The Tracker Interviewer Scheduler manages notification emails and the ability to schedule interviews with the candidates and reviewers within a tracker. This article will guide you through creating multiple interview and timeslots that candidates can choose from.
**Time slots can be at different days and times**
Applicable Roles: Administrator, Human Resources
Pre-requisite(s): Notification Templates for the Tracker Interviewer Scheduler, The Tracker Interview Scheduler
Navigate to Recruiting in the left navigation menu and then select "Tracker" followed by "Open Trackers":
Select the tracker you wish to use (it must have candidates and reviewers) by clicking the magnifying glass.
The Manage Open Trackers grid will refresh and display the selected tracker in the bottom half of the screen. If the Tracker Interviews tab is not already displayed, simply click the arrows (circled below) to display the Tracker Interviews tab:
From the Tracker Interviews tab, click on New Tracker Interview Slot:
Next you will follow all steps to complete the Manage Tracker Interview Slot window, as Option 1, except leave the Candidate drop-down box blank then click Insert and Add Another to continue creating the time slots.
- Select date and time for the response deadline (make sure to indicate AM or PM in the time boxes)
- Do NOT select a candidate - you will do this later after you've inserted all of the time slots
- Select Interview Group - this refers to the round of interviews you're currently in
- Select date and time for the Interview Start Date/Time (make sure to indicate AM or PM in the time boxes)
- Set the duration of the interview
- Select the Interview location
- Select the Reviewer(s)
- Select the Candidate Status after being booked (this will show in the Tracker)
- Enter further instructions for the candidate in Candidate Additional Information (this will appear in the candidate email)
- Enter Internal Additional Information (this will only be visible to Candidate Reviewers/Interviewers)
- Click "Insert and Add Another" until you've created all of the time slots
Once all of your time slots have been created, click on the Tracker Candidates tab in the tracker, and select the candidates you wish to invite and then click on "Invite to Interview":
Next confirm that the number of candidates selected are the ones that should receive the invite to interview. Change "Candidate Status after Invite" to "Sent Invite to Interview" (this status will show on the tracker) and click "Confirm".
Once "Confirm" is clicked, the "Candidate Invite to Interview" email will be sent to each of the selected candidates:
The email instructs the candidate to log into RecruitFront, then select the Applicant Dashboard and "View Details" under the Job Interviews section:
The candidate can now select either "Pick a Timeslot" or "Not Interested"
Provided the candidate picks a timeslot, they then have the option to book a slot or propose a new time:
Once the candidate selects a time slot for the interview, their candidate status in the tracker will change from "Sent Invite to Interview" to "Interview Scheduled" unless they propose a new time:
The Candidate Interview Confirmation email and the Reviewer Confirmation emails will trigger and send to the candidate and assigned reviewer(s) as soon as the candidate books a timeslot.
After booking the timeslot, the candidate can see the details of the interview in RecruitFront. From there, if necessary, the candidate can also reschedule or click "Not Interested" if no longer interested in interviewing for the position.