The transition from Waitlisted → Contacting is not immediate. It’s handled by an automated background process designed to ensure a smooth and controlled flow of candidates. 

Timing

• The system checks for waitlisted candidates every 4 hours.
• Once scheduling availability is added:
  • To set expectations: candidates usually appear within minutes once a job runs. In some cases, it may take up to four hours for updates to fully process, ensuring accuracy and reliability across the platform. 

 Batching Process 

• Candidates are not moved all at once.
• Each cycle processes:
  • About 10% of waitlisted candidates per event
  • With a minimum of 5 candidates per run
• This prevents a sudden flood of interview bookings for your team.

What the System Checks Before Moving Candidates

• Before transitioning candidates, the system verifies:
  • There are available interview slots (from calendar integrations or manual scheduling)
  • The account has an active subscription

If these conditions are not met, candidates will remain in the Waitlisted stage.

What Happens When Candidates Move to “Contacting”

• Candidates are automatically:
  • Moved to Contacting
  • Sent an email notification letting them know availability is open

Summary

• Candidates move in controlled batches over multiple cycles
• Movement only happens if availability exists and the account is active

This approach helps ensure a better scheduling experience for both recruiters and candidates

Hellohire Support

Have questions or need assistance? We’re here to help! Feel free to contact us at support@tryhellohire.com.