Zeeg's core features — like scheduling pages, team coordination, lead routing, round-robin scheduling, automated reminders, and CRM — work together naturally for hiring teams. This article walks you through how to set up Zeeg to cover the full interview process, from initial screening to final panel interviews.
Basic interview scheduling is available on all plans. Advanced features such as Round-Robin distribution, Routing Forms, Workflows, and CRM automation require a Business or Scale plan.
Step 1: Set up your interview booking pages
Create a dedicated scheduling page for each stage of your hiring process. This ensures candidates always land on the right booking experience.
Create a booking page for each interview stage
Go to your Zeeg Dashboard and click + New scheduling page.
Give it a clear name that reflects the stage, such as Initial Screening Call, Technical Interview, or Final Panel Interview.
Set the duration appropriate for that stage (e.g., 30 min for screening, 60 min for technical rounds).
Choose a location: Zoom, Google Meet, Microsoft Teams, or a physical address for on-site interviews.
Click Save.
Recommended booking pages for a typical hiring funnel
Interview stage | Suggested duration | Scheduling type |
Initial screening call | 20–30 min | One-on-one (Recruiter) |
Technical or skills interview | 45–60 min | One-on-one or Round-Robin |
Hiring manager interview | 45–60 min | One-on-one |
Panel / final interview | 60–90 min | Collective (multiple interviewers) |
💡 Tip: which scheduling page type should you choose?
One-on-one events — the right choice when a single team member (e.g. a recruiter or hiring manager) is hosting the interview alone.
Collective events — use this when a fixed group of interviewers (e.g. two team leads) must all be present. Zeeg will only show candidates slots when everyone is available at the same time.
Round-Robin events — ideal when any one interviewer from a pool can conduct the session. Zeeg automatically assigns whoever is available next, distributing the load evenly across your team.
Flexi events — best for interviews that require a dynamic mix of hosts depending on availability, for example a recruiter who must always attend plus whichever team lead is free that day.
Group events — less common in recruiting, but useful if you run group assessment sessions or onboarding calls with multiple candidates at once.
The event types are available with different pricing tiers:
Starter: One-one-One
Professional: Group Events, Collective Events, Flexi Events
Business: Round-Robin
Step 2: Set up team scheduling
For teams with multiple interviewers, Zeeg provides two scheduling modes that handle coordination automatically.
Round-Robin — distribute interviews evenly
Use Round-Robin when interviews can be conducted by any available interviewer on your team. Zeeg automatically assigns the next available team member, balancing workloads of 200+ users.
Go to Workspace Settings → Teams and create or open a team.
Add all eligible interviewers to the team.
When creating or editing a round-robin scheduling page, assign this team to the page.
Zeeg will check each interviewer's calendar and only offer slots when they are genuinely available.
Collective — schedule panel interviews
Use Collective scheduling when a candidate needs to meet with multiple interviewers at the same time. Zeeg finds time slots where all required team members are simultaneously available.
Create a new scheduling page and set the type to Collective.
Add all required panelists.
Zeeg will only show candidates time slots when everyone on the panel is free.
Step 3: Use a Routing Form to direct candidates
Rather than sending all candidates to the same booking page, you can use a Routing Form to collect information upfront and direct each candidate to the most relevant scheduling page automatically.
Routing Forms require a Business plan or higher.
How to create a candidate routing form
Go to Routing Forms in your Zeeg dashboard and click Create routing form.
Add an internal name such as Candidate Intake Form.
Add questions relevant to your hiring process, for example:
Which role are you applying for? (Dropdown)
Years of relevant experience? (Dropdown: 0–1, 2–4, 5+)
Preferred interview format? (Remote / On-site)
Go to Routes and set up conditional logic, for example:
When "Role" is "Sales" → Route to Sales Screening Page
When "Role" is "Engineering" → Route to Technical Interview Page
Set a Fallback route for any unmatched responses.
Click Save and share the form link on your careers page or job boards.
Also read our article on how to create routing forms.
Step 4: Collect candidate information at booking time
You can add custom questions to any booking page so that interviewers have useful context before the meeting takes place.
Suggested fields to add to your interview booking pages
LinkedIn profile URL
Link to CV or portfolio
Current location or time zone
Notice period / availability to start
Any specific topics the candidate would like to cover
To add custom questions, open your scheduling page in Edit mode, navigate to the Booking form section, and add the fields you need.
Step 5: Set up automated interview reminders and follow-ups
Candidate no-shows are one of the biggest time-wasters in recruiting. And once an interview is done, timely follow-up makes the difference between a candidate who stays engaged and one who accepts a competing offer. Zeeg's workflow automation handles both: keeping candidates informed before the interview and ensuring nothing falls through the cracks after it.
Reminders — reduce no-shows
Sending a reminder 24 hours before and again 1 hour before the interview significantly reduces the chance of a candidate not showing up. You can customize the reminder message to include preparation tips, the video call link, or directions for on-site interviews — so candidates arrive informed and ready.
Follow-ups — stay on top of next steps
After an interview takes place, automated follow-ups save your team from manually chasing every candidate. Depending on your process, you can use follow-up messages to:
Thank the candidate for their time and set expectations on next steps
Ask the candidate to complete a short form or assessment
Share the link to book the next interview stage
Notify the candidate of a decision
This is especially valuable when you're running high volumes of interviews — it keeps every candidate moving through your pipeline without requiring your team to track each one manually.
Learn more about setting up reminders and follow-up workflows in our article!
Workflow automation requires a Professional plan or higher.
Step 6: Track candidates in your customizable CRM
Every time a candidate books an interview through Zeeg, their contact information is automatically captured in the CRM. You can build on this to track your full hiring pipeline.
What gets captured automatically
Name and email address
Phone number (if collected on the booking form)
Company affiliation (detected from email domain)
Booking date, time, and interview type
All answers submitted on the booking form
Create a custom object for candidate tracking
If you want to manage a proper recruiting pipeline, you can create a Custom Object in your CRM — for example, a Candidate or Application object. A suggested structure:
Attribute | Type | Purpose |
Role applied for | Dropdown | Track which position each candidate is applying for |
Application stage | Status | Screening → Technical → Final → Offer → Hired / Rejected |
Interview score | Rating (1–5) | Record interviewer feedback |
Expected start date | Date | Track availability and onboarding planning |
CV / portfolio link | URL | Quick access to candidate materials |
Assigned recruiter | User | Track ownership within your team |
Basic CRM functionality is available from the Professional plan. To use Custom Objects the Business plan or higher is needed.
Step 7: Share your booking links with candidates
Once your booking pages are set up, share them wherever candidates interact with your hiring process.
Job boards (LinkedIn, Indeed, Glassdoor) — add the Routing Form link so candidates self-direct to the right page
Outreach emails — include the relevant booking link when contacting candidates directly
ATS emails — include the next-stage booking link in progression communications
To get your booking link or embed code, open a scheduling page in your dashboard and click Share.
Best practices
Use buffers between interviews. Set a 10–15 minute buffer after each slot so interviewers have time to take notes before the next candidate.
Limit daily interview slots. Use the booking limits feature to cap the number of interviews per day and prevent interviewer fatigue.
Enable timezone detection for remote roles. When interviewing candidates across different regions, make sure timezone detection is turned on in your scheduling page settings. Zeeg will automatically display available slots in each candidate's local timezone, eliminating the risk of missed interviews due to timezone confusion.
Lock the timezone for on-site roles. If the role requires on-site presence, lock the timezone on your booking page instead. This ensures all candidates see availability in the office's local time, regardless of where they are booking from.
Use single-use links for sensitive roles. For confidential or executive hires, generate single-use links so only the intended candidate can book.
Review your Routing Form regularly. As your team or open roles change, update your routing logic to make sure candidates are always directed to the right page.
Frequently asked questions
Can candidates reschedule their own interviews?
Yes. Candidates receive a confirmation email after booking that includes a rescheduling link. They can pick a new time without needing to contact your team.
What happens if an interviewer's calendar changes after a booking is made?
Zeeg syncs in real-time with connected calendars. If a conflict appears after a booking, you will need to manually reschedule that interview from your Meetings view and notify the candidate.
Can I hide interview booking pages from my public Zeeg page?
Yes. In the Advanced scheduling settings for any booking page, enable Hide this scheduling page from your Zeeg page. The page will then only be accessible via its direct link, which you share with candidates directly.
Can I assign interviews to specific interviewers rather than using Round-Robin?
Yes. Simply create an individual booking page for each interviewer and share the relevant link with the candidate directly. Round-Robin is best used when any available interviewer can conduct the session.
Is candidate data stored in compliance with GDPR? Yes. All data in Zeeg is stored exclusively on servers in Germany (Deutsche Telekom Cloud) and processed in full compliance with GDPR. See the GDPR Compliance article for details.
Can I integrate Zeeg with my ATS? Zeeg connects with external tools via Zapier, which supports 5,000+ apps including popular ATS platforms. The Zapier integration is available on the Business plan. See Zapier Integration for setup instructions.