Best Practices for Sending Scheduling Links

Written By Brian Gabay

Last updated 2 months ago

Scheduling links are one of the most powerful features in Arrange. When used correctly, they help you reduce back-and-forth, speed up interview coordination, and deliver a premium candidate and client experience.

This guide walks through the best practices we recommend when sharing Candidate Scheduling Links, Arrange Connect links, or Arrange With Me / Arrange With Us links.

1. Always Share Links at the Right Moment

Timing matters. Here’s when to send each type of link:

Candidate Scheduling Links

Best used when:

  • You are submitting a candidate to a client

  • You want clients to self-trigger the scheduling process

  • You want to avoid waiting for a client to reply “Yes, let’s meet”

Recommended placement:

Include it inside your candidate submission email right under the resume or summary.

Arrange Connect Links

Best used when:

  • Multiple hiring managers need to be considered

  • The client wants minimal involvement

  • You want a clean, unified experience across all managers’ calendars

Recommended placement:

Send directly to the candidate (Arranged Connect auto-sends), but you may manually resend using the link in your Live Stage Tracker when needed.

Arrange With Me / Arrange With Us Links

Best used for:

  • One-to-one meetings (Arrange With Me)

  • Team-based scheduling (Arrange With Us)

  • Internal or general external coordination

Recommended placement:

Add the link to:

  • Your email signature

  • Your outreach messages

  • Your client kickoff emails

  • Any place where someone might need easy access to your availability

2. Provide Context Before the Link

Never send a raw link without prepping the recipient. Add a sentence above the link that explains exactly what clicking it will do.

Example for clients:

If you’d like to meet this candidate, click the link below to trigger the scheduling process.

Example for candidates (Arrange Connect):

Please use the link below to select a time that works for you based on the hiring team’s availability.

A single sentence sets expectations and increases engagement.

3. Reinforce That Everything Is Automated

Recipients should know that:

  • They will see your logo and brand

  • They can connect their calendar (optional)

  • Any change triggers automation instantly

  • You are not manually coordinating

This increases trust and reduces hesitation.

Suggested line to include:

The link uses automated scheduling — once you choose a time, the invite goes out instantly.

4. Encourage Providing Enough Availability

For Candidate Scheduling Links, remind clients:

Providing at least 5 business days of availability leads to faster scheduling.

This mirrors what candidates see and improves match rates.

5. Use Manual Links As Needed

Inside the Live Stage Tracker, every flow has manual links you can copy.

These are helpful when:

  • A candidate didn’t receive the email

  • A client forwards a link to someone else

  • You want to resend it in a personalised message

  • You're pushing a slow process forward

Manual links keep you in control without breaking automation.

6. Keep Messaging Short, Clear, and Directive

Short messages convert best. When sending links, avoid long explanations. Provide only what they need to take action.

Example (client submission):

We think this candidate could be a great fit.

If you'd like to meet them, click here to start the scheduling process:

[Scheduling Link]

Clean. Clear. Actionable.

7. Don’t Combine Multiple Links in One Email

Avoid confusing the recipient.

✔ Good: Send one Candidate Scheduling Link for a specific candidate

✘ Avoid: Sending a general “Arrange With Me” link in the same email

Use the link type designed for the task.

8. Use Scheduling Links to Reduce Friction, Not Add It

Your goal is to remove steps — not create more.

A few guidelines:

  • Clients shouldn’t be asked to “check dates” first — let the link handle it

  • Candidates shouldn’t have to email you their availability manually

  • If they hesitate, remind them the form is branded, simple, and takes seconds

Arrange links work best when they replace traditional back-and-forth entirely.

9. Review the Live Stage Tracker After Sending

Any time you send a link, check your Live Stage Tracker to monitor:

  • Whether candidate/client clicked

  • Whether availability was submitted

  • Whether follow-ups are needed

  • Whether to use manual links to push things forward

This is your real-time source of truth.

10. For Large Clients, Use Arrange Connect for a Better Experience

For accounts with:

  • Busy VPs

  • Large hiring teams

  • Multiple stakeholders

Arrange Connect consolidates all hiring managers’ availability into one calendar view for the candidate.

This dramatically improves speed and reduces errors.

✔ Summary: Best Practices Checklist

Before sending any scheduling link, run through this quick checklist:

  • Am I using the right link type for the situation?

  • Did I provide one sentence of context?

  • Is my message short and actionable?

  • Am I encouraging enough availability (when relevant)?

  • Am I avoiding multiple link types in one email?

  • Do I know where to monitor progress in the Live Stage Tracker?

  • Should I prepare to use manual links if needed?

Follow these steps and your scheduling flow will be faster, smoother, and more predictable.