Scheduling Interviews using Actions
Within Eploy, Action records are used to capture the details of all scheduled Interviews.
Either from within the Application Dialogue or from the Pipeline and Tab view, click Create Action, then:
Set the Start and End Date and Time for the interview
If editable, ensure the correct Action Type is selected
Select a suitable User and Organiser
User - When selected and scheduled, details of the Interview will be added to the selected User(s) Eploy Calendar
Organiser - When scheduling a Zoom or Teams interview within Eploy, the Organiser field is used to specify whose Zoom or Teams account the interview will be linked with
Optionally:
Setting a Reminder enables a reminder pop-up, similar to those found within Outlook, at your chosen time prior to the Action Start Time
Additionally, toggle Send additional email reminder to core system users only to be sent an email at the same time
Toggle Automatically Send Calendar Invites to send an automated email to all associated Core System Users when the Action is updated
Verify all Relationship details are correct, selecting additional Hiring Managers as required
Toggle Requires Confirmation from Candidate to ask the Candidate to confirm the interview details
Confirm the Location for the Interview - this will default to the Address of the Vacancy
If your Eploy system is integrated with Zoom or MS Teams, beneath the Location field will be the option to schedule a Teams or Zoom meeting - click this to replace the physical address contained within the Location field with a Teams or Zoom link
Add pertinent Other Attendee details and Interview Instructions
Click Save when done
If configured within your Recruitment Workflow, an automated notification will be sent to the Candidate informing them of their interview details.
🤓 Tip selecting a date in the past is a great way of retrospectively recording that an interview has taken place if it wasn't scheduled through Eploy directly.
Interview Slots
Interview Slots is a mechanism available within both the Core System and Hiring Manager portal, allowing users to capture their interview availability as Slots, which can then be manually assigned to Candidates, or made visible to Candidates, allowing them to select their own preferred interview date and time
Interview Slots are created by accessing the Calendar and clicking Create Slots.
Start by indicating whether you wish to create a single or multiple slots:
Single
Set the start and end date and time for the slot
Indicate the number of places that are available for that slot (e.g. an assessment centre with multiple Candidates)
Optionally, set a repeating schedule (see below)
Multiple
Indicate the date and time to begin your slot schedule
Indicate how many candidates can be assigned to each slot
Enter the number of sessions for the day
Set the duration of each slot and the duration of any breaks between slots
📌 Note - multiple slots can only be created up to Midnight on the selected date
Scroll down the page to Slot Details:
Select the Action Types for the slots (multiple Action Types can be selected if appropriate)
Select which Vacancies the slots relate to (multiple Vacancies can be selected if appropriate)
Select a suitable Location. This will default to the address of the first Vacancy selected.
If your Eploy system is integrated with Zoom or MS Teams, beneath the Location field will be the option to schedule a Teams or Zoom meeting - clicking this will remove the current address and, once saved, a unique meeting link will be added automatically
Select a suitable User and Organiser
User - When selected and scheduled, details of the Interview will be added to the selected User(s) Eploy Calendar
Organiser - When scheduling a Zoom or Teams interview within Eploy, the Organiser field is used to specify whose Zoom or Teams account the interview will be linked with
Auto Assign My Vacancies is a feature that tells Eploy to automatically update the Vacancies associated with these slots and include any new Vacancies where:
The organiser is the main contact on a vacancy, or
The organiser is assigned to any vacancy - if the Organiser is a Core System User, select this option
Select any additional Hiring Managers that will be attending the Interview and, optionally, add in the details of any Other Attendees
Toggle Allow candidates to select this slot if Candidates should be able to self-select an interview time
Finally, enter relevant Interview Instructions
Click Save once done.
Repeating Slots
When creating a single slot, if you'd like Eploy to create a repeating schedule, click Setup. This feature can be useful for Assessment Centres or Telephone Interviews which take place at the same day and time on a recurring schedule e.g. the first Monday of every month.
Confirm the Start Date, Start Time and End Time for your repeating schedule
Indicate the repeating frequency (in weeks) and select which days of the week the new slots should be created on
Optionally, include an End Date for the schedule
Finally, specify how many days in advance, between 7 and 60 days, new slots should be created
Click Add once done. Click Edit to amend the schedule and Remove to remove the schedule.
Slots that are part of a repeating schedule can be identified from the repeat symbol.
Edit a Slot
To edit a slot, access the Calendar. Locate and click on the slot to be edited.
To change whether the slot is visible to Candidates, use the Active toggle.
To edit the slot, click the Edit pencil.
Make your edits and click Save.
📌 Note if editing a slot that is part of a repeating series, a message to that effect is displayed at the top of the edit page. Any changes made will impact all slots in the series. It is not possible to amend the details of a single slot within a repeating schedule - please delete that single slot and re-create it with the amended details.
Delete a Slot
To delete a slot, access the Calendar. Locate and click on the slot to be deleted.
Within the slot information panel you'll find the number of places remaining.
Click the down button to reduce the number of places available. Alternatively, to remove all remaining places, including the slot if not booked at all, click the Recycle Bin then Delete.
Alternatively, click the Edit pencil followed by Delete.
📌 Note when deleting a slot that is part of a repeating series you'll be asked whether you wish to delete this slot, this slot and all future slots or all slots in the series.
Candidate Slot Selection - Recruitment Workflow Settings
Although you have control over whether an individual slot can be selected by a Candidates, the settings as to whether Candidates can see and select slots at all are contained within the relevant Action Stage of each Recruitment Workflow.
Access a Recruitment Workflow (Admin > Recruitment Workflows), scroll down to an Action stage and click on the Stage Name to open the settings window.
Toggle Allow Candidates to see Slots and Actions at this stage, displaying the following options:
Maximum Days in Advance - Indicate how many day's worth of slots to show
Maximum Slots to Show - Indicate the total number of slots to show
Slot Selection Deadline - Indicate how many hours before the slot start date/time you wish slots to not be selectable by Candidates
Allow Candidates to change slots - toggle to allow Candidates to change their selected slot directly from the Candidate Portal
Allow candidates to cancel interviews - toggle to allow Candidates to cancel their interview directly from the Candidate Portal
Finally, the Auto Delete Deadline captures the number of hours before a slot start date/time when, if not booked, it will be automatically deleted. This option is always visible.
🤓 Tip if you attempt to create a slot which is due to start within the auto delete deadline, Eploy will delete the slot as soon as you save it.
Rescheduling and Cancelling Interviews
Rescheduling an interview simply requires you to change the date and time of the Action.
Locate and edit the Action, either from the Calendar or from within the Application Dialogue. Change the date, time and, if needed, location, then click Save.
Considerations when rescheduling and cancelling Interviews
When rescheduling or cancelling interviews, please bear the following in mind:
Is your Action linked to an iCal notification? If not, when cancelled or rescheduled, Hiring Managers and panel members will not be informed of the change
What is the current Contacted State of the Application?
If the contacted state is set to Contacted
, Previously Contacted 
or Needs Contacting 
, Eploy will not send an email to the Candidate containing their new interview details - you should manually email the Candidate. If the Contacted State is Scheduled
the automated interview notification email has not yet sent and will include the updated details when it sends