Schedule-an-interview

Schedule an Interview

Overview

The Schedule an Interview Tool allows Hiring Managers to setup interview times for the Vacancies that they manage. The applicant can

then select these interview times when applying for a vacancy. Interviews can also be scheduled on an as required basis.

Open Vacancy Scheduler

The Vacancy interview scheduler allows the management of interview timeslots

After logging into the Subscribe-HR select the Recruitment Module.
From the Tools Menu select Schedule an Interview.
This displays a weekly diary calendar with Timeslots to select.

Interview Timeslot Creation

Select the Vacancy of interest from the Vacancy Interview Selector.
Select a Timeslot on the Scheduler.
View a New Time-Slot pop-up with fields to populate in the below Table.
Select OK to create an Interview.
Select Close to abort the Interview creation.

Vacancy Timeslot Fields

The table below shows the fields that are used to setup and manage an interview timeslot. All timeslots have the same common set of fields.

Field Name	Description
Start Time	The Time the Interview is scheduled to Begin.
End Time	The Time the interview is scheduled to End.
Date	The date the interview has been scheduled for.
Vacancy Name	Pre-populated from the Vacancy Selected.
Room	The room the interview is to occur in.
Log type	The way the Interview was logged.
Interview Type	The method used to conduct the interview.
Interviewer	Use the Selector to chose an Interviewer. Select Add to fill the field, multiple interviewers allowed.
Applicant	Use the Selector to chose an Applicant. Select Add to fill the field, multiples applicants allowed.

Vacancy Interview Update

To update the fields listed in a Vacancy timeslot, for example to change the time of an interview, follow the below steps.

Select the Vacancy of interest from the Vacancy Interview Selector.
Select an Interview on the Scheduler.
View a Time-Slot pop-up with fields to update from the above Table.
Select OK to Update Interview Details
Select Close to abort the Interview update.

Vacancy Interview Delete

To remove a Vacancy timeslot, example usage is if the interview was cancelled, follow these steps.

Select the Vacancy of interest from the Vacancy Interview Selector.
Select an Interview on the Scheduler.
View a Time-Slot pop-up.
Select Delete to remove the Timeslot.
View a confirmation Pop-up.
Select OK to confirm the Deletion.
Select Close to abort the Deletion.

Setup Weekly Timeslots

Weekly timeslots are useful to manage your availability for interviews. If you have known time-frames when you will be available to interview, you can use this function to setup groups of timeslots to interview applicants. These timeslot groups can then used in the

Select the Button Duplicate Weekly Interviews.
View the pop-up with the title Copy timeslots from a group.
Select the text group of timeslots.
View the Interview Scheduling record holder.
Select Add new record.
Enter name for the Timeslot Group.
View a one week Monday to Sunday Scheduler.
Select all the timeslots that you want to make available.
View that each time slot is created with a 30 minute interval.The timeslots cannot be opened to set more details they are only placemarkers for interview times.
Select Save.

Duplicate weekly interviews

This option allows the duplication of previously Setup weekly interview timeslots.

Select the Button Duplicate Weekly Interviews.
Select the Group of Timeslots to copy from in the selector.
Select OK to carry out the Duplication.
View the timeslots created on the scheduler.
Select Cancel to abort the Duplication.

Email Applicants for Free Timeslots

Once your time-slots have been Setup and Duplicated, they are allocated as free, rather than listing the vacancy name. You can then

email applicants to accept these timeslots for interview.

Select the Button Email applicants for Free Timeslots.
View a pop-up with the free time-slots.
View the pending applicants that will be emailed to accept a timeslot.
Select Send Email to email to the applicants as listed.
Select Close to Abort the Email.

Scheduler Date Selectors

The interview scheduler will hold a record of all

Select the Today Icon to change the focus of the Scheduler to the current week.
Select the less than sign < to move the whole schedule backwards one week at a time.
Select the greater than sign > to move the whole schedule forwards one week at a time.

Interview Workflows and Correspondence

Interview Workflows and Correspondence items have been put onto the system to send back to the applicant and the interviewer, once the Interview timeslot has been accepted. Check the below notification correspondence items to check the emails that are sent.

Interview Notification to Applicant
Interview Alter Notification to Applicant
Interview Notification to Interviewers
Interview Alter Notification to Interviewers

Check workflows in the following Object

All my Interviews