AppointmentPlus Blog

How Online Scheduling Boosts Hiring Process Efficiency

Human resource managers don’t have it easy. With companies constantly battling for the top talent on the market, it can be a real challenge to maintain an efficient HR process … and one’s sanity.

Fortunately, the personal mantra of Scott Willett, AppointmentPlus Director of Sales and Strategic Account Management, is “work smarter, not harder.”

When I recently sat down with Scott to chat bout HR scheduling use cases, he thoughtfully stroked his beard, and then offered some insight for companies looking to take their HR game up a notch, including:

  • How efficiently scheduling interviews enables you to meet with the best candidates quickly and win the talent war
  • Why interview scheduling software helps HR managers create more free time in their day, replacing administrative tasks with key hiring strategy
  • What questions HR pros need to ask themselves before investigating an online scheduler.

For all the details, check out the video posted below or browse through the transcript of our conversation.




Kendall: Hi friends, my name’s Kendall Matthews, Vice President of Global Marketing for AppointmentPlus scheduling software, and I have a great co-host today. It’s Scott Willett, Director of Sales and…what else do you do?

Scott: Strategic account management.

Kendall: That’s right. And that’s kind of important these days. Talk just a little bit about that, how long you’ve been here at AppointmentPlus, and what you actually do?

Scott: I’ve been at AppointmentPlus for about five years. Throughout my career of 15-plus years I’ve been in sales and account management, a lot of it in the technology industry, learning to outsource technology from internal portions of the business to make things more efficient.

I’m not a traditional sales guy; it’s more about making things work for you and working smarter, not harder.

Kendall: This week we’re talking about HR scheduling, and one of the questions [that came in] that is right up your alley, Scott, is “what are the best use cases in the HR scheduling world?”


Scott: We look at HR scheduling and we break it into two parts. We have interview scheduling, and then we look at onboarding or follow up activities for scheduling.

A lot of times our clients are looking for high volume, [i.e.] “I need to fill a lot of positions relatively quickly, there is a good market of candidates out there, how do you interact with them as quickly and efficiently as possible?” [Recruiters want to know if the efficiencies are based in] the recruiting cycle, validating whether they are a good candidate or not, or actually setting up interviews with different hiring managers.

Kendall: OK.

Scott: The other side of that process is that once they are onboarded, typically there are times when paperwork, all your requirements for onboarding forms and W2s, and introductions to HR and other teams [need to] be scheduled as well.

So those are the two sides of the [scheduling] business from an HR [use case] standpoint. You’re looking at recruiting and hiring, or interview scheduling, and then the onboarding activities associated with that.

Kendall: What are some things HR teams think about when they are looking at [appointment scheduling software], and what things should they be thinking about?

Scott: Most of the time when we’re talking to HR professionals, the thing they are thinking about is “how do I get more time in my day?”  or “how do I find and talk to as many resources for this open rec as possible?”

What they are doing is spending a lot of time trying to find the best candidates and be as effective as possible. And what they should be thinking about is “what are the tools I can use to make my day more efficient and make me more effective at what I’m doing to make sure I’m recruiting the best people in the industry to come work for us?”

So if they think about AppointmentPlus, I think we can help them quite a bit in that first part.

Kendall: Right, especially recruiting the best people. So how can we actually help that process?

Scott: I look at it in two ways. One is that there’s the candidate experience, showing them you are aware of the time and effort it takes to go through the interviewing process.

If you have the right tools in place and can quickly and efficiently schedule [candidates] for all the different tasks that happen throughout that hiring process, it leads to a really great candidate experience, and shows you’re thinking about your employees even before they are an employee.

The second aspect of it is that there is a finite number of really great candidates out there for any position, so how do you get to them first, and how do you prevent your competition from doing that?

Again it goes back to the tools — if we can get that interview request out there, if we can make that interaction as seamless as possible, you’re going to get to those people first. You’re going to qualify them first and eventually you’re going to win that war for talent.


Kendall: What are some of the pitfalls you’ve seen that impact HR teams, and how can effective online scheduling help them avoid these?

Scott: The challenge we see when working with our clients is that sometimes we’re not a standalone system.

Meaning there’s other applications out there, like Workday, Taleo, or some of these really big HIRS platforms, that manage everything about that candidate experience, like your onboarding and paperwork.

[The software] basically becomes the employee’s file during the length of time with your company. If we’re not thinking about that entire span of time that the employee’s there, and we’re not thinking about how a scheduling tool might potentially need to integrate with those [software platforms], we’re not setting our clients up for success from day one.

Kendall: Got you.

Scott: That’s for the really big organizations with global presences, recruiters working for specific teams or business units—those are really big companies.

When those type of organizations are coming and looking at interview scheduling, whether it’s business processes that need to be involved, or third party integrations with other software, we need to think about that collective space before we think about a scheduling solution.

Kendall: So it’s more like “what do we integrate with inside their business rules or processes”?

Scott: When we’re talking about an enterprise-level solution, those integration points are key. Our software has been developed to integrate with third-party software, really robust API for those technical folks out there, we can make those integrations happen.


Kendall: What should an HR team bring to the table when discussing solutions with any [scheduling software] vendor? How can they be more prepared to have that communication?

Scott: The people who are most successful implementing our software come [with answers to the questions:] “What are you currently doing today?” and “Where do you think the challenges are in that process?”

[It’s helpful for us to know], what is the expectation of your recruiting or interviewing process, who is involved, and what does that look like today?

Where is friction happening in those processes? Because [the client is asking about scheduling software] for a reason.

The second piece of it is “What do you want to be doing?” and “What is the end goal?” and “Who do you want to become?”

Kendall: Right.

Scott: We’ve got a lot of detail on our side about building the right documents, putting together the right accounts.

[AppointmentPlus is] really good at that part, but we’re not mind readers, so help us with that.

If you come with those pieces of information, we can design the solution for you.

Kendall: I know those interested in the software can try it out. What does that actually look like?

Scott: It’s a consultative effort, not prescriptive; we can’t do the same thing for everybody.

Everybody does business differently. We’re all hiring for different types of jobs, we have different roles and responsibilities in organizations, whether you’re a small one-person shop and you can only do interviews on Friday at three o’clock, or you’re a global organization with thousands of hiring managers.

Those experiences are going to be different. But being able to see our software, being able to schedule and experience an appointment or interview—when you see it in action it resonates a lot more.

We have great coaches here who can show you our software, look at it from your use case. We do have free trials and demo periods of our software if need be. And if you are a global company looking for a massive improvement in your HR processes and looking for new tools, we’ve got great resources that can draft requirements, look at your overall engagement and make sure this is the right program for you long-term.