Onsite Interview Day Logistics Coordination
Getting interview slots booked on a calendar is only half the job — someone still has to reserve a room that fits the panel size, arrange visitor badges or building access, book and manage flights and hotel for a candidate flown in, order catering if the loop spans a mealtime, and handle the inevitable last-minute change when a room gets double-booked or a candidate's flight is delayed. This is manual, detail-heavy coordination that usually falls to whichever recruiter is available that day, and a mishandled detail — a candidate arriving to no badge waiting at the front desk, or an accessibility accommodation request that never made it to facilities — reflects badly on the company at the exact moment it's trying to make a strong impression.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 2-3 hrs per onsite interview loop for the coordinating recruiter.
How the automation works
We handle the physical and travel logistics of an onsite interview loop once slots are confirmed — booking a room sized correctly for the panel, generating visitor access or badge requests ahead of arrival, and coordinating candidate travel and hotel within policy limits. Accessibility or accommodation requests a candidate makes get tracked through to actual fulfillment, not just logged and forgotten, and catering gets arranged automatically when a loop spans a mealtime. Day-of changes — a delayed flight, a double-booked room, a last-minute interviewer swap — trigger an immediate re-coordination of whatever's affected, with the candidate and front-desk or facilities team notified in real time instead of finding out when something goes visibly wrong.
Process flow
- 01
Interview slots confirmed trigger
Once onsite interview slots are confirmed, day-of logistics coordination kicks off automatically rather than waiting for a recruiter to start it manually.
- 02
Book appropriately sized room integration
A room is reserved based on actual panel size and format, avoiding the common failure of booking a two-person meeting room for a five-person loop.
- 03
Generate visitor access and badge requests integration
Badge or building access requests are generated ahead of the candidate's arrival, so front desk and security have everything needed before the candidate shows up.
- 04
Coordinate travel and hotel within policy ai
For candidates flying in, travel and hotel are booked within defined policy limits, with confirmations sent directly to the candidate.
- 05
Track accommodation requests to fulfillment output
Any accessibility or accommodation request the candidate makes is tracked through to actual fulfillment by facilities, not just logged as received.
- 06
Handle day-of changes ai
A delayed flight, double-booked room or interviewer swap triggers immediate re-coordination, with real-time updates to the candidate and internal teams involved.
Inputs
- Confirmed interview slots and panel size
- Office room availability and capacity
- Candidate travel origin and accommodation requests
- Company travel policy limits
Outputs
- Booked, correctly sized interview room
- Visitor badge/access requests generated ahead of arrival
- Travel and hotel bookings within policy
- Accommodation fulfillment confirmation and day-of change log
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- An accessibility or accommodation request a candidate makes ahead of an onsite interview — a wheelchair-accessible room, an interpreter, a specific dietary need for a meal — needs to be tracked through to confirmed fulfillment, not just acknowledged; a request logged but never actually actioned by facilities is worse than never automating this at all, because it creates a false sense that it was handled.
- Visitor badge and access requests generated without accounting for building-specific security procedures — some require government ID pre-registration days in advance, others handle it at the desk — will produce a request that looks complete but doesn't actually get the candidate through security on time.
- Booking room size off the number of interviewers listed on the schedule without accounting for format — a case-study presentation loop needs a room with a screen and whiteboard, not just enough chairs — produces a room that's technically sized right but unusable for what's actually happening in it.
- Day-of changes cascading without a clear source of truth create conflicting updates — a candidate told the interview moved to room B while the interviewer still has room A on their calendar — so a change needs to propagate to every affected party's calendar and notification simultaneously, not stagger out as separate updates.
Frequently asked questions
How is this different from interview scheduling coordination?
Interview scheduling coordination finds and confirms calendar slots across a panel; this handles everything physical that happens once slots are confirmed — room booking, badges, travel, catering and day-of changes.
How are accessibility accommodation requests handled?
Requests are tracked through to confirmed fulfillment by facilities or the relevant team, with status visible to the recruiter, rather than logged and left unconfirmed.
What happens if a candidate's flight is delayed the morning of the interview?
A delay triggers immediate re-coordination of the affected slots and rooms, with real-time updates sent to the candidate, interviewers and front desk instead of a scramble discovered late.
Does this book candidate travel within our company's travel policy automatically?
Yes, travel and hotel bookings are made within defined policy limits for cost and class of travel, with confirmations sent directly to the candidate.