TemplatesFree interview schedule template, with a panel and loop version

This free interview schedule template comes in three parts: a schedule sheet with one row per interview, a panel and loop version for onsite and virtual onsite days, and a candidate itinerary you can paste into a confirmation email. It works as an interview scheduling template for anything from a single phone screen to a full-day loop.

Preview it below, or jump straight to the downloads.

Preview: the interview schedule template

Each row is one interview. The two time columns do the heavy lifting: write the candidate’s time and the interviewer’s time side by side, and time zone mistakes have nowhere to hide. These example rows follow one candidate in Chicago meeting interviewers in New York and San Francisco.

Panel and loop version

For onsite loops, virtual onsites and panels, the loop tab plans the whole day on one screen: who is in each slot, where it happens, whether a trainee is shadowing, and who steps in if someone drops out. Fill it in first, then send the candidate a clean itinerary.

The candidate doesn’t need backups, trainee status or internal notes. They need times in their own time zone, names and titles, one link and what to bring. Here’s the itinerary that goes out with the confirmation email.

Paste into the confirmation email; internal notes stay in the sheet

Subject: Your virtual onsite on {Day, date}: itinerary

Hi {Candidate first name}, Here’s your day. Every interview uses the same link: {Video link} 10:00 a.m. ET: Hiring manager conversation with {Name}, Design Manager 11:00 a.m. ET: Portfolio review with {Name} and {Name}, Senior Designers 12:00 p.m. ET: Break (camera off) 12:30 p.m. ET: Cross-functional interview with {Name}, Product Manager 1:30 p.m. ET: Values interview with {Name}, {Title} Bring: {What to prepare, e.g. two projects you’d like to walk through} {If a trainee is joining: A colleague in training may join some conversations to observe.} Questions or tech trouble on the day: {Recruiter name}, {Recruiter phone}

The candidate’s view in ModernLoop: a branded Candidate Portal with the next interview, who they’ll meet and what’s next.

Fill in the basics and get a candidate itinerary you can paste into an email, with every time shown in the candidate’s time zone, so you don’t have to do the math.

When a spreadsheet stops working

A sheet is perfect for a handful of interviews. It starts to creak when one coordinator is juggling many loops at once, because the sheet has no idea what’s on anyone’s calendar. Four signs you’ve outgrown it:

That’s the work ModernLoop takes over. Interview Scheduling syncs with Google Calendar and Microsoft Outlook, finds available slots for each interviewer, avoids double booking and balances interviewer load, so the same people aren’t in every loop. Its scheduling algorithm uses candidate availability, interviewer availability and interviewer load to propose multiple potential schedules. Interviewer Training adds trainees as shadows and reverse shadows automatically, based on their progress and availability. When an interviewer can’t make it, ModernLoop helps find the best replacement, and Scheduling Queues show coordinators every pending request in one place.

Keep the template for the days you need it. For everything else, see how Interview Scheduling handles loops from your ATS, or read the guide to scheduling across time zones and calendars.