Before You Begin
Make sure your team's email templates are up to date as Aria uses your existing templates for all candidate-facing messages.
Who can do this: Organization admins with Aria enabled.
Where to find it: Go to Settings → Aria (under the Organization section in the left nav).
Auto-delegation
At the top of the Aria settings page, you'll see the Auto-delegation toggle.
When on, Aria is automatically delegated to scheduling tasks when they are assigned to a user. This is the recommended default.
Users can override this in their own personal Aria settings.
Communication Settings
The Communication settings section is where you set default email templates for every type of message Aria may send on behalf of your team. Each message type is its own collapsible card.
The email template types you can configure defaults for are:
Availability request - sent to candidates asking for their availability
Request additional availability - sent when the initial availability windows don't work
Candidate confirmation - sent to candidates after an interview is scheduled
Update candidate confirmation - sent to candidates after a reschedule
Follow-up availability request - a follow-up if the candidate hasn't responded
Follow-up self-schedule request - a follow-up for self-schedule requests
For each message type, you can set:
Email template - choose one of your saved templates, or leave it as "Let Aria draft my message" to let Aria compose from scratch each time.
Send as - choose whether messages should appear to come from the Coordinator, Recruiter, the task Assignee, or a specific person.
CC user - add any users or email addresses that should be CC'd by default on this message type.
Additional instructions - free-text instructions for Aria to follow when composing this type of message. Use this for tone guidance, content requirements, or anything specific to your team's practices.
Schedule Internal Debrief
This section sets org-wide defaults for how debriefs are created. These defaults are inherited by all jobs and can be overridden at the job level.
Title - the calendar event title for the debrief. You can use dynamic tokens like candidate name and job title. The default is "Debrief: [Candidate Name] - [Job Title]."
Buffer time - how long after the candidate's final interview before Aria will schedule the debrief. The default is 4 hours. You can set this in minutes, hours, or days.
Duration - how long the debrief event should be. The default is 60 minutes.
Video conferencing - the conferencing provider to use for debrief events (Google Meet, Zoom, etc.).
Google Calendar privacy - set debrief events to private if you don't want the details visible to others on interviewers' calendars.
Include interviewers from all stages - when on, Aria invites every interviewer from all stages on the candidate, not just the current stage.
Require trainees to attend the debrief - when on, any shadow/trainee interviewers assigned to panel interviews are included.
Include recruiter in debrief - when on, the recruiter associated with the candidate is automatically added.
Include hiring manager in debrief - when on, the hiring manager is automatically added.
Conference Room Selection
Use this section to give Aria standing instructions for selecting conference rooms across your org.
Additional instructions when selecting a conference room - free-text instructions.
For example: "Never book the Wellness Room" or "Only use rooms on floors 3 and 4 for onsite panels."
Scheduling Requirements
Use this section to capture scheduling preferences that apply broadly across your org - rules that aren't obvious from calendar availability alone.
Custom scheduling instructions** - free-text instructions. For example:
"Prefer morning slots for onsite panels when possible."
"Avoid scheduling final-round interviews on Fridays."
"If Interviewer A is unavailable within a week of the request, fall back to Interviewer C."
Be specific. Vague instructions like "schedule efficiently" won't help - Aria already tries to do that. Concrete constraints are what make the difference.
Saving Your Changes
After making changes in any section, click the **Save changes** button at the bottom of the Communication settings area. Changes take effect for all new Aria actions immediately.
How Settings Are Inherited Across Jobs
Settings you save here become the org-wide default. When a user or job overrides a specific field, those settings take precedence. If a field shows a link icon, it means it is currently inheriting the org-level default. If a field has been overridden at the stage level, a reset option appears to restore the org default.
This hierarchy means you only need to configure defaults once here - individual teams and jobs can refine from there without losing your baseline.