How Huntr reduced scheduling emails by 75% and scaled their interview process with Calendly

Huntr is a global job search platform supporting over 400,000 users with best-in-class tools to manage applications, build resumes, and stay organized in their career search. As a lean company focused on user experience, they rely on meetings to serve job seekers and grow the business. However, manual scheduling was slowing down every team from sales to customer support to recruiting. Their typical day entails running webinars for job seekers, holding one-on-one customer support sessions, conducting interviews for new employees, and building partnerships with career training programs. They needed timely, reliable scheduling to prevent bottlenecks. After adopting Calendly, they saw instant impact: 60+ interviews booked in one week, up to 75% fewer scheduling emails, internal meetings set in seconds, and fewer meeting no-shows.

Challenges

Too many meetings, too much back-and-forth

As Huntr began scaling, schedules across the company became increasingly packed — especially during a high-growth hiring sprint that saw over 700 applications. Coordinating interviews, scheduling calls with external career training programs, fielding requests from job seekers, and internal syncs ate into everyone’s time. Efficiency became a must-have as the team is small and globally distributed.

Without a centralized system, booking meetings became a noticeable strain. Team members were stuck in long threads trying to coordinate availability. Sales emails didn’t lead/convert into calls without tedious, manual scheduling. Customer support lacked a direct path to live conversations. And scheduling internal meetings wasn’t any easier. “We used to Slack each other just to ask, ‘What time works for you?’” says Sam Wright, Huntr’s Head of Partnerships.

The breaking point came when Sam learned he’d need to schedule more than 60 first-round interviews for a founding engineer role — all within a single week, and across multiple time zones. With just two people managing the entire hiring process, manual scheduling wasn’t feasible.

That’s when he started looking for a better solution — and discovered Calendly. Within minutes of setting it up, he automated the scheduling flow for interviews and avoided the mess of time zone math and calendar ping-pong.

Solution

One platform used across the company for meetings

Calendly first solved Huntr’s most urgent challenge: scheduling more than 60 interviews across multiple time zones in just one week. With only two people managing the hiring process, features like time zone-based Availability customizations, Round Robin scheduling, and meeting buffers made it possible to coordinate interviews globally — without the usual calendar chaos. Once the system was in place, the team saw how easy it was to replicate the same scheduling efficiency across other parts of the business.

Sales outreach emails were the next big win. By embedding Calendly links directly into their messages, Huntr made it easy for partners and job seekers to book instantly — no friction, no delays. That same seamless experience soon powered customer support sessions, job seeker webinars, internal syncs, and even B2B partnership meetings. Custom Event Types allowed the team to tailor scheduling flows to fit both individual job seekers and institutional partners.

Now the team has personalized Availability settings that help prevent calendar fatigue, while integrations with Zoom, Google Calendar, and Google Analytics keep everything synced and measurable. Calendly’s integration with Google Calendar automatically checks availability and prevents double-booking, while the Zoom integration ensures every scheduled meeting includes a unique video link sent instantly with the invite. Everything is ready to go the moment someone books a time.

And perhaps most importantly, it just worked.

“Calendly is beautifully built. We didn’t need onboarding or training. Once we saw how easy it was to set up, it became part of our culture.”

Sam Wright

Head of Partnerships at Huntr

Calendly even helped strengthen Huntr’s internal operations. The team no longer wasted time coordinating meetings or double-checking calendars. Everyone had access to shared scheduling links, and internal bookings went from multi-message exchanges to single-click simplicity.

Results

Faster growth, fewer headaches

With Calendly in place, Huntr could match the pace of its rapidly growing platform and global user base — responding to inbound interest, scheduling interviews, and supporting users without delays or bottlenecks.

During that intense hiring week, Sam used Calendly to schedule more than 60 first-round interviews in five days — without errors, delays, or time zone mishaps. He eventually cut scheduling-related emails by up to 75% by embedding booking links into sales outreach and onboarding flows.

Internally, collaboration improved dramatically. Team members no longer have to guess or ask about each other’s availability.

“We just stopped thinking about scheduling. And that’s the biggest compliment I can give.”

Sam Wright

Head of Partnerships at Huntr

And the impact extended beyond the team — job seekers were able to book support sessions and feedback calls with ease. Candidates to join the Huntr team experienced a smoother, faster hiring process. External partners could schedule meetings without the typical back-and-forth, creating a more professional, responsive first impression.

As Huntr continues to grow, Calendly remains critical to how the team scales its operations. Whether they’re onboarding a new team member, meeting with a job seeker, or pitching a partner organization, every department relies on Calendly to stay organized and move quickly. By removing scheduling friction, the team can spend less time coordinating and more time executing on product, hiring, and customer support.