Automated interview reminder setup in ATS Mako: timing, message text, replies and fixes

What automated interview reminders do

Automated interview reminder setup in ATS Mako runs through automated engagement workflows, a rules engine that fires email, SMS and reminders when a candidate's status or sub-status changes, or when an interview event hits. Interview confirmations and day-ahead reminders schedule themselves the moment the trigger fires. You set the rule once, and the timing is handled for every candidate.

Reminders work alongside interview scheduling and calendar sync. Self-scheduling removes booking friction. Reminders solve a separate problem: a candidate who booked days ago and forgot.

Why a reminder might not send

If a candidate says they never got a reminder, the cause is usually one of these:

• The workflow rule is switched off.
• The trigger does not match what happened, for example the rule is tied to a status or sub-status the candidate never moved into.
• The interview was not booked as an interview event on the synced calendar, so no event fired.
• The candidate has not given SMS consent, or replied STOP to an earlier text.
• The candidate unsubscribed from email.
• Quiet hours held an SMS that would otherwise have gone out.

Set up or fix interview reminders

1. 1 Open the workflow rule for interview reminders Find the rule that sends interview confirmations and reminders. If it is switched off, turn it on. Changes apply to every candidate the rule touches going forward.
2. 2 Check the trigger Confirm the rule fires on the right trigger: an interview event, or the status or sub-status your team actually uses when an interview is booked. A rule tied to a status nobody uses will never fire.
3. 3 Choose the reminder timing Adjust the timing on the rule to match how far ahead your candidates need a nudge. The default pattern is a confirmation when the interview is booked and a reminder a day ahead.
4. 4 Edit the message Write reminder text in your brand voice. Keep it short: who, when, where, and how to rebook. Every automated message goes out under your brand, so candidates only see your company.
5. 5 Pick the channel One engine drives both email and SMS. Use SMS for candidates who respond to texts and email for detail like addresses and parking notes.
6. 6 Confirm calendar sync Make sure interviews land on the synced calendar. Calendar sync keeps availability accurate in both directions, so a booked slot does not stay open for someone else.

Customizing reminder text

Hi [first name], this is a reminder of your interview with [company] for the [role] position on [day] at [time]. Location or link: [details]. Need a different time? Rebook here: [booking link].

Adding confirm and reschedule replies

Candidates who need a new time can rebook directly against updated availability, the same way they booked originally. Include your booking link in the reminder so they do not have to call or text a recruiter. If you want candidates to reply to confirm, set up two-way texting for your team so replies reach a person.

Handling same-day interviews

Reminders schedule the moment the trigger fires, so a same-day booking still gets its confirmation. SMS automation respects quiet hours, so a text queued late in the day may wait. For early-morning interviews, lean on the booking confirmation and an email reminder.

How to confirm it worked

1. Book a test interview for an internal test candidate who has given SMS consent.
2. Check that the confirmation arrives by text and email.
3. Confirm the interview appears on the synced calendar with the right interviewer.
4. Watch for the reminder at the timing you set.
5. Rebook the test interview from the link and confirm the calendar updates.

When to contact support

Contact ATS Mako support if the rule is on, the trigger matches, the candidate has consent, and a test interview still does not produce a reminder. Also reach out if interviews are not appearing on the synced calendar. Include the candidate, the interview time and the workflow rule name so the issue can be traced quickly. For buffers, limits and availability, see interview scheduling rules.