 characters.</td></tr><tr><td><strong>Interview title</strong></td><td>The title shown to candidates in their calendar invite. Maximum 1024 characters.</td></tr><tr><td><strong>Interviewers</strong></td><td><p>Select team members who will conduct the interview. </p><p>Only users with connected calendars can be added. </p><p>Up to 100 interviewers can be displayed, and you can search to filter results.</p></td></tr><tr><td><strong>Duration</strong></td><td>Length of the interview. Pre-filled with 30 minutes. Choose from 15-minute intervals (15–180 min) or enter a custom value (15–600 min).</td></tr><tr><td><strong>Rolling days</strong></td><td>The date range for available time slots. Pre-filled with "Next 14 days". Options range from "Next day" to "Next 21 days".</td></tr><tr><td><strong>Add custom availability restriction</strong></td><td>Enable this toggle to limit availability by a fixed date range. When enabled, you can also set a specific timezone.</td></tr><tr><td><strong>Location type</strong></td><td>Choose from In-person, Phone Call, or Remote.</td></tr><tr><td><strong>Meeting room</strong></td><td>If your workspace integration is active, you can select synced meeting rooms from the dropdown. This field is hidden if no workspace integration is connected.</td></tr><tr><td><strong>Description</strong></td><td>Optional text visible to candidates. Use this to provide interview instructions or context. Maximum 4096 characters.</td></tr><tr><td><strong>Private</strong></td><td>When enabled, only interview participants can see the event details in their calendars. Defaults to off.</td></tr></tbody></table>

{% hint style="info" %}
Interviewers must have their calendar connected to be added to a template. If a user doesn't have a connected calendar, they'll appear disabled with a tooltip "Calendar is not connected".
{% endhint %}

**Candidate email notifications**

<table><thead><tr><th width="199.8958740234375">Field</th><th>Description</th></tr></thead><tbody><tr><td><strong>Invitation email</strong></td><td>The email template sent to candidates when requesting their availability. Select from your email templates of type "Interview Invitation".</td></tr><tr><td><strong>Confirmation email</strong></td><td>The email template sent to candidates when the interview is confirmed. Select from your email templates of type "Interview Confirmation".</td></tr></tbody></table>

{% hint style="info" %}
**Connect your calendar:** If you haven't connected a calendar yet, you'll see a banner at the top of the modal with options to connect Google or Microsoft 365. Click your preferred option or select "See all" to go to your calendar settings.
{% endhint %}

***

### Listing and filtering templates

The interview templates page displays all your templates in a table with the following columns:

* **Name**: The internal template name
* **Interviewers**: Avatars of assigned interviewers (up to 5 shown; hover to see full names)
* **Last updated**: When the template was last modified

Templates are loaded 25 at a time, sorted by last updated date, with more loading as you scroll.

#### Filtering templates

You can filter templates using:

* **Status**: Switch between `Active` and `Archived` templates using the segmented control
* **Interviewer**: Filter by specific team members assigned to templates
* **Search**: Find templates by name using partial matching

***

### Editing an interview template

To edit an existing template:

1. Go to `Settings` → `Interview Templates`
2. Click on the template you want to edit
3. Make your changes
4. Click `Save` to update the template

{% hint style="info" %}
Calendar disconnectio&#x6E;**:** If an interviewer disconnects their calendar after being added to a template, you'll see a warning indicator next to their name. The template can still be used, but their availability won't be checked when scheduling.
{% endhint %}

***

### Duplicating a template

To create a copy of an existing template:

1. Go to `Settings` → `Interview Templates`
2. Open the template you want to duplicate
3. Click the `Duplicate` button
4. A new template modal opens with all fields pre-filled from the original
5. Modify the template name (must be unique) and any other details
6. Click `Save` to create the duplicate

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2Fu8BHCyiHrhxpKrnYBYh1%2Finterview-template-duplicate.png?alt=media&#x26;token=a728a03d-5a5e-4a83-bf02-3cb6ed9aabdc" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Interviewers with disconnected calendars are not copied to the duplicate template.
{% endhint %}

If you have unsaved changes when clicking Duplicate, you'll see a confirmation dialog asking if you want to leave without saving.

***

### Archiving and restoring templates

Archived templates are excluded from the dropdown when scheduling new interviews but remain available for reference.

#### To archive a template:

1. Open the template you want to archive
2. Click the `Archive` button

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FpCscmUfqQ2rYpQX9XY2Z%2Finterview-template-archive.png?alt=media&#x26;token=afac3328-5fa1-4f0f-b673-76f4a7ed019f" alt=""><figcaption></figcaption></figure>

Templates that have been archived can be accessed via the `Archived` tab on the `Interview Templates` page.

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FHcKjFQteklzHDT5RD0iH%2Finterview-template-archived-tab.png?alt=media&#x26;token=31a9b201-c54e-43aa-bb2b-4996c565d46b" alt=""><figcaption></figcaption></figure>

#### To restore a template:

1. Switch to the `Archived` tab on the templates page
2. Click on the archived template you would like to restore
3. Click the `Restore` button
4. The template becomes active again and is moved to the `Active` interview templates tab

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FiU28gz3SejNCOItVkiRQ%2Finterview-template-archived-restore.png?alt=media&#x26;token=d2665f4a-4307-4ac1-9967-be3668a570fa" alt=""><figcaption></figcaption></figure>

***

### Using templates when scheduling interviews

When scheduling an interview from a candidate profile or the Interviews page, you can select a template to pre-fill the scheduling modal.

#### Selecting a template

1. Open the interview scheduling modal
2. Click the `Select template` button
3. Browse or search through your active templates
4. Hover over a template to preview its details (title, interviewers, duration, rolling days, location type)
5. Click a template to select it
6. Select a candidate for the interview using the `Add Candidate` field

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FGWhuj2kOTxe7AAc6mf2S%2Fschedule-with-template.gif?alt=media&#x26;token=f40cc81e-d735-43f8-b490-d26de1b119b6" alt=""><figcaption></figcaption></figure>

Once selected, the template details automatically populate the scheduling form, including:

* Interview title
* Interviewers
* Duration and rolling days
* Location type and address
* Email templates

You can still modify any of these fields after selecting a template.

Click `Send invite` when all details have been filled.

#### Creating a template while scheduling

If you don't have any active templates, clicking the `Select template` button in the [scheduling modal](https://help.join.com/candidates-and-applications/interview-scheduling/..#schedule-interviews) shows an empty state with a `Create template` button. Click this to:

1. Open the [template creation modal](#creating-an-interview-template)
2. Fill in the template details
3. Choose to:
   * `Save & use`: Creates the template and immediately applies it to the scheduling modal
   * `Save & use later` (via dropdown): Creates the template and saves it but doesn't apply it

<figure><img src="https://1825767176-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEdFjOFlkC1DEfDv3nGRh%2Fuploads%2FVny9Tyub5zzk4jHW7CXK%2Finterview-template-create-first.png?alt=media&#x26;token=3a2e570f-3445-4580-9ac2-2fc6957adeba" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Limited users don't see the `Create template` button and will only see the empty state message.
{% endhint %}

***

### Handling interviewer access issues

When using a template, some interviewers may have access restrictions:

#### No access to the job

If an interviewer in the template doesn't have access to the job you're scheduling for:

* They appear in a "No access to the job" section
* Their availability won't be checked
* If you have permission to edit the hiring team, you can click the `+` button next to their name to add them as a Reviewer

**Bulk adding:** Click `Invite all` to add all interviewers without access to the hiring team at once.

#### No calendar connected

If an interviewer has disconnected their calendar:

* They appear in a "No calendar connected" section
* Their option is disabled
* A warning indicator shows "No calendar connected" on hover

**Permissions:** Only Job Admins and System Admins can add interviewers to the hiring team. Reviewers and Hiring Managers cannot perform this action.

***

### Roles and permissions

| Role         | Can view templates | Can create/edit templates |
| ------------ | ------------------ | ------------------------- |
| System Admin | ✓                  | ✓                         |
| Standard     | ✓                  | ✓                         |
| Limited      | ✗                  | ✗                         |

***

### FAQs

<details>

<summary>What is an interview template?</summary>

An interview template is a reusable configuration that defines default settings for scheduling interviews, including duration, interviewers, location, and email notifications. It helps standardise your interview process and reduces manual setup time. You can select a pre-defined template while scheduling an interview from JOIN.

</details>

<details>

<summary>Can I edit a template after creating it?</summary>

Yes, you can edit any active template at any time. Changes will apply to future interviews scheduled using that template but won't affect interviews that have already been scheduled.

</details>

<details>

<summary>What happens if an interviewer who is part of the template disconnects their calendar?</summary>

If an interviewer disconnects their calendar after being added to a template, you'll see a warning indicator next to their name. The template can still be used, but that interviewer's availability won't be checked when scheduling. When duplicating the template, interviewers with disconnected calendars are not copied over.

</details>

<details>

<summary>Can Limited users use interview templates?</summary>

Limited users cannot access the Interview Templates settings page or create/edit templates. However, when scheduling interviews, they can select from existing templates created by System Admin or Standard users.

</details>

<details>

<summary>What's the difference between archiving and deleting a template?</summary>

Archiving a template removes it from the active template list when scheduling interviews, but keeps it available for reference. You can restore an archived template at any time. There is no delete option, templates can only be archived.

</details>

<details>

<summary>How many interviewers can I add to a template?</summary>

You can add multiple interviewers to a template. The dropdown shows up to 100 interviewers from your company, and you can search to find specific team members. Only users with connected calendars can be added.

</details>

<details>

<summary>Can I use different email templates for different interview types?</summary>

Yes, each interview template allows you to select specific invitation and confirmation email templates. This lets you customise candidate communication based on the type of interview (e.g., phone screen vs. final round). Read more about how to create interview email templates [here](https://help.join.com/candidate-messaging/email-templates#inserting-a-template-during-interview-scheduling)

</details>

<details>

<summary>What happens to templates if a team member leaves the company?</summary>

When a recruiter deletes their account, they are automatically removed from all interview templates they were assigned to. The templates themselves remain intact and can still be used.

</details>

<details>

<summary>Can I add an interviewer to the hiring team directly from the scheduling modal?</summary>

Yes, if you're a Job Admin or System Admin, you can add interviewers who don't have access to the job directly from the scheduling modal. Click the `+` button next to their name in the "No access to the job" section, or click `Invite all` to add everyone at once.

</details>