Quit Crying, Start Hiring: 20 Real-World Fixes for Interview No-Shows

There was a time, really not all that long ago, when many hospitality jobseekers applied in person at the hotel or restaurant where they wanted to work. They would go to the location, fill out an application, maybe drop off a resume, and speak to someone at the front desk, host stand, or register station. As a result, they learned where the business was, where to park, how to get in, and sometimes even met the hiring manager during that first visit. Applicants would develop a physical connection to the workplace during this initial visit, and that in-person experience helped create a sense of familiarity and confidence that would make it much more likely that they would return for an interview. Kind of like when a first date goes well – suddenly the second one feels easier to say yes to, and maybe even something to look forward to. And if they were already a guest who frequented your establishment when they applied, or if they were a friend or family member of a current employee, well, you could probably multiply that level of comfort and their chances of coming in for the interview by 1,000.

In 2025, however, things are very different when it comes to job hunting, not just in hospitality but for all employers. The overwhelming majority of folks looking for work are doing so online, and most will click through dozens or hundreds of postings in a single sitting. Within a few seconds of hitting “Apply” for your line cook or housekeeping role, they may not remember your company’s name, where you are located, or even what job they were interested in…and frequently had never even heard of your brand to begin with.

The impersonal nature of online recruiting means that even if you do reach out and schedule a time to meet, the interaction for the applicant can often feel one-sided and forgettable. The interview becomes just another item on their very long to-do list, and without any personal connection or context, it’s incredibly easy for them to not bother showing up at all – and worse, they very frequently don’t let you know they won’t be coming, so you sit…and wait…and waste your time. When that happens, you’re left frustrated at being ghosted, and you are forced to start the process all over again. Maybe you even mutter an expletive, sob, or dramatically declare, “I’m never hiring again.”

But once the urge to throw your phone across the room fades, it’s time to regroup. You need to step back, look at what’s changed, and rethink how you approach this process. The way people apply, communicate, and make decisions about jobs has evolved, and if you want better results, you need to align to how they operate now – not how they did 10 or 15 years ago. And it’s not just a few tweaks here and there; the whole recruiting landscape has shifted like an earthquake, and clinging to old methods is like trying to hang pictures while the walls are still shaking.

OK, now the big question you’re probably asking: why does all the extra effort land on your shoulders as the hiring manager? Because simply calling a candidate, giving them an interview time, and hanging up the phone isn’t enough anymore – not if you want them to show up. Today’s jobseekers expect more context, more reminders, more flexibility, and more reasons to care. It’s not coddling, but rather it’s adjusting to today’s reality. Like it or not, managers are now the ones who must do the heavy lifting when it comes to setting up interviews and making sure people follow through. While that may feel burdensome at times, it’s a necessary part of leading a successful team in a competitive labor market.

The good news is that adapting doesn’t have to be complicated or expensive, and there’s a lot you can do to close the gap between the click and the commitment. Below are 20 realistic, affordable tactics to help increase the number of applicants who actually show up for interviews. You don’t need a full-scale recruitment team, a big marketing budget, or a tech stack with all the bells and whistles. These are actions any hospitality manager can take using simple tools and a bit of extra intention.

Getting in touch the right way

Once people start applying for all the positions they think might be a good fit for their background and skills, a surge of employer responses can hit them like waters through a broken dam – a full-on Sensurround experience of pings, dings, emails, and alerts all demanding attention. In the middle of that wave, they may say yes to every interview invitation just to keep their options open, but not necessarily because they intend to follow through. They might figure they’ll decide later or assume no one will care if they don’t make an appearance (or hedging their bets hoping for something even better to come along). That’s why your message strategy matters: it needs to cut through the flood, catch their attention, and turn a vague maybe into a real commitment.

1. Start with a text message: Texting outperforms email and phone calls when making first contact with candidates, especially younger ones. Studies show that 91 % of jobseekers are comfortable being contacted via text about job opportunities, and millennials and Gen Z report they see texts as more personal than other communication methods. Texts also tend to be read almost immediately, whereas emails may sit unread in an overflowing inbox. By beginning your outreach with a friendly, direct text, you’re using candidates’ preferred platform and making it easier to get the hiring process rolling.

1. Respond quickly: Once an application comes in, reach out as soon as possible to keep the momentum going and show the applicant that you’re genuinely interested. And don’t just stop there; aim to get them on the schedule for an interview as soon as possible, ideally within the next day or two. The longer you wait, the more likely it is they’ve already accepted another offer or lost interest. Acting quickly not only increases your chances of locking in the interview, but it also signals that your organization is organized, responsive, and serious about hiring.

1. Be flexible: Rather than locking someone into one fixed time, provide a few different options for when the interview can happen (“Anytime on Monday from 1 to 5”), or consider sending a link through tools like Calendly or a similar scheduler so applicants can easily pick a time on their phone. Also, if possible, offer the choice between in-person, phone, or video, especially if you plan to have multiple interviews with a candidate and it’s not necessary for them to be on-site for the initial one.

1. Send more than one reminder: People’s calendars fill up quickly, and even a well-planned interview can slip their minds. Sending a reminder the day before, and then again a few hours before the interview (via text, email, or call depending on what works best for your audience), can be just the jolt they need to remember the meeting and save you from the scheduling disaster that comes with last-minute no-shows. While direct data for job interviews is limited, studies in healthcare show that sending reminders can reduce no-show rates by as much as 38%, which makes a strong case for using these messages to help candidates stay on track.

1. Include all the basic details in every message: Every confirmation or reminder should include the interview time, address, who they’ll meet with, and any other important info. Don’t make them go hunting through previous communications to find what they need.

Please note: some of you may be hesitant to use your own phone for this type of communication, or you may not want to give out your number to applicants. That’s totally fair, and your privacy does matter. But there are workarounds: many free or low-cost tools (like Google Voice, WhatsApp Business, or TextNow) let you set up a separate number just for work communication that you can access on your existing device. Additionally, some operators might allow you to keep a shared work phone behind the counter or in the manager’s office just for interview follow-ups. The goal isn’t to blur personal and professional boundaries, but rather to make sure your messages reach people in the way they prefer to be contacted, so work with your supervisor to find a system that feels manageable for you and your team.

Helping people feel seen and valued

When candidates feel like just another name on a list, it’s easy for them to check out before the interview even happens. The tactics below can help you humanize the experience and create just enough connection to get them to their appointment.

1. Personalize your communication with a conversational, friendly tone: Your language shouldn’t be overly formal or robotic. Just write the way you’d talk to a real person – warm, clear, and approachable – so the applicant feels comfortable responding. Don’t just cut and paste something like this: “Dear Applicant, your interview is confirmed for 3:00PM Pacific Daylight Time on Wednesday. Please arrive promptly. Failure to attend may result in disqualification.”Instead try this: “Hi Remy! Just confirming your interview for Wednesday at 3:00. We’re excited to meet you, and please let me know if you have any questions beforehand!”

1. Butter them up a little: Here’s the thing about flattery…it works. When you’re setting up the interview, don’t be shy about throwing in a compliment or two. Did they work for a company you admire? Have they held the same job for three years straight? Have they shown increasing responsibility in their positions? Anything you can find like that in their resume or application is worth pointing out. A quick “Denise, I’m very impressed with your management experience at the Stewart Hotel” can go a long way.

1. Share photos or videos: Consider sending a photo of the hiring manager the applicant will be meeting so they know who to look for, or a short video of the team working that day. It puts a face to the company and helps the applicant feel like there are real people looking forward to meeting them. If you cannot send a photo or video for whatever reason, send them a link to your company website or Instagram page so they can get a sense of the hotel or restaurant brand from those sites.

1. Emphasize future opportunities: Let candidates know that in addition to discussing the current position at the interview, you would like to talk about their potential for skill development and growing into higher-level roles. Additionally, if you’re planning to open new locations over the next few years, don’t keep that a secret! You should share that exciting news and let them know how many new jobs you estimate will become available as a result of this expansion.

1. Ask your team: If you’re unsure what will truly motivate people to show up for an interview, try asking your own employees why they did. Was it how quickly someone responded? The friendliness of the message? A small perk that made it feel worthwhile? You might hear answers that are surprisingly simple or unexpected, and those insights can help you refine how you reach out to future applicants.

Clearing the path to the interview

Sometimes the biggest reason people don’t show up is because the process feels unclear or confusing. Your goal with these ideas is to remove friction and help navigate obstacles that might keep them away.

1. Share your location clearly and completely: When sending the interview information for the interview, don’t just give the hotel or restaurant address. Consider adding a Google Maps link, parking/validation instructions, and which door to use, and remember that photos can also be extremely helpful (“Come to this red door in the back that says Windsor Restaurant employees”). These details are especially important if you work at a large facility with multiple entrances or campuses, like a hotel resort, mall, or stadium concession stand.

1. Provide transportation updates: If there’s a bus or train stop near your workplace, include that in your message so the applicants know what route to look for if they decide to arrive via public transit. You might also mention if there’s ongoing construction nearby, street/bridge closures, or anything else that might catch them off guard when trying to find you. Giving them a heads-up helps prevent last-minute texts like “I’m stuck in traffic,” or worse, them just giving up on trying to arrive.

1. Offer a brief virtual preview of your space: If you’re able to create one, send a short video tour of the kitchen, dining area, lobby, or employee break room to help people picture themselves in the space. It doesn’t need to be slick or fancy; what you’re aiming for is a real, accessible look at where they’d be working.

1. Set expectations: Be specific about the interview logistics so the candidate knows exactly what to expect and be better prepared. Share how long the interview will last, what they should bring (if anything), and what the format will be, whether it’s a one-on-one conversation, a walk-through followed by a chat, or something more formal. For example: “You’ll be meeting with our manager, Jody, for a 30-minute conversation in the dining room. It’s a laid-back chat that will give us a chance to get to know you, as well as give you the opportunity to learn about us. No need to bring anything but yourself, and wear whatever is comfortable for you.”

1. Invite them to an interview and lunch: If you’re in a restaurant setting, or work for a hotel with a restaurant, consider offering candidates a free meal when they come in for their interview. Yes, it’s kind of a bribe, but bribes (like flattery) work, and you can present it as a way for them to sample what you serve and learn more about your food and preparation style. Keeping them around for lunch is also a great way to extend the conversation casually, see how they engage when they’re a little more relaxed, and give them a taste (literally!) of the brand they might be joining.

1. Be upfront about the job: If you are sending a follow-up email after your initial text, let candidates know exactly what the role involves: hours, pay, shift type, tipping, required nights or weekends, physical demands, etc. This information might already be in your recruitment ad, but not everyone is going to remember all those details, and they may get you confused with other employers or positions. This clarity can give them a chance to decide if it’s really a fit, and if it isn’t, they can let you know before time is wasted on an interview.

1. Mention what makes your workplace stand out: In the same email I mentioned in #16 (or when you’re confirming the interview by call or text), share one or two specific reasons someone might want to work there. It could be flexible scheduling, free meals during shifts, local business discounts, or a fun location. Giving them a glimpse of what makes your workplace enjoyable or worthwhile can make the difference between a “Maybe I’ll go” and a “Yeah, I want to check this place out.”

What to do when they don’t show up

No-shows are frustrating, but they don’t have to be a dead end. These last steps can help you learn from what went wrong, keep the door open, and find new ways to improve your process.

1. Follow up: If someone misses their interview, don’t write them off immediately. Send a short, respectful message and let them know they’re welcome to reschedule. You may catch someone who simply got confused or overwhelmed.

1. Ask for feedback (when it makes sense): In some cases, you can ask a no-show if anything about the interview setup or process was confusing. Not everyone will answer, but even one or two useful replies could improve your approach for the next round.

1. Swap ideas with your peers: Don’t feel like you need to solve this problem alone. Reach out to fellow operators, industry contacts, or CHART colleagues and ask what’s working for them. Chances are, they’ve faced the same ghosting frustrations during interviews and may have a few creative solutions you haven’t tried yet. Sometimes just hearing how another manager improved their show-up rates can spark a new approach that works well in your own operation.

If you have internal support, use it

If you work for larger companies with a marketing department, IT team, or recruiting specialists, there’s an opportunity to go beyond these basic strategies. Consider how your recruiting website, job postings, or applicant tracking system could help reinforce the ideas in this list. Could you add a friendly welcome video to your job listings? Is it possible to automate SMS reminders through your ATS? Build in scheduling tools or pre-interview info pages? Many of the tactics above can be amplified through the smart use of internal resources, so if you have access to creative or technical support, explore what’s possible and work together to create a candidate experience that addresses the universal challenges so many operators now face when it comes to getting people to show up for interviews.

Still thinking about the way it used to be? You’re not alone.

Plenty of hiring managers (especially those of us who’ve been in the game a while) feel like something’s been lost in the shift to online recruiting. And if you work in hospitality, where connections have always been essential, you’re at the epicenter of that change, where the old ways of hiring cracked first and the aftershocks are still being felt. The personal touch, the face-to-face interaction, and the commitment to show up were part of how the whole system worked. And it’s OK to miss that.

But here’s the thing: you cannot hire based on nostalgia. You might wish and wish for things to go back to the way they used to be before everything went digital…back to 1974 or 1981 or 1999 or whenever you started recruiting. You can dream about the days when every applicant showed up early with a complete resume on crisp white linen paper, dressed professionally with their favorite tie or their best pair of pantyhose, smiled and made eye contact, and followed up with an incredibly earnest handwritten thank-you note. You can stare longingly out the window and hum “The Way We Were” all you want, but those misty-colored memories that light the corners of your mind are going to stay right there – in your mind. The old hiring landscape for hospitality has collapsed, and no amount of reminiscing will bring it back.

Moving forward

If you are missing the good old days, give yourself a minute to mourn how things used to be, dab the tears from your eyes, and then get to work. And if you are new to the recruiting game, well, you’re lucky to be stepping in at a time when adaptability matters more than tradition. But whether you’ve been hiring for decades or just got handed the schedule yesterday, the next move’s the same: test a few of the ideas above and see what sticks. You don’t have to do everything all at once; just choose a few tactics, try them consistently, and see what makes a difference for your organization. Because in the end, it’s not about doing everything – it’s about doing something that actually gets people in the door.

This article has been updated and expanded from my 2017 article, “You Can’t Hire Them if They Don’t Show Up.”