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 using the Bulk Interviews option. Bulk interview slots are designed to be held within one day with a block of openings for multiple candidates to choose from.
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 Bulk Interview Slots":
From this window you can add up to 10 bulk time slots.
- Select date and time for the response deadline (make sure to indicate AM or PM in the time boxes)
- Enter number of interview slots (up to 10)
- Select Interview Group - 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
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- Note that the first interview will start at your selected start time and then each interview will correspond directly after one another based on the duration block you select
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- 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
Next, click on the Tracker Candidates tab in the tracker, and select the candidates you wish to invite and then click on "Invite to Interview":
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:
Provided the candidate books a timeslot, the Candidate Interview Confirmation email and the Reviewer Confirmation emails will trigger and send to the candidate and assigned reviewer(s).
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.