The problem
Setting up a screening call or interview often takes several emails back and forth, and some candidates still forget to turn up. If two consultants arrange 20 calls a week between them at 10 minutes of back-and-forth each, that's over 3 hours a week, about 14 hours a month, before counting no-shows.
What the AI does
Calendly gives each consultant a booking link that shows their free time from their calendar, so a candidate picks a slot without the email chain. The free plan has one event type and no reminders; Standard adds reminders, automations and more event types. Send the link with the role details, and add a few booking questions, such as the role applied for and a phone number.
A worked example
A two-consultant temporary and permanent agency in Leeds books about 20 screening calls and first interviews a week between them. Each consultant sets up a Calendly link and sends it in the first reply to every shortlisted applicant.
Before
20 calls a week at 10 minutes of arranging each: about 14 hours a month
After
If booking by link cuts that to 2 minutes a call: about 3 hours a month
What it's worth
About $439£330€393A$634C$620 a month saved, against $20£15€18A$29C$28 to $24£18€21A$35C$34 for two seats. About 11 hours a month saved between the two consultants (14 hours down to 3), worth about $439£330€393A$634C$620 at an assumed $40£30€36A$58C$56 an hour, if candidates really book from the link (an assumption to test for two weeks). Cost: Standard is $10 (about $11£8€10A$15C$15) a seat a month billed yearly or $12 (about $12£9€11A$17C$17) monthly, so $20 to $24, about $20£15€18A$29C$28 to $24£18€21A$35C$34 for two seats. Fewer no-shows from reminders would be on top and aren't counted here.
How to set it up
- Connect each consultant's work calendar to Calendly and set the hours you take screening calls.
- Create a short screening call event and a longer interview event, with booking questions for the role and a phone number.
- On Standard, turn on email reminders and check their timing and wording in the app.
- Put the booking link in your first reply to every shortlisted applicant.
- Add a buffer between calls so there's time to write notes.
What goes wrong
- The free plan has one event type and no reminders, so it won't cover screening calls and interviews with reminders. Budget for Standard for each consultant.
- Prices are per seat and in dollars: each extra consultant adds $10 to $12 (about $11£8€10A$15C$15 to $12£9€11A$17C$17) a month.
- If calendars aren't kept up to date, candidates will book over client visits. Block out meetings and time off.
- Answers to booking questions are personal data. Ask only what you need and mention Calendly in your privacy notice.