More Flexible Scheduling, Without the Workarounds

Scheduling meetings with candidates is now more flexible and gives you more control over existing events:

Schedule a meeting without associating it with a position — useful for early conversations before a candidate has applied anywhere specific.
Add candidates to a meeting that's already on the calendar, so you can build out group interviews as they come together.
Loop in hiring managers or other outside participants as attendees, even if they don't have a Leadline seat.
Your calendar privacy is protected — events created outside of Leadline only ever show as “Unavailable” to other users, never their details.

Scheduling a New Meeting

When you open the Schedule Meeting modal, you'll first choose whether you're creating a new event or modifying one that already exists. To create a new event:

Select Create New Event.
Enter a Meeting Name (defaults to “Meeting with ”) and choose the Meeting Host — the host must have their calendar connected.
(Optional) Select a Position to Associate the meeting with. This is left blank by default. (Note: if your message includes a smartline that requires position context, you'll be required to pick a position.)
Add Additional Attendees if needed. This field now accepts external, non-Leadline participants — handy for including a hiring manager on an interview without giving them a full seat. Enter the full email address and press the enter key to add an external recipient as an additional attendee.
Input candidates in the To field — you can send the same meeting invite to multiple candidates at once.
Configure Advanced Settings: choose whether the candidate books time through the host's connected calendar or you manually pick a time, and whether the meeting is virtual or in person. You can also toggle whether candidates can forward the invite, whether the guest list is hidden from other candidates, and whether the host's signature is included.
Review the message preview (it updates automatically based on your settings) and send.

Adding Candidates to an Existing Meeting

To add a candidate to a meeting that's already on the calendar, or to otherwise modify an existing event:

Open the Schedule Meeting modal and select Add to Existing Event.
Choose the meeting host and a date to pull that host's events.
Select the event you want to modify. Events not created by Leadline appear as “Unavailable” and can't be edited.
Update any event details as needed: attendees, location (virtual or in person), date, start/end time, or the message shared with recipients.
Click Send to apply your changes.

Keep in mind when editing an existing event:

If you change the event name, date, time, or location, any candidate who already accepted will be emailed and asked to confirm the update.
If you'd rather not notify candidates who already accepted, edit only the attendee list. Removing an attendee lets them know the event was canceled for them; adding one notifies only that new attendee.
You can change the event you're modifying at any point using the Change button — but doing so discards any unsaved progress, so you'll be asked to confirm first.

Calendar Privacy Controls

Because meetings can now be modified by other users on your behalf, you have control over who can do this:

On the Connected Calendar page, a new switch lets you opt in or out of allowing other users to modify Leadline-created events on your behalf.
Events you didn't create in Leadline (including anything synced from another calendar) will only ever appear as “Unavailable” to other users — never their name, attendees, or other details. This applies everywhere, including when a Leadline team member is viewing your calendar through the “log in as” function.

Other Updates

The Modify button is now available directly from the dashboard calendar. Hover over any event to see its details in a popover, then click Modify to jump straight into editing it.
The candidate's Activity Log now shows whether a scheduled meeting was associated with a position (including the position name and Leadline ID), or “none” if it wasn't.

Frequently Asked Questions

Do I still need to associate a meeting with a position?

No — associating a meeting with a position is now optional by default. It's only required if your message content includes a smartline (like a position-specific link) that needs position context to work correctly.

Can hiring managers without a Leadline seat join an interview?

Yes. Add them through the Additional Attendees field, which now accepts external email addresses. They'll receive the meeting invite as a guest, but will need a Leadline seat to access candidate profiles, documents, or other submission data directly.

Will candidates who already accepted an invite be notified if I make a change?

It depends on what you change. Changing the name, date, time, or location notifies every candidate who already accepted. Changing only the attendee list notifies just the attendee that was added or removed.

Can other users see the details of my personal or non-Leadline calendar events?

No. Non-Leadline events only ever display as “Unavailable” to other users, with no further detail shown, protecting your calendar privacy.