How ExecViva doubled interview volume and cut manual scheduling with Calendly

“We needed to hire faster — but our scheduling was holding us back.”

Camila Velásquez

Senior Recruiter at ExecViva

My name is Camila Velásquez, and I’m a Senior Recruiter at ExecViva. We’re a remote-first company connecting top-tier executive assistants from across Latin America with fast-growing startups in the United States.

At our core, we’re matchmakers — not just between talent and opportunity, but between values and vision. ExecViva’s mission is to open doors, particularly for women in LATAM seeking meaningful, well-paid remote work. With 98% of our team identifying as women, our hiring process is deeply personal and human.

We’ve grown rapidly, now receiving more than 1,700 job applications every week. That volume is exciting, but it comes with real operational weight. Our five-person recruiting team had to scale fast, without sacrificing quality or candidate experience. 

That’s where Calendly came in.

The challenge

High-volume recruiting, slowed by manual scheduling

Before Calendly, a lot went into scheduling each interview:: emails, time zone checks, calendar juggling, and far too much manual work. On an average day, I’d personally coordinate up to nine interviews across multiple countries and time zones. Sometimes candidates needed to reschedule, sometimes we had multiple team members involved. It was inefficient and unsustainable.

Worse, it impacted our ability to serve clients. Candidates would drop off simply because the logistics took too long. And when our candidates are our product — the very talent we’re offering to clients — every missed meeting is a lost opportunity. It was costing us time, money, and momentum.

The solution

Easy scheduling for a better hiring experience

We found Calendly through a recommendation from our co-CEO. I started with the free trial and immediately saw the difference. Within days, we moved to a paid plan and began rolling it out across the talent acquisition team.

Now, every step of our recruiting flow is anchored in Calendly. We use dedicated Event Types for each interview stage, tailored to the experience we want candidates to have.

One of the biggest game-changers for our team was Calendly’s Group Event Type feature, which we use to manage our weekly info sessions and first-round group interviews. Every candidate who passes the resume screening stage is invited to a shared interview session via a Calendly link. Rather than individually scheduling each person in the group, we simply send the Group Event Type link to qualified applicants. They choose the session that works best for their schedule, and Calendly automatically registers them alongside other candidates. 

On the day of the session, everyone receives the join link and reminders. That means our recruiters can focus on the conversation instead of managing attendance and Zoom links. It has completely transformed how we scale early-stage interviews across time zones.

Another favorite is buffers — those critical minutes between interviews that give us a chance to regroup, take notes, and prep for the next call.

“Without those built-in breaks, we were constantly running late or overwhelmed. With them, we stay sharp and respectful of everyone’s time.”

Camila Velásquez

Senior Recruiter at ExecViva

We’ve also leaned into Workflows, which let us send automated reminders an hour before every interview, and another one just 15 minutes before. These seemingly small nudges have made a big impact: fewer no-shows, more prepared candidates, and less stress for our team. Best of all, it's completely automated, so we can set it and forget it.

Because Calendly detects time zones automatically, we no longer have to ask candidates where they are or do mental math to coordinate availability. And even when interviews are rescheduled, it’s as simple as clicking a link, not starting from scratch.

The work to implement all of this? Almost nonexistent. It was that easy. We didn’t need long onboarding sessions. We just shared the links, and the team started using them right away.

The Results

Twice the interviews. Half the hassle.

With Calendly fully integrated into our recruiting process, the impact has been immediate and measurable.

“We’ve doubled the number of interviews we can conduct each week — without increasing team size. What used to take multiple emails and half an afternoon to coordinate now happens in seconds.”

Camila Velásquez

Senior Recruiter at ExecViva

We save about five hours per recruiter every single week, just by eliminating manual scheduling. That’s time we now use to actually connect with people, not chase calendars.

Calendly hasn’t just helped us hire faster. It’s helped us provide a better experience to candidates and support our mission at scale. And when our business is built on meaningful employment for women across LATAM, that kind of support is everything.

Looking ahead, we’re excited to explore deeper integrations with Zapier and Google Calendar, and we’re actively thinking about ways to incorporate Calendly into our email signatures, CRM, and follow-up sequences. But even now, Calendly is essential. If it disappeared tomorrow? We'd feel it immediately.

“Calendly has compartmentalized my calendar in the best way possible. It lets us scale with care.”

Camila Velásquez

Senior Recruiter at ExecViva