Multi-Round Interviews in UKG Pro Recruiting: How a Global Fund Administrator Automated Executive Panel Scheduling

At a global private equity fund administration firm with about 1,800 employees, a senior hire rarely goes through one or two conversations. A fund controller or client service director may meet a recruiter, a hiring manager, a regional head, a panel of peers and a managing director, often across three or four time zones. Each of those senior interviewers has an executive assistant guarding their calendar. The firm runs talent acquisition on UKG Pro Recruiting. What it needed was a way to run that full multi-round sequence without recruiters coordinating every step by email. CloudApper built that layer on top of UKG.

Where Multi-Round Hiring Broke Down

The firm’s interview process for senior and client-facing roles often ran well past two rounds, and each round brought new people into the loop. Recruiters tracked the later stages outside the system, emailed executive assistants for availability, chased confirmations and rebuilt the schedule whenever a partner’s travel changed. Recruiting leadership could not see where candidates were stalling until someone compiled a report.

As the Head of Talent Acquisition at the fund administrator put it, “Our best candidates were interviewing elsewhere while we were still trying to line up four calendars for round three.”

For a firm competing for experienced fund accounting and client service talent, scheduling delay was a direct hiring risk. Senior candidates notice a slow, uncoordinated process, and they draw conclusions about the firm from it.

Extending UKG Pro Recruiting for Executive Interview Loops

CloudApper deployed CloudApper AI Recruiter for UKG as interview coordination middleware between UKG Pro Recruiting, Outlook, the firm’s monday.com workspace and Microsoft Teams, building on the same approach CloudApper uses to connect UKG with Microsoft Teams. The firm can now run as many interview rounds as each role requires, with every round tied back to the candidate’s record in UKG. Scheduling runs through the Microsoft Graph API, so the system reads real availability across interviewers’ calendars, including the executives whose assistants manage their time, and books panels across time zones without the email chain.

“I used to get five emails per candidate asking for my director’s availability. Now the invite simply shows up on a slot that already works.”

Executive Assistant to a Managing Director, global fund administrator

This goes further than the single-step automation covered in automating interview scheduling in UKG Pro Recruiting. The challenge here was sequence and seniority: coordinating many interviewers over several rounds while keeping each step connected to the same candidate.

What Changed for Recruiting Leadership

Executive-level interview scheduling across time zones now runs automatically. Recruiters spend their time on candidates instead of calendars. Recruiting KPIs sync to monday.com in real time, so leadership sees pipeline status, stage timing and bottlenecks as they happen instead of in a weekly report.

That visibility addresses what many TA teams already suspect, that interview scheduling is the biggest hidden cost in the hiring cycle. It also keeps the candidate experience consistent for senior hires, who expect a firm that manages complex client work to run an organized process.

The Implication for Professional Services Hiring

Financial services and professional services firms hire senior people through long, many-handed interview loops. Those loops do not shrink, so the coordination around them has to scale. With CloudApper extending UKG Pro Recruiting, the firm keeps its candidate records in UKG, its meetings in Teams and Outlook, and its reporting in the tool leadership already uses, with every round connected.

If your senior hiring runs through more interview rounds than your team can coordinate by email, talk to CloudApper about extending UKG Pro Recruiting for multi-round interview scheduling.