Reschedule or cancel an interview
Who can move or cancel an interview that's already booked, how the candidate moves it from WhatsApp and which reminders they get.
Updated on Oct 12, 2026
A booked interview can be moved by the candidate, directly from WhatsApp, or by the manager who created the session. Other users can see it but can't edit it.
Where to find it: for the manager, the Interviews section: from the interviews view you act on a single interview, from the sessions view on the whole session. For the candidate, the buttons in the WhatsApp reminders.
Who can do what
| Who | What they can do | Where from |
|---|---|---|
| Candidate | Reschedule or cancel the interview | Buttons in the WhatsApp reminders, or by telling the agent in the chat |
| Manager who created the session | Reschedule or cancel the interviews and sessions they created | … menu on the interview card; session menu |
| Recruiters and admins | See the interview, not edit it. They can change the manager | Replace Manager in the campaign's Interviews tab |
The candidate's reminders
- 24 hours before the interview.
- 2 hours before the interview.
- Video interviews only: 15 minutes before, with a button that opens the video call link.
The reminders have buttons to reschedule or cancel. The candidate can also tell the agent in their own words, for example "I can't make it tomorrow".
Steps: reschedule or cancel (manager)
- In the Interviews section, choose the view: interviews to act on a single interview, sessions to act on the whole session.
- Open the … menu of the interview or session.
- For an interview, choose Reschedule interview or Cancel interview; for a session, Reschedule session or Cancel session.
- Confirm.
To create or edit sessions, see How to create and manage interview sessions.
Good to know
- The candidate's reschedules follow the Interview rules (notice and rescheduling limit). See Interview rules: booking window, rescheduling and confirmations.
- With the Per interview notification mode, the manager gets a notification for every rescheduling or cancellation.
- If the manager is on vacation or changes, an admin or recruiter uses Replace Manager and chooses whether to move the interviews already scheduled to the new manager or cancel them.
Common issues
I'm a recruiter and I can't move the interview. Only the manager who created the session can reschedule or delete it. Ask them, or replace the manager from the campaign's Interviews tab.
The candidate can't reschedule. They may have reached the rescheduling limit, or there are no free slots in the booking window. Check the Interview rules and the available sessions.
The candidate doesn't have the video call link. They get it in the reminder 15 minutes before the interview, and the link is also in the calendar event. If you need to send it again, step in manually in the candidate's chat in the Inbox and write it to them yourself.
Related articles
- How to connect Google Calendar or Outlook to KlaaryoConnect your calendar to avoid double bookings with your other commitments and to add interview events automatically.
- How to create and manage interview sessionsCreate a session with date, times, recurrence, positions, type (On-site, Call, Video), group type and slots; edit it, download its data or cancel it.
- How to enter an interview outcomeAfter the interview, mark To hire, Suitable, Not suitable or No show, add a note or use Skip; what to do if you entered the wrong outcome.
- What the Interviews section is and how to navigate itAll interviews to monitor sessions and interviews, Manage my interviews to work on your sessions; filters, At risk/Partial/Good statuses and the Home page of the interview managers' platform.
- How to handle pending invitation requestsWith manual invitations, candidates who pass the assessment wait here for your decision: Invite or Do not invite.
- I get too many (or no) interview notifications: what to checkCheck the interview notification mode: Per interview, Per session or Daily recap at 5:00 PM.
- Interview rules: booking window, rescheduling and confirmationsHow to decide how far in advance candidates can book an interview, how many times they can move it, and whether the interview manager has to confirm it.
- I invited the candidate but they can't see the slotsWhy an interview session shows as "Not bookable" and how to make it available to candidates again.