Recruitment Interviews

One of the more exciting parts of the recruitment process is that we’ve tried to make it easy and simple or organise interviews for lots of potential employees at once.

Create Interview Slots

An interview slot is a fixed time and date that one or more applicants are expected to be interviewed.

When creating a slot, you will be asked for the date and start time of the first slot. You will then be asked how many shots you want to have in that session, how long each slot is, and if you wish to have a gap between slots. You also set how many applicants will be interviewed in each slot.

The system will automatically create the slots based on the durations and gaps requested. For example, three slots 1 hour long with a 15-minute gap between them starting at 9 am will create the following:

• 9 am - 10 am
• 10:15 am to 11:15 am
• 11:30 am to 12:30 pm

If you wish to have a longer break (for lunch for example) then simply limit the slots for the morning session and add another new interview slot for after lunch.

For each slot, you can enter the location of the interview and long-form notes. Once the applicant has selected the interview slot, the notes will be displayed.

You can also edit interview details once slots have already been booked. To do this, go to your active applicants and click edit details.

Once you have saved these changes, all applicants will receive an email update, including all the changes to the interview details.

Copy Interview Slots

If proceedings or the calendar changes, you can quickly copy interview slot details to another day. To do this, go to your active applications, and you will see all the interview slots created. 

Click to copy the application. You will then see all the details from the interview slot that has already been created. You can then choose another date, and a new set of interviews will be created. This can also be useful if you have more applicants and simply want to create another day of interviews with the same details, reducing admin time.

You can also delete the other interview slot dates if you no longer need them, and the applicant will be emailed about rebooking their interview slot.

It is worth noting that you cannot copy to the same date as the system will assume that these slots already exist.

Invite to Interview

You can invite applicants to interview individually or in bulk. The bulk option will send invites to all eligible applicants if their draft status is Suggested Interview (e.g. they have an individual invite button next to their application)

This will email the applicant to invite them to select an interview slot. You can edit the text of the interview email under the Portal Settings page.

The applicant must log in with their email address and unique applicant code (they can re-request this if they have lost it). They will then be shown all the available interview slots and asked to confirm which they can attend.

Once selected, their slot will be shown on your shortlist dashboard.

Manage Interview Booking

Once invited to interview, a manager can also choose the interview slot for the applicant. This is shown as Book Interview next to the Invite to Interview email. The example below shows a re-interview process too.

Once an interview is booked, you can unbook the interview (so the applicant can book a new slot) or you can pick a new interview slot for them. Both of these actions will email the applicant straight away with either the rebooking instructions or the details for the interview.

Re-interview

If desired, you can request an applicant re-interview. Simply add new interview slots and then send the re-interview email. This button will be shown next to the applicant after their booked interview date.

Block Interview Slots

Within the interview procedure, you can block an individual time slot within a whole run of interviews that can be set aside for breaks. So, if, for example, you are running six back-to-back interviews that are 30 minutes each and there is no gap between each interview, you can now block a slot so that that period of time remains empty. 

This can be helpful if you are running back-to-back interviews but want to create a specific period of time for a break. To use it, go to your active applications, click the details on one of your sets of interview slots, and choose the time period you want to be blocked.