Bulk Scheduler lets you schedule one-on-one interviews with multiple candidates in one go. Set up the interview once, add your interviewers, and Bulk Scheduler handles seat allocation automatically as candidates book. It's built for recruiters and coordinators who schedule at volume and want less admin between shortlist and interview.
Before you dive into the steps below, we recommend watching the short walkthrough above. It shows Bulk Scheduler end to end, including the new interview formats and how seat allocation works in practice.
Or if you'd rather learn as you go, the step-by-step guide below has everything you need.
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Before you start
Two things to check:
Your organisation's ATS must support Live Interview. Already using Live Interview? You're set. Moving to a new ATS? Confirm with your account team that the integration is supported.
Everyone using Live Interview needs the browser extension installed. Existing users: update to the latest version in the Chrome or Edge web store. New users get the latest version automatically on install.
Step 1: Access Interview Templates in Jas
For a candidate to appear in Live Interview, their status in your ATS or Talent Hub must be set to Interview. This step hasn't changed.
What to do
Move the candidates you want to schedule to the Interview stage in your ATS.
They'll appear in the Unscheduled section at the top of your candidate list in Live Interview.
Step 2: Select your candidates
What to do
Tick candidates individually, or use Select All to pick everyone in the Unscheduled list at once.
Click Schedule [X] candidates.
Step 3: Set up the interview
This is new. You'll see two options:
One-on-one: One interviewer meets one candidate. This is the default, and it's what Bulk Scheduler is built around.
Panel: Multiple interviewers meet one candidate at the same time.
Add your interviewers
Also new. You can now add one or more interviewers to a single interview. This is what powers Bulk Scheduler: when you add multiple interviewers to a one-on-one interview, candidates are distributed across them automatically as they book. No manual assignment.
Fill in the details
Set the duration, mode (in-person or remote), and location if applicable.
Name your interview
The interview name is now auto-generated from the details you've entered. Accept the suggestion or edit it to be more specific.
Step 4: Generate your time slots
You'll land on the interview creation screen. If you've used Live Interview before, this will look familiar, with a few new additions.
Import from an existing interview
This works exactly as before. Apply a previously saved template to every selected candidate in a single step.
Choose your interview format
What to do
Choose the date and time window for the interviews.
Click Generate Time Slots with AI. The system creates slots across your window based on the duration you set.
How seat allocation works
Each time slot has seats equal to the number of interviewers you've added. With two interviewers, every slot starts with two seats.
A candidate books a slot: available seats drop from 2 to 1.
A second candidate books the same slot: seats drop to 0.
The slot disappears for anyone booking after that. Candidates only ever see slots with availability.
Step 5: Send your invitations
Click Save to send invitations to all selected candidates at once.
Your candidate list works exactly as before, showing Scheduled, Pending, and Past interviews. Invitation emails, confirmations, reschedules, and cancellations are all unchanged.
What candidates see
Nothing has changed on the candidate side. The invitation, confirmation, and reschedule flows are identical to before. The only difference is behind the scenes: full time slots simply don't appear.
Need help?
Contact your Customer Success Manager, or reach out to the Sapia.ai support team via the chat in the bottom corner.