How an Applicant Is Selected for an Offer

When the scheduler identifies an open time slot on your calendar, it evaluates the applicants on your waitlist to find the best match. The selection considers your chosen priority mode, the applicant's requested checkride type, their location preferences, and their readiness status. The goal is to match the right applicant to the right slot based on your scheduling preferences.

What the Applicant Receives

When the scheduler selects an applicant for a time slot, the applicant receives:

  • An in-app notification — The offer appears in the applicant's dashboard with the proposed checkride details (date, time, location, type).
  • An email notification — The applicant receives an email with the offer details and a link to respond.
  • A message in their conversation — An automated message appears in your shared conversation thread with the offer information.

Accepting or Declining an Offer

After receiving an offer, the applicant can:

  • Accept — The offer becomes a confirmed checkride. The time slot is locked on your calendar and both you and the applicant receive a confirmation.
  • Decline — The applicant passes on this particular slot. The scheduler may then offer the same slot to the next eligible applicant on your waitlist.

The applicant has a limited window to respond before the offer expires.

What Happens When an Offer Is Declined

If an applicant declines an offer, the time slot remains open and the scheduler can offer it to the next eligible applicant. This process continues until either an applicant accepts or all eligible applicants have been offered the slot and declined.

Offer Expiration

If an applicant does not respond to an offer within the expiration window, the offer expires automatically. An expired offer is treated similarly to a decline, and the slot may be offered to the next eligible applicant.

Exhausted Slots

If all eligible applicants on your waitlist have been offered a particular time slot and all have declined or let their offers expire, the slot is marked as exhausted. This means the scheduler has run out of candidates for that slot. You can still fill an exhausted slot by manually creating a checkride for it.

If you notice many slots becoming exhausted, it may indicate that the times or locations you are offering do not match your applicants' preferences. Consider reviewing your availability settings, adjusting your advance booking window, or reaching out to applicants to understand their scheduling needs.

Viewing Offer Status

You can review the status of scheduler offers in the Reports section. This shows you which offers have been sent, accepted, declined, or expired, giving you insight into how well the scheduler is matching applicants to your availability.

The scheduler sends offers on a regular cycle. There may be a short delay between when the scheduler generates an offer and when the applicant receives it. This is normal and usually amounts to no more than a few hours.