How Aria helps automate debrief scheduling steps:
Automatically proposes a debrief once all panel interviews for the current stage are booked
Finds a conflict-free time across all required attendees within a configurable window after the last interview ends
Refreshes the debrief automatically if the panel changes (for example, if an interview is rescheduled or an interviewer is swapped)
Sends the debrief invite to all attendees and books it in Greenhouse - the debrief is not surfaced to the candidate anywhere
Setting up debrief settings
Debrief settings can be configured at the organization level (as defaults for all jobs) or overridden at the individual job level. To access them:
From a candidate's scheduling task, click the Aria settings gear icon
Scroll down to the Schedule internal debrief section
Note: You can also set org-level defaults from your organization's Aria settings.
Configuration options
Auto-schedule debriefs Toggle this on to have Aria automatically propose a debrief once all interviews for the current stage are booked. When off, you can still ask Aria to schedule a debrief manually at any time.
Link to ATS interview (required) Select the Greenhouse interview that represents your debrief. This is required - Aria will not schedule the debrief until an ATS interview is selected here. If this is missing, Aria will prompt you to configure it before proceeding.
Title Set a custom title for the debrief calendar event. You can use tokens like candidate name and job title to personalize it dynamically.
Buffer time The amount of time after the candidate's final interview before Aria will schedule the debrief. You can set this in minutes, hours, or days. Aria will not propose a debrief time that falls within this buffer.
Duration How long the debrief should be. Defaults to 60 minutes.
Video conferencing Choose your preferred conferencing provider (Google Meet, Zoom, etc.) for the debrief event.
Google Calendar privacy Set the event to private if you don't want the debrief details visible to others on the interviewers' calendars.
Include interviewers from all stages When turned on, Aria will invite every interviewer from all stages on this candidate - not just the current stage. When turned off, only interviewers from the current stage are included.
Require trainees to attend When turned on, any trainees (shadow interviewers) assigned to interviews in the panel will also be included in the debrief.
How auto-scheduling works step by step
Interviews are booked - Aria schedules the panel and sends the candidate confirmation as normal.
Aria proposes the debrief - Once all non-blacklisted interviews for the stage are booked, Aria automatically moves to the debrief. You'll see it propose the debrief as the next action in the Aria panel.
Review the proposal - Aria shows you:
The proposed time and all attendees pulled from the scheduled interviews
The reasoning behind why that time was chosen
An Edit button if you want to adjust the time, remove an attendee, or make other tweaks
Approve - Click Approve to release the debrief. Calendar invites go out to all attendees. The debrief is booked in Greenhouse against the interview you linked in settings.
If you are in Copilot mode, the proposal waits for your approval before anything is sent. If you prefer to skip directly to the debrief step (for example, if the candidate confirmation has already been handled), you can do so from the Aria panel without completing earlier suggested actions first.
Aria keeps the debrief updated automatically
If any of the following change after a debrief has already been booked, Aria will detect that the debrief is stale and automatically propose a refresh:
An interview time changes - If the panel is rescheduled and the debrief now falls too close to (or before) the last interview plus buffer time, Aria will propose a new debrief time
Interviewers change - If an interviewer is added or removed from the panel, Aria will update the debrief attendee list and propose rescheduling if the attendee set no longer matches
When a refresh is triggered, Aria follows the same proposal flow: it finds a new valid time, shows you the updated proposal, and waits for your approval before making changes.
Manually asking Aria to schedule a debrief
Even when auto-scheduling is turned off, you can ask Aria to schedule a debrief at any time by typing a request like "Help me schedule a debrief" in the Aria panel.
If not all interviews have been booked yet, Aria will ask whether you want to go ahead and schedule the debrief early, or wait until the remaining interviews are confirmed first.
Editing a proposed debrief
If you want to adjust the proposed debrief after Aria has surfaced it:
Click Edit on the debrief proposal to open the scheduling view, where you can move the time or remove attendees
You can also ask Aria directly (for example, "Move the debrief 30 minutes later") and Aria will update the existing proposal without recreating it from scratch
To change the default settings for future debriefs (duration, buffer time, attendee scope, etc.), go back to Aria settings - these cannot be changed by asking Aria in chat.