Ready to start your candidate interview scheduling? Read on to find out how.
Scheduling an interview
You can schedule an interview by opening the candidate profile and selecting Schedule an interview. From there, you can choose to either share your availability or propose a specific time for the candidate to meet with you.
Updating your interview availability
To update your interview availability, go to Settings and select Interview Settings.
First, the system will prompt you to connect your preferred calendar. This ensures that any interviews you book are automatically added to this calendar and allows candidates to schedule interviews based on your real time availability.
Once connected, the page will refresh and you’ll see a confirmation that your calendar is now linked.
Choosing your video calling platform
Scrolling down, you’ll find options to choose which video calling platforms to use for interviews. You can select from Teams, Google Hangouts, Zoom, or GoTo.
Setting your interview availability
You can also set a scheduling window, which controls how far in advance candidates can book interviews, helping you keep your calendar organised. Alongside this is the minimum notice setting, which prevents last minute bookings and gives you time to prepare.
When sharing availability, you can only add the user you are currently logged in as to the interview. However, when selecting a specific time, you can add multiple users.
Setting interview duration and format
Next you can then set both the duration and format of the interview. Choose between a video call, phone call or in-person meeting and include any relevant instructions.
Adding a message to the invitation
Further down, you’ll find an option to add an email message to accompany the invitation. This is a great place to outline anything you’d like the candidate to prepare in advance.
What happens when you send the invitation?
Once you click Send and invite to schedule, the candidate will receive an email to the address they applied with. A banner will appear on their profile confirming the invitation has been sent, and you’ll also see a record of it under the Activity tab. When you close the window, a confirmation banner will appear on the main page as well.
From the candidate’s perspective, the email will allow them to either decline the invitation or schedule the interview. When they choose to schedule, they’ll see a calendar that reflects the availability you’ve set.
What happens when a candidate books an interview?
From your side, you’ll receive an email confirming that the candidate has booked a time. This email includes all the key details, along with a link to view the interview directly in your CharityJob Recruiter calendar. The interview will appear in the candidate’s personal calendar, the shared CharityJob Recruiter calendar, and the linked calendar of the interviewer.
Scheduled interviews can be managed from any of these calendars. You can reschedule or cancel directly from the CharityJob Recruiter calendar, the candidate’s profile, or your synced personal calendar, and the system will update all parties automatically. Candidates can do the same from their side. They can reschedule or cancel their interview through the link provided in their email, and the system will update your calendars accordingly.
By clicking on the interview in your calendar, you can view all relevant details.
Viewing interview status in the Applicant Tracking System
Back in the Applicant Tracking System, the candidate’s banner will update to show that an interview is scheduled. Their profile will also display the confirmed date and time.
Need help?
Still have questions? Feel free to reach out to your assigned CharityJob Account Manager via their avatar on your dashboard or call us on 020 8949 8430.