The Challenge
Rachel Petersen has spent eight years in talent acquisition. As a talent acquisition consultant, she leads executive searches and builds out talent acquisition functions for startups and mid-size companies.
Her interview volume can swing from one in a week to more than twenty, and panels of three or four interviewers are common. Every one of them meant manual back-and-forth between hiring managers and candidates.
"There's so much back and forth... the more people that you add to that equation, the more complicated it gets. It's exponential in its complexity."
When she started tracking it, scheduling was taking at least an hour, and often two to three hours, a day. Her ATS had a built-in scheduler, but it was clunky and looked dated to candidates.
"I want to send something out that looks like it came from this century."
The Solution
Rachel went looking for something better and asked ChatGPT for recommendations. It pointed her to Arrange, an interview scheduling platform built for recruiters who coordinate between clients and candidates.
"It looks modern. It's simple. Everything you need is there. Everything you don't isn't there."
Her go-to is Matchmaker, which lets the hiring manager and the candidate share availability at the same time, so nobody is waiting on anybody. She can also see exactly who is holding things up and give them a gentle nudge. When a client has specific days in mind, she switches to Client First and lets the client lead.
Once the link goes out, Arrange handles the rest: collecting times, going back and forth when needed, and sending a white-labeled confirmation to everyone. During our interview, a new booking confirmation landed in her inbox while she was talking.
"It feels like I have someone doing my scheduling for me."
The Results
A niche VP search closed in about 30 days. On the first search Rachel ran with Arrange from start to finish, she placed a high-level VP in a niche industry in roughly a month.
"I really do believe that Arrange is part of that, because we weren't wasting time trying to figure out everybody's schedules."
No more waiting half a day on a reply. Instead of losing half a day or more waiting on a hiring manager's response, clients and candidates pick times whenever it suits them, even "laying in bed at night."
Clients ask for it by name. No missed emails, no spam folder issues, no confusion. After using Arrange halfway through one search, a client asked to use it again on their next role: "Can we use Arrange again?"
A stronger partner in clients' eyes. "It shows them that I have good organization, that I'm thinking ahead. They're not waiting on me to schedule."
Once you see it, why in the world would you not do it? Even if you have to spend your own money on it.
