Scheduling Interviews from the Candidate Profile

When you are ready to set up an interview with a candidate, you can create meetings and send invites from the candidate's profile. You can add other hiring team members and video options, and include interview guides and scorecards.

Hiring manager access is required to schedule interviews.

Options when Scheduling an Interview

Before you schedule an interview, it's good to have an understanding of the various options that are available beyond standard details such as date, time, etc.

Interview Guides

Interview guides provide a handy outline of questions and topics to cover during an interview. When you are hiring as a team, they help you ensure each candidate is asked the same questions and receives the same information, no matter who they meet with.  When added to a scheduled interview, interview guides are visible from the meeting invite, the Meetings screen of the candidate's profile, and on-box during a video interview.

Members of the hiring team will receive the interview guide in the meeting invite, so they can review the questions before the scheduled meeting, or print them from their email. The invite also includes a link to the candidate's overview, which includes the Interview Guide, for easy reference during the interview.

Interview guides are created by a company admin.  For additional information, please see Interview Guide Set Up. Company members with questions about interview guides in use for their organization should contact an administrator.

Video Interviews

Video interviews make it simple to organize a live video meeting with your whole team, plus the candidate, while having the candidate's details available to those who need it.  You can make an interview a video interview when you schedule it from the candidate profile.  Detailed information about managing video interviews can be found in Managing Video Interviews.

Meeting Templates

You have the option to save a your interview meeting as a template for reuse.  The Save as Template button displays at bottom of the configuration window.  Once you have saved at least one meeting as a template, the Select Template option displays on the top-right corner of the window.  You can click the option to select a template and the meeting details will be automatically filled out.

Schedule a Candidate Interview

To schedule an interview with a candidate:

  1. Locate the candidate with a search or from a position or pool.
  2. Open the candidate's profile.
  3. Click the calendar button  in the upper-right corner of the window.
  4. To use a template, click the Select Template field and select an option.  Otherwise, begin by choosing a date, time, and duration for the meeting.
  5. Add members of the hiring team that you would like to include in the interview.  See Check Interviewer Availability for information about making sure your hiring team is available.
  6. Add a title, location, and description for the meeting.
  7. To use an interview guide, select an option in the Interview Guide drop-down field. 
  8. To schedule the meeting as a video interview, select an option from the video field.  Click Yes in the Record? field to automatically record the meeting.
  9. If you would like to have team members complete a scorecard, click Yes in the Record Scorecards? field.
  10. Click Continue.
  11. Review the email message that will be sent to the candidate and edit as necessary. 
  12. Click Send Invite.

Note: A candidate's email address is required for scheduling interviews.

Schedule Multiple Interviews

You can schedule multiple interviews for the same day, all at once. You can customize the times and details for each meeting, and the candidate will receive a single email with the information for all the interviews.

To schedule multiple interviews:

  1. Create the first interview.
  2. Click + Add Interview under the interview details.
  3. Add the time, interviewers, and other details for another interview.
  4. Click Continue.
  5. Confirm or change the message that will be sent to the candidate.
  6. Click Send Invite.

Check Interviewer Availability

You can check team members' calendars when you schedule an interview, to choose a time that works for everyone. Just click Availability next to Interviewers to open their PeopleFluent Recruiting calendar.

If your interviewers have their Google or Outlook calendars integrated with PeopleFluent Recruiting, information from that calendar will be displayed as well.

Reschedule an Interview

If you need to reschedule an interview, you can make changes from the candidate's profile.

To reschedule an interview:

  1. Locate the candidate with a search or from a position or pool.
  2. Open the candidate's profile.
  3. Click Reschedule in the banner at the top of the window.
  4. Make changes as needed and click Cancel Meeting or Update Meeting.

The candidate and interviewers will receive an email notification about the scheduling change.

Note: Meetings created with a scheduling link can't be rescheduled. In order to schedule a new time, first cancel the meeting and then resend a link or schedule the interview manually.

See All Interviews for a Position

You can see a calendar view of all the interviews scheduled for a position.

To open the interview calendar:

  1. Click Positions/Pools in the left sidebar.
  2. Open the correct position.
  3. Click Calendar near the top of the window.

You will see an overview of all scheduled interviews. Click any interview to see or edit its details.

 

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