How to schedule interviews and sync calendars in Loxoapp

Juggling interviews, candidates, and calendars can get messy fast—especially if you’re using more than one tool. If you’re recruiting, hiring, or just trying to stop drowning in scheduling emails, this guide’s for you. We’re breaking down how to actually schedule interviews and get your calendars synced in Loxoapp, with a focus on practical steps, real-world pros and cons, and a few things to watch out for.

Let’s get your scheduling chaos under control.

Why bother syncing calendars with Loxoapp?

Here’s the short version: If you don’t sync your calendar, you end up double-booked, missing interviews, or sending 12 “Does this time work?” emails. Loxoapp offers calendar sync so you can:

See your availability in real time
Auto-send interview invites
Cut down on back-and-forth with candidates and hiring managers

But syncing isn’t magic. If you (or your team) have messy calendars, or you’re using multiple accounts, you’ll still need to keep an eye out for conflicts.

Step 1: Prep your calendar before connecting

Before you even touch Loxoapp, get your main work calendar in order. This is usually your Google or Outlook calendar. Here’s what to check:

Decide which calendar to use for interviews. Don’t sync your personal calendar unless you want candidates seeing your dentist appointments.
Clean up duplicates or old invites. Loxoapp pulls in all your events, so a messy calendar means messy scheduling.
Make sure you have login access. If you’re using a company account, you’ll need credentials and (sometimes) admin approval.

Pro tip: If your recruiting team uses a shared calendar, get everyone on the same page before syncing. Otherwise, you’ll be chasing ghost events.

Step 2: Sync your calendar in Loxoapp

Now, into the weeds. Here’s how to actually hook up your calendar:

Log in to Loxoapp. (Obvious, but you’d be surprised.)
Go to your user settings. Usually, click your avatar or initials in the top right, then find “Settings” or “Profile.”
Look for “Calendar Integration” or “Connected Accounts.” The wording changes, but you’re after anything that mentions Google Calendar or Outlook/Office 365.
Click “Connect” or “Authorize.” You’ll get bounced to a login window for Google or Microsoft. Sign in with the account you prepped in Step 1.
Grant permissions. Loxoapp needs to “see” and “manage” your events. If you’re nervous about this, read the fine print—it’s standard, but you can always disconnect later.
Confirm connection. Loxoapp should show your calendar as “Connected” and may ask which calendar inside your account to use (if you have several).

Heads up: If you have 2FA (two-factor authentication) on your email, keep your phone handy.

What can go wrong? - Wrong account? Disconnect and try again. Loxoapp usually only handles one calendar per user. - Company security blocks it? You might need IT to allow the integration. Sometimes it’s a quick fix, sometimes it’s not. - Nothing shows up? Refresh the page, or try logging out and back in. Still nothing? Check Loxoapp’s help docs or support chat.

Step 3: Schedule your first interview

With your calendar connected, you’re ready to actually set up an interview. Here’s how it plays out in the real world:

Find the candidate in Loxoapp. Use search or go to the job pipeline.
Open the candidate profile. Look for an “Actions” or “Schedule Interview” button.
Pick interview type. Phone, video, in-person—make sure you’re choosing the right one for your workflow.
Select date and time. Loxoapp should show your real calendar availability now. Pick a slot that works.
Add other interviewers (optional). If you want a hiring manager or teammate on the call, add them now. Make sure their calendars are synced too, or you’ll be flying blind.
Choose the meeting method. If you have Zoom, Teams, or Google Meet connected, you can usually insert a video link automatically. If not, paste in your own.
Customize the invite. Double-check the details: candidate name, role, time zone (big one), and any prep materials.
Send the invite. Loxoapp will email the candidate and (if set up) add the event to your calendar.

Watch out for: - Time zone mixups. Loxoapp tries to handle this, but always confirm. One wrong click and you’re an hour off. - Double-bookings. If your calendar wasn’t up-to-date in Step 1, you could still accidentally overlap with another meeting. - Missing video links. If you don’t connect your video platform, you’ll have to scramble at the last minute.

Step 4: Rescheduling and cancellations

Let’s be real—interviews get moved all the time. Here’s how to handle it without losing your mind:

Find the original interview in Loxoapp. Usually under the candidate or your calendar view.
Click “Reschedule” or “Cancel.” Loxoapp will walk you through picking a new time or yanking the invite.
Notify the candidate and everyone involved. The system can send out emails, but double-check—sometimes people miss these.
Check your calendar. Make sure the update reflected on your Google/Outlook calendar. If not, give it a minute, then refresh.

Honest take: Calendar sync is pretty good, but not infallible. Don’t assume everyone saw the update. If it’s a high-priority interview, a quick “Just confirming the new time” email never hurts.

Step 5: Troubleshooting common scheduling headaches

No system is perfect. Here are the most common snafus (and workarounds):

Calendar isn’t syncing: Try disconnecting and reconnecting. Make sure you’re on the latest version of Loxoapp in your browser.
Events show up twice: This usually means you connected more than one calendar, or you’re copying events by hand. Stick to syncing only what you need.
Interviewers missing: Everyone who needs to be invited must have their own calendar synced. Otherwise, Loxoapp can’t check their availability.
Candidate “didn’t get the invite”: Double-check the email address. Spam filters still eat invitations sometimes—ask them to check.
Video links missing: If you didn’t integrate Zoom/Teams/Meet in Loxoapp, paste the link manually every time.

When in doubt: The fastest fix is to disconnect and reconnect your calendar. If you’re really stuck, Loxoapp’s support chat is usually responsive (but don’t expect miracles during busy times).

What’s worth using, and what’s not?

Worth it: - Syncing your main work calendar—if you keep it up to date - Using built-in video integrations (Zoom/Teams) to save time - Scheduling directly from the candidate profile

Skip or watch out for: - Trying to sync multiple calendars per user (gets messy fast) - Using Loxoapp for personal appointments—stick to work - Assuming Loxoapp will “just know” about your other commitments unless you put them on the synced calendar

Quick checklist: Keeping your scheduling sane

Only sync the calendar you actually use for work
Clean up your calendar before connecting
Double-check time zones and invite details
If something looks off, disconnect/reconnect before panicking
Use built-in video links to save last-minute scrambling
Don’t try to get too fancy—start simple and build from there

Final thoughts

Interview scheduling is never truly “set it and forget it”—no matter what the sales pitch says. Loxoapp can take a lot of the pain out of it, but only if you keep your calendars clean and your process simple. Start with the basics, watch for the common pitfalls, and don’t be afraid to tweak your setup as you go.

You’ll spend less time playing calendar Tetris and more time actually hiring.