Interviewer Pools

Learn how to create and use interviewer pools to speed up scheduling, reduce coordination, and let JOIN assign available interviewers automatically.

Interviewer pools are reusable groups of team members that you can use when scheduling interviews. Instead of selecting individual interviewers each time, you add a pool and JOIN automatically finds available members based on your required number.

Use interviewer pools for rotating panels, shared interview ownership, or any team where several people can run the same interview.

Use interviewer pools in JOIN to:

• Group interviewers by team, role, or interview type

• Speed up scheduling by selecting a pool instead of individuals

• Add pools to interview templates

• Reduce coordination by letting JOIN find the best available combination

Interviewer Pools is available on the Advanced plan only. System Admin and Standard users can create and manage pools.

Manage interviewer pools from Settings → Interviewer Pools.

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Create a pool

To create a new interviewer pool:

1. Go to Settings → Interviewer Pools

2. Click + Add pool in the top right

3. Enter a pool name

4. In Add interviewers, search for and select team members

5. Click Save

Pool rules:

• A pool name is required

• Pool names can be up to 100 characters

• Each pool must have at least 2 members

• Each pool can have up to 10 members

Only team members with connected calendars can be added to a pool. Users without a connected calendar appear disabled with the tooltip: "Calendar is not connected".

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Manage pools

Edit a pool

To update an existing pool:

1. Go to Settings → Interviewer Pools

2. Open the pool you want to edit

3. Update the name or interviewer list

4. Click Save

If a pool member disconnects their calendar after being added, a warning indicator appears next to their name and the Save button is disabled. Remove that member before saving.

Changes to a pool affect pending interviews that already use it.

If you remove a member from a pool, they are also removed from any pending interviews where that pool is used.

Duplicate a pool

To create a copy of an existing pool:

1. Open the pool you want to duplicate

2. Click Duplicate

3. Update the pool name

4. Adjust the interviewers if needed

5. Click Save

Pool members with disconnected calendars are not copied to the duplicate.

Deactivate or reactivate a pool

Deactivating a pool removes it from the interviewers dropdown for new interviews. It does not affect pending interviews that already include the pool.

To deactivate a pool:

1. Open the pool

2. Toggle the status to Inactive

3. Click Save

To reactivate a pool:

1. Go to Settings → Interviewer Pools

2. Switch to the Inactive filter

3. Open the pool

4. Toggle the status back to Active

5. Click Save

Filter and search pools

On the Interviewer Pools page, you can:

• Filter by status using Active and Inactive

• Filter by interviewer to show pools that include specific team members

• Search by pool name with partial match support

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Use a pool when scheduling

You can use interviewer pools when scheduling from a candidate profile or from the Interviews page.

To add a pool to an interview:

1. Open the interview scheduling modal

2. Click the Interviewers field

3. Select one or more pools from the Interviewer pools section

4. Set the required number of members from each pool

5. Review the updated available slots

6. Click Send invite

When you add a pool:

• Active pools appear at the top of the dropdown

• Pools appear below any individual interviewers you already selected

• The stepper controls how many members from the pool must be available

• You can expand the pool to review member availability

JOIN calculates availability using pool members who are currently eligible for scheduling.

JOIN excludes members who:

• Have a disconnected calendar

• Do not have access to the selected job

• Were already invited individually

The available slots count updates automatically as you add pools or change the required number.

Candidates see available time slots the same way as any other interview. After booking, JOIN resolves which specific pool members attend based on who was available for that slot.

You can also add interviewer pools to interview templates. When the template is used, the pool is applied automatically.

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Member availability in a pool

When you expand a pool in the scheduling modal, members are grouped by the following status.

• Available members: Members without a section heading are available for scheduling.

• Already invited: These members were already added individually or through another pool. JOIN excludes them from the pool’s availability.

• No calendar connected: These members have a disconnected calendar. JOIN excludes them from availability checks.

• Members without access: These members do not have access to the selected job. JOIN excludes them from availability checks.

If you are a Job Admin or System Admin, you can click + next to a member in Members without access to add them to the hiring team directly from the scheduling modal.

If all members in a pool are unavailable, the pool shows an error and the Send invite button is disabled until you resolve the issue or remove the pool.

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Roles and permissions

Role	Can view pools page	Can create and edit pools	Can use pools when scheduling
System Admin
Standard
Limited

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FAQs

Can I delete an interviewer pool?

No. Pools cannot be deleted.

You can deactivate a pool instead. Deactivating removes it from the scheduling dropdown for new interviews, but keeps it available for reference and preserves its link to pending interviews that already use it.

What happens if a pool member disconnects their calendar?

They are automatically excluded from availability checks for pending and future interviews that use that pool.

In the scheduling modal, they appear in the No calendar connected section. In pool settings, a warning indicator appears next to their name. You must remove them before you can save edits to the pool.

How many pools can I add to one interview?

You can add up to 3 pools to a single interview.

You can also combine pools with up to 10 individual interviewers in the same interview.

Can I include pools in interview templates?

Yes. When creating or editing an interview template, select pools from the Interviewers field the same way you do during scheduling.

The pool is saved in the template and applied automatically when you use that template.

What happens to pending interviews if I edit a pool?

Adding or removing members updates the available member count in pending interviews that use that pool.

Availability is recalculated based on the updated pool membership.

What happens to pending interviews if I deactivate a pool?

Deactivating a pool does not affect pending interviews.

Interviews that already include the pool continue to use it. The pool simply stops appearing in the dropdown for new interviews.