Interview Event - Define Scheduling Details

Interview events are configured and scheduled from the Interview Scheduler page. The process for configuring the details for scheduling an interview event is similar to the process for scheduling other In Person or Phone interview types.

For interview events, recruiters access the scheduling details by clicking the Click to Schedule Event link from the Interview Scheduler page. Then, from the Schedule Event pop-up, recruiters can select the interview event they would like to schedule and define the sessions that will be available for applicants to select. Once the scheduling details are defined, recruiters return to the Interview Scheduler page and schedule the event.

Note: Applicants must be in an Interview status type in order to be scheduled for an interview event.

To access the Interview Scheduler page, navigate to the Statuses tab of the applicant's profile page. Then, click the Schedule Interview(s) button in the applicable Interview status type panel.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Applicants: Manage Interviews Grants ability to manage and schedule interviews for applicants. This permission cannot be constrained. Recruiting
Requisition: Edit Interviewers Grants ability to edit the requisition interviewers section for requisitions. Users with this permission can also edit the interviewers for Interview status types from the Applicant Profile page. This permission can be constrained by OU. Note: If OU constraints are applied, then the only users who recruiters can add as interviewers are the users who they can view based on the OU constraints. Recruiting
Requisition: Interviewer

Grants ability to access and view past and future interviews and record interviewee recommendations. This permission cannot be constrained.

Note: This is a dynamically assigned permission that is not available in Security Role Administration. Once a user is scheduled as an interviewer for an applicant, the user will always have permission to view the interview details on the Interview Manager page. Users with this permission can do the following:

  • Access the Interview Manager page.
  • View the resume and cover letter for applicants for whom they are an interviewer.
  • View the applicant profile for applicants for whom they are an interviewer.
  • View the interview guide for the requisition for which they are listed as an interviewer.
  • Recommend that an applicant be advanced or not advanced.
Recruiting
Requisition: Owner

Enables owner to access requisitions and applicants for requisitions for which they are an owner. This permission also grants read-only access to video interviews that are completed by applicants via HireVue. For portals with Referral Suite enabled, this permission also enables requisition owners to edit the referral source on the Applicant Profile page. This permission cannot be constrained.

Note: This is a dynamically assigned permission that is not available in Security Role Administration. If the user is removed as an owner, the permission is revoked for the associated requisition. This permission cannot be manually assigned. Also, if a user has both the permission necessary to manage requisitions and be a requisition owner, the constraints of the Requisition: Manage permission overrule those of the Requisition: Owner permission. For requisition owners that do not also have permission to manage requisitions, only certain fields are editable when editing a requisition.

Recruiting
Requisition: Reviewer

Enables reviewer to access requisitions and applicants for requisitions for which they are a reviewer. This permission cannot be constrained.

Note: This is a dynamically assigned permission that is not available in Security Role Administration. Once a requisition is in a Closed or Cancelled status or if the user is removed as a reviewer, the permission is revoked for the associated requisition. This permission cannot be manually assigned.

Note: If an applicant reviewer is removed as a reviewer via the Applicant Profile page, the Requisition: Reviewer permission is revoked for the associated requisition. However, if the reviewer was also added as a reviewer via the General tab when creating, editing, or copying the requisition, the reviewer still appears on the In Review panel as a duplicate reviewer and retains access to the requisition and applicants from the Requisition: Reviewer permission. See Applicant Profile Page Overview for more information about duplicate reviewer instances.

Recruiting

Define Scheduling Details for Interview Event

To define the details for scheduling an interview event, select the Click to Schedule Event link. This opens the Schedule Event pop-up. Note: This option only displays for recruiters with permission to edit interviewers for a job requisition.

The Schedule Event pop-up is separated into two sections: Schedule Event and Session Parts. The information and options that display in the pop-up are dependent upon the option selected by the administrator in the Part Duration field when configuring the session part.

Schedule Event Section

The following displays in the Schedule Event section of the Schedule Event pop-up:

Field Description
Event

This field enables the recruiter to select the event for which to schedule the applicant. The events that are available are the events for which the recruiter meets the availability criteria defined by the administrator when configuring the event. In addition, events must have at least one session saved in order to be available for selection.

To select an event, enter a full or partial name in the field. This field uses predictive search to display matching events. Select the event from the list. Events can only be selected if the end date is in the future.

Once the event is selected, the event and session details populate the additional options and information in the Schedule Event pop-up.
Date(s) This field displays the dates available for the session part. Select the date of the session part in which to schedule the applicant.
Time Zone This field displays the time zone in which the event occurs.
Interview Duration

Select the duration of the interview from the drop-down.

Session Parts Section

The Session Parts section requires the recruiter to select the session in which to schedule the applicant. The parts that display are the parts defined by the administrator for the date selected in the Date(s) field. The date of the event displays above the list of session parts.

Clicking the Show All option displays all session parts, including those that have already been scheduled. Sessions that have already been scheduled are grayed out and cannot be selected. Note: The Show All option does not display for session parts that are defined as Full Duration. In such cases, only one session part displays. The number of remaining slots available vs. the total number of slots displays below the session number in the box.

To select the session in which to schedule the applicant, click the box with the desired start time. The start time and session number display in the session part box. For session parts that are defined as Full Duration, the number of remaining slots vs. the total number of slots displays below the session number.

To view the interviewer scheduled for the session part, hover over the part. This opens an information pop-up that displays the interviewer's image if available, name, position, phone number, and a linked email address. Click the email link to email the interviewer from your organization's email provider.

Auto-Refreshing

The list of session parts is automatically refreshed each time the information in the Schedule Events section is modified.

Cancel/OK

Click Cancel to cancel scheduling the applicant for the interview.

Click OK to schedule the applicant for the interview. This adds the interview to the Interview Scheduler page, where the recruiter must save the interview in order to fully schedule the applicant for the interview event.