The self-schedule interview feature streamlines the recruitment process by allowing candidates to select a time slot for their interview.
However, there are instances when a candidate doesn’t take action within the provided timeframe. Here’s what happens in such cases and how recruiters can manage the situation:
1. Notification to Recruiter
Recruiters are notified in the system if a candidate hasn’t scheduled their interview. A status message, such as “The candidate hasn’t scheduled their interview yet,” appears on the candidate’s profile. This ensures the recruiter is aware of the inactivity.
2. Expiration of the Self-Schedule Link
The self-schedule invitation link sent to the candidate typically has an expiration date. If the candidate does not act within this timeframe, the link becomes invalid. The system reflects this status, and recruiters must decide whether to resent the invitation or proceed differently.
3. Remind Candidate Option
To prompt action, recruiters have access to a "Remind Candidate" feature. This sends a gentle reminder email or notification to the candidate to schedule their interview before the link expires.
Example Actions:
- Click the “Remind Candidate” button from the candidate’s profile.
- Customize or send the system-generated reminder email.
4. Panel Availability Updates
If a considerable amount of time has passed since the initial self-schedule invitation was sent, the availability of panel members may have changed. In such cases, recruiters should update or reconfirm the schedules of the panelists before sending a new self-scheduling link to the candidate.
5. Ability to Resend Self-Schedule Invitations
Recruiters cannot send another self-schedule link while the current one is still active.
Once the link expires, they can create and send a new invitation to the candidate.
Steps to resent link:
- Navigate to the candidate’s profile.
- Choose the “Schedule” option, then select “Self-Schedule” to proceed.
- Update panel members, meeting platforms, or timeframes as needed before resending.
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6. Candidate Booking an Interview via the Self-Schedule Link
When candidates click on the self-schedule link provided by the recruiter, they are directed to the scheduling interface. Here, they can choose a convenient date and time, select the meeting platform (e.g., Google Meet, Microsoft Teams, or Zoom), and finalize their booking by clicking the "Send" button.
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7. System Tracking and Activity Logs
When the Self-Schedule option is clicked, a popup is displayed with the following details and activity logs:
Status Options:
- Interview Scheduled: This indicates that the candidate has successfully booked an interview.
- Yet to Schedule: Reflects that the candidate has not booked any slot yet.
- Cancelled: Shows if the candidate has cancelled the interview.
Activity Logs:
The system maintains a detailed log of all scheduling actions, including:
- Date and Time of Invitation: Records when the self-schedule invitation was sent to the candidate.
- Reminders Sent: Logs notifications sent to the candidate to remind them to schedule the interview.
- Link Expiry: Captures when the self-schedule link expired.
Access for Recruiters:
- Recruiters can view and access this history to monitor candidate interactions and take appropriate follow-up actions.
7. Next Steps for Recruiters
When candidates don’t respond:
- Follow up via email or phone: Direct communication may help understand if the candidate is facing issues or has lost interest.
- Offer alternative scheduling methods: If self-scheduling isn’t working, recruiters can directly schedule the interview on behalf of the candidate.
- Assess candidate engagement: If a candidate repeatedly ignores scheduling requests, recruiters may need to evaluate their seriousness about the opportunity.
By utilizing system tools like reminders, rescheduling, and tracking logs, recruiters can stay proactive and ensure minimal delays in the hiring process. The self-schedule feature, even when inactive, provides clear insights and control for recruiters to manage candidate interactions effectively.