What happens when candidates suggest a date and time?

Here's what happens when a candidate suggests a date and time:

1. Suggested Slot Notification

When a candidate proposes a date and time, the recruiter is immediately notified via the candidate’s profile. The system highlights the suggested slot for the recruiter to review.

• Key Information Displayed:

  • Candidate’s proposed date and time.
  • The current status of panel members' availability for the suggested slot.
  • Options to accept or reject the suggested slot.

• Benefit:

2. Reviewing and Managing Suggestions

The recruiter has the option to evaluate the suggested time and act accordingly.

• Actions:

  1. Accept the suggestion:
     • Confirm the proposed slot and notify the candidate and panel members automatically.
     • Update the system’s calendar with the newly accepted time slot.

• Benefit:

  Helps recruiters maintain control over the scheduling process while being considerate of the candidate's needs.

Once the suggestion is accepted, the recruiter can proceed to schedule any additional time slots that the candidate has proposed by clicking on the Schedule option.

4. Step-by-Step Guide for Recruiters to Schedule an Interview When a Candidate Books a Slot

When a candidate books a time slot for an interview using the Self-Schedule Interview feature, the recruiter can finalize and manage the interview seamlessly. Here’s how recruiters can schedule the interview:

1. Navigate to the Candidate's Profile:

   • Open the recruitment module and locate the specific candidate’s profile.
   • Go to the Scheduled Interviews or Actions section.

2. Verify Candidate's Selected Slot:

   • Review the time slot chosen by the candidate for accuracy and compatibility with panel member availability.
   • Confirm the selected meeting platform, such as Google Meet, Microsoft Teams, or Zoom, if applicable.

3. Select Panel Members:

   • Add the required interview panel members by choosing their names from the dropdown menu.
   • Alternatively, use the Round-Robin Assignment feature to dynamically assign panelists based on availability.

4. Configure Interview Details:

   • Specify the interview date and time based on the candidate's selected slot.
   • Adjust the duration and time zone if needed.
   • Ensure the meeting platform is selected or updated (e.g., Google Meet, Microsoft Teams, or Zoom).
   • Attach the relevant Scorecard or evaluation template for the panelists.

5. Customize the Email Invitation:

   • Use the system’s pre-filled email template or personalize it as needed.
   • Include the meeting link, contact details, and any additional instructions for the candidate.
   • Preview the email to confirm all information is accurate before proceeding.

6. Send the Interview Confirmation:

   • Click Schedule Interview to finalize the scheduling process.
   • The system will send the confirmation email to the candidate and notify all selected panel members.

5. Updates to Scorecards and Profiles

Once a suggested time slot is accepted, the candidate's profile and scorecard are automatically updated.

• Profile Updates:

  • The "Upcoming Interview" section displays the confirmed time slot.
  • Changes are reflected in real-time for the candidate, recruiter, and panel members.

• Scorecard Integration:

  • Panel members gain immediate access to feedback tools for the scheduled interview.
  • Past interviews and feedback remain visible for context.

6. Activity Logs for Transparency

The activity logs in the candidate’s profile record every action taken regarding the interview schedule.

• Details Captured:

  • When the suggestion was made.
  • Actions taken by the recruiter (e.g., acceptance, modifications).
  • Notifications were sent to the candidate and panel members.

• Benefit:

  Provides a comprehensive history of scheduling actions for clarity and accountability. 

7. Improved Candidate Experience

By allowing candidates to suggest time slots, the system demonstrates flexibility and enhances the overall interview experience.

• Candidate View:

  • Displays confirmation or rejection of their suggestion in real-time.
  • Provides easy access to the updated schedule.

• Recruiter View:

  • Offers insights into the candidate’s preferences and availability.
  • Enables swift adjustments to accommodate reasonable requests.

Conclusion:

This additional layer of flexibility strengthens the scheduling process by fostering collaboration between candidates and recruiters. The ability to manage suggested time slots seamlessly ensures that the recruitment workflow remains efficient while accommodating diverse scheduling needs.