As with the Core System, Interviews within the Hiring Manager Portal are scheduled through the use of Interview Actions and Interview Slots.
A Hiring Manager's ability to view and create Interview Actions and Interview Slots is set within the Recruitment Workflow.
Interview Slots
Create Slots
As soon as a Vacancy becomes Active, Hiring Managers can create Interview Slots.
Access the Calendar and click Create Slots. Indicate whether you're creating a Single or Multiple slots, then:
For single slots:
Select the Date and Time of the slot
Indicate how places are available
To create a repeating schedule click Setup
Confirm the Date, Start and End time for the first slot
Indicate how often the slot should repeat
Indicate on which days of the week the slot should repeat
Optionally add an end date for the schedule
Indicate how many days in advance new slots should be created (7-30 calendar days)
Click Add
For multiple slots
Select the date and start time for the schedule
Indicate how many places are available per slot
Indicate how many sessions should be created for that day
Enter the duration of each slot (hours and minutes)
For all slot types, then:
Select an Action Type
Select which Vacancies should be linked to the slots
Confirm the location of the slots. If using Teams or Zoom, click Schedule Teams/Zoom Meeting to convert into an online session
Indicate whether to auto assign new Vacancies to these slots
Optionally, list other attendees
Tick to Allow candidates to select this slot
Provide Interview Instructions
Click Save once finished.
As Applications reach the selected Interview stage they can be invited to select their own slot (depending on Workflow settings) or can be booked directly into a slot.
Edit/Delete Slots
To edit or amend a slot, open the Calendar and locate and click on the slot to be amended - click the Edit pencil.
Make your required changes and click Save.
If the slots to be amended are part of a repeating series, you cannot amend each slot individually, only the entire series. If only a single slot needs amending, delete the slot and create a new one.
To delete a slot, click the Bin icon, next to the number of places - having confirmed that you wish to delete, all remaining open places will be removed. Once all places are deleted, the slot will disappear from the Calendar.
🤓 Tip use the Up and Down arrows to quickly increase or decrease the number of places available without having to fully edit the slot.
Interview Actions
To schedule an interview, move the Application to an interview stage and click Create Action.
Complete the following fields:
Start Date and Time
End Date and Time
Optionally, indicate if confirmation is required from this candidate
Confirm the Location
If configured to use Teams or Zoom, click Schedule Teams/Zoom Meeting to make this a remote session
Optionally, add the details of Other Attendees
Add relevant Interview Instructions
Click Save once finished.
Reschedule an Interview
The settings that control whether a Hiring Manager can reschedule an interview are found within the Recruitment Workflow settings.
Interviews can be rescheduled in three places:
Clicking and editing the Interview within the Upcoming Interviews widget on your dashboard
Clicking and editing the interview within the Calendar
Editing the Interview within the Application Dialogue
Whichever method you choose, to reschedule the interview, simply change the date and time and click Save. If any other details of the interview need to be amended, e.g. Location or Panel Members, that can be done at this stage as well.
If the Interview was scheduled using Interview Slots the ability to Free Slot or Change Slot can be found beneath the Date and Time fields:
Free Slot cancels the interview for the Candidate, freeing up that slot for other Candidates to use. This option effectively re-sets the interview booking process, allowing you to create an Interview Action or allowing the Candidate to select a different date and time themselves from the list of remaining slots.
Change Slot frees up the current slot and displays the list of all remaining suitable slots for the Candidate that you can select from
⚠️ Important when rescheduling an interview please bear in mind that Eploy will not automatically send an email to the Candidate informing them of the updated interview details. If the Candidate has already been sent their Interview Confirmation email, the Contacted State will show as Contacted or Previously Contact. Where this is the case, a new confirmation email must be manually sent.