Start here
Five rules for a safe first handoff
- Keep the original appointment in the history.
- Confirm time zone and panel availability before offering a slot.
- Use approved candidate-safe wording.
- Escalate accessibility, accommodation, and sensitive concerns.
- Close only after candidate and panel confirmations match.
Task map
Split admin work from owner decisions
| Work lane | Philippines team | Company owner | Useful check |
|---|---|---|---|
| Change request | Record who requested the change and the original slot. | Approve the reschedule priority. | Original appointment is preserved |
| Availability | Compare panel calendars and approved scheduling rules. | Resolve conflicts that require judgment. | All required participants confirm |
| Candidate message | Send approved wording and track delivery. | Approve exception language. | Candidate receives one clear option |
| Closeout | Reconcile calendar, ATS stage, and confirmations. | Confirm the interview remains valid. | New slot matches every record |
Example pilot board
Use small numbers for the first review
Preserve the appointment history
Do not overwrite the original interview as soon as someone asks for a change. Keep the original time, requester, reason supplied, and status. Then record the proposed replacement separately.
This history helps a recruiter explain a delay and prevents a canceled event from being mistaken for a candidate withdrawal.
Check the full panel, not one calendar
The replacement slot must work for the required interviewers, the candidate, and the agreed format. Check time zones and buffers, especially when the panel and candidate work in different locations.
If the hiring manager wants to drop a required interviewer or change the assessment, route that decision to the recruiter. Calendar support should not silently change the selection process.
Use candidate-safe communication
The message should state the change, offer the approved next step, and give a contact route for questions. Do not invent a reason, imply a hiring outcome, or expose an internal scheduling conflict that the recruiter has not approved.
Record the exact sent version and delivery time. If the candidate raises an accommodation, privacy, or fairness concern, stop and route it.
Handle late changes visibly
Mark a change as late when it falls inside the company’s agreed notice window. The coordinator can flag the risk and offer available approved slots, but the recruiter decides whether the process needs a different response.
Review repeated late changes by panel, role, or stage. The remedy may be better scheduling rules, not pressure on the coordinator to make faster guesses.
Copy-ready scripts
Make the stop points easy to say
Candidate notice"Your interview needs to move from [old time] to [approved option]. Please confirm whether the new time works, or use [approved contact] for another option."
Internal escalation"The requested change affects [panel/candidate]. Available approved slots: [list]. Recruiter decision is needed on [open question]."
Run a candidate-safe test
Test a panel conflict, a candidate request, a same-day change, and an accessibility question with redacted details. For each case, document who can act and where the coordinator must stop.
A good workflow leaves the candidate with one accurate message and the hiring owner with a complete history.
Launch path
A five-step HR outsourcing workflow
- 01
Map interview reschedule control
List the source, required fields, owner, due time, and approved destination for interview reschedule control.
- 02
Test examples
Use redacted routine and exception examples with the responsible owner watching.
- 03
Run the lane
Prepare work, route questions, and record evidence without changing the approved scope.
- 04
Review the sample
Compare output to the brief and correct the operating notes.
- 05
Decide the next scope
Expand, narrow, or hand back the work using the review record.
Buyer FAQ
HR outsourcing questions
Can a coordinator choose the new interview slot?
They can apply approved scheduling rules and present options. The recruiter owns exceptions and process changes.
Should the reason for a change be shared with the candidate?
Only the reason and wording approved by the recruiter.
What if the candidate raises an accommodation request?
Preserve the request and route it to the qualified recruiting or HR owner.
What proves the reschedule is complete?
Matching candidate and panel confirmations, the updated calendar, and a retained approved message.
Sources
Source notes
- U.S. Equal Employment Opportunity Commission: Pre-employment inquiriesNamed guidance for keeping interview coordination separate from restricted employment inquiries.