Assigning interpreters

Learn how to assign interpreters to appointments using direct assignment or offers.

3 min read Updated January 17, 2026

Assigning interpreters

Fluent offers two primary methods for assigning interpreters to appointments: direct assignment and offer-based scheduling. Each approach has its advantages depending on your workflow.

Direct assignment

Direct assignment is when you manually select a specific interpreter for an appointment. This is ideal when:

  • You have a preferred interpreter for a particular client
  • The appointment requires specific expertise
  • You’re filling a last-minute request and know who’s available

How to directly assign

  1. Open the appointment details
  2. Click Assign Interpreter
  3. Use filters to narrow down candidates:
    • Language pair
    • Service type (in-person, phone, video)
    • Availability
    • Credentials
    • Distance (for in-person)
  4. Select the interpreter from the list
  5. Click Assign

The interpreter will receive an assignment notification and can confirm their attendance.

Offer-based scheduling

Offer-based scheduling broadcasts the appointment to multiple qualified interpreters, who can accept on a first-come, first-served basis. This is ideal when:

  • You have a pool of qualified interpreters
  • The appointment doesn’t require a specific person
  • You want to fill requests quickly without manual selection

How to send offers

  1. Open the appointment details
  2. Click Send Offers
  3. Configure offer settings:
    • Maximum offers — How many interpreters to notify
    • Offer expiration — When the offer expires
    • Priority — Send to preferred interpreters first
  4. Review the candidate list
  5. Click Send Offers

What happens next

  • Selected interpreters receive offer notifications (push, email, and/or SMS)
  • The first interpreter to accept claims the appointment
  • Other interpreters see the offer as no longer available
  • You’re notified when the appointment is claimed

Smart matching

Fluent’s smart matching helps you find the best interpreter candidates automatically. The system considers:

Language match

Interpreters are filtered by their listed languages. The system can match:

  • Exact language pairs
  • Language variants (e.g., Spanish → Latin American Spanish)
  • Dialect preferences

Availability

Only interpreters with open availability during the appointment time are shown. The system checks:

  • Recurring availability schedules
  • Existing appointments
  • Blocked time

Credentials

For appointments requiring specific qualifications, Fluent filters by:

  • Certifications (e.g., court certified, medical certified)
  • Background checks
  • Training requirements
  • Customer-specific requirements

Proximity (in-person)

For in-person appointments, candidates can be sorted by:

  • Distance from the appointment location
  • Estimated travel time
  • Previous work at the location

Assignment rules

You can configure rules that affect how assignments work:

Conflict prevention

Fluent prevents double-booking by default. An interpreter cannot be assigned to overlapping appointments. You can configure:

  • Buffer time — Required gap between appointments
  • Travel time — Auto-calculated based on distance
  • Override permissions — Allow admins to bypass conflict rules

Maximum appointments

Set limits on how many appointments an interpreter can accept per day or week.

Customer preferences

Some customers may have:

  • Preferred interpreters (shown first in candidate lists)
  • Blocked interpreters (hidden from candidate lists)
  • Required credentials

After assignment

Once an interpreter is assigned:

  1. They receive an assignment notification
  2. The appointment status changes to Assigned
  3. A confirmation request may be sent (based on your settings)
  4. The interpreter confirms, and status updates to Confirmed

Tips for effective assignment

  1. Build your interpreter roster — Keep profiles up to date with languages, credentials, and availability
  2. Use offer expiration wisely — Short expirations create urgency; longer ones give more time but may delay filling
  3. Monitor unfilled requests — Set up alerts for appointments approaching without coverage
  4. Review acceptance patterns — Track which interpreters respond quickly and reliably

Learn more about Offer-based scheduling for advanced configuration options.