What happens when a candidate schedules a meeting?

Once a candidate selects a time slot using the Self-Schedule Interview feature, the system provides clear insights and actionable points for the recruiter. Here's what happens from the recruiter's point of view when a candidate schedules an interview:

1. Confirmation of Scheduled Interview

After the candidate selects a time slot, the scheduled interview details are reflected in the candidate's profile.

• Details Displayed:

  • Interview date and time.
  • Chosen meeting platform (e.g., Google Meet, Microsoft Teams, or in-person location).
  • Assigned panel members.

• Actions Available:

  • Edit: Allows recruiters to make changes to the scheduled interview, including the time, panel members, or meeting platform.
  • Cancel: Enables recruiters to cancel the interview and notify the candidate.

• Benefit: The recruiter gets a complete overview of the confirmed schedule, making it easy to monitor and manage upcoming interviews.

2. Scorecard Integration

Once an interview is scheduled, the associated scorecard is automatically updated and linked to the candidate's profile.

• Features:

  • Displays panel members’ feedback from the scheduled interview.
  • Includes overall ratings, scorecard averages, and individual comments.
  • Recruiters can add their feedback or review assessments from previous interviews.

• Benefit: Centralized access to evaluations and feedback ensures informed decision-making in the recruitment process.

3. Sending a Self-scheduled Invitation to the Candidate

When recruiters want to provide candidates with the flexibility to choose their interview slot, the system offers the self-schedule interview feature.

Steps for Sending:

• Navigate to the candidate's profile and click the "Schedule Interview" option.
• Select "Self-Schedule Interview" from the dropdown menu.
• Configure the available time slots, panel members, meeting platform (e.g., Google Meet, Microsoft Teams, Zoom), and time zones.
• Customize the invitation email, including placeholders for the candidate’s name, job role, and a direct link for self-scheduling.
• Preview the email and click "Send."

Benefit: This step empowers candidates by giving them control over their availability while saving the recruiter’s time, reducing back-and-forth communication about scheduling

4. Real-Time Notifications

Recruiters are notified as soon as the candidate selects a time slot.

• Notification Channels:

  • Email alerts to the recruiter and panel members.
  • Updates in the Scheduled Interviews section.

• Benefit: Keeps all stakeholders in the loop, ensuring transparency and timely preparation.

5. Tracking Candidate’s Scheduling Journey

The candidate's profile provides insights into their scheduling actions.

• Display Updates:

  • A log of when the scheduling invitation was sent and when the candidate confirmed their slot.
  • Notifications about any conflicts or reminders required for panel members to adjust their availability.

• Benefit: Recruiters can track progress and follow up promptly if delays occur.

6. Simplified Joining Process for Panel Members

The system generates an easily accessible Join link for the interview (for online platforms).

• Panel Member View:

  • They can join the interview directly from the scheduled event in the system or email notifications.
  • Access to the scorecard for pre-interview preparation.

• Benefit: Streamlines the panel members’ experience, reducing confusion and improving readiness.

7. Handling Changes or Conflicts

If a panel member's availability changes after scheduling, the system allows recruiters to make adjustments.

• Actions:

  • Reassign panel members from the Edit option.
  • Reschedule the interview entirely if needed.

• Benefit: Provides flexibility to address last-minute changes without derailing the recruitment timeline.

Conclusion:

This phase of the self-schedule interview process ensures that recruiters remain in control, with real-time updates, detailed tracking, and integrated tools to manage interviews efficiently. By eliminating scheduling bottlenecks and offering comprehensive post-scheduling features, the system enhances the overall recruitment experience for all stakeholders.