This guide will take you through the process of scheduling an interview where the candidate selects their preferred time slot. This method provides flexibility for candidates while allowing interviewers to set their availability.
Getting Started
Navigate to the Job Role and Applicant
Log in to your Recooty account and access the dashboard.
Find the job role and applicant you wish to schedule an interview for.
Click on the applicant’s name to open their profile.
Access the Interview Option
Go to the applicant's profile and in the header click on the Calendar icon to Scheudle the interview.
Add Interviewers or Invite Interviewers
Add Interviewers:
Select one or more interviewers from the dropdown menu.
Optionally, invite interviewers via email if they are not already part of the interview process.
Interviewer Notes (Optional):
You may add any instructions or notes to help interviewers prepare for evaluating candidates.
Choose the Interview Type and Scorecard
Select the Interview Type:
Choose the interview format, such as:
Telephonic
Video-Conferencing
In-person
Select the Scorecard:
Choose a Scorecard Template:
Pick a pre-built scorecard template from the drop-down menu to give feedback to the candidate after the interview, and click on Next.
Scorecards ensure consistent reviews based on specific criteria like skills and performance.
For details, refer to the Guide for Customizing Scorecards in Recooty.
💡For more details on:
How to set the type of interview: Refer to the Guide for Setting Interview Types.
How to customize the interview stages: Refer to the Guide for Customizing Hiring Stages.
If you have customized hiring stages then you get move the candidate to the next stage from here.
Schedule the Interview
Now, when you choose the option for the 'scheduled time slot to be picked by the candidate,' follow the process outlined below.
Note: If you choose the option for the 'scheduled time slot to be picked by the interviewer,' follow this guide.
Select Duration: Choose the interview length:
15 minutes
30 minutes
45 minutes
1 hour
2 hours
Set Date Range: Specify the start date and end date during which candidates can schedule their interview.
Set Available Time: Choose the time range available for interviews (e.g., from 9 AM to 5 PM).
Advanced Options (Optional):
Exclude Specific Days: Exclude weekends or holidays when candidates will not be available.
Exclude Specific Dates: Indicate any particular dates that are not available for interview scheduling.
Exclude Specific Time Slots: For example, you can exclude lunch breaks from 12 PM to 1 PM.
Exclude Date Specific Time Slots:For example, you can exclude a time from a specific date only if you might be busy or not available in that specific time.
After you finish customizing the available time slots, click Save.
6. Use Existing Templates (Optional): If you prefer not to customize everything manually, you can import pre-built templates from advance options, such as:
Next 15 Days
Next Week
Immediate Availability
Monthly Planning
Choose a template and click Save.
7. Once the available time slots are set, click Next.
Customize Email Notifications
Candidate Notification Email
When you schedule an interview, you can notify the candidate by sending them an email with all the necessary details. Here’s how it works:
Content of the Email:
The type of interview (e.g., Interview Schedule Telephonic - by Recooty) is decided based on the scheduled interview type.
A pre-built subject and email body will appear by default.
Customization:
Add dynamic placeholders such as Candidate Name, Company Name, Job Name, and Interview Time in the email template.
If needed, edit the email content to make it more personalized for the candidate.
Note: The email will ensure the candidate receives accurate and timely information about their upcoming interview.
Interviewer Notification Email
When you schedule an interview, you can notify the selected interviewer(s) via email with all the interview details. Here’s how it works:
Content of the Email:
The type of interview (e.g., Interview Schedule Telephonic - by Recooty) is automatically included based on the interview details.
A pre-built subject and email body template will appear by default to save time.
Customization:
Add placeholders like Candidate Name, Company Name, Job Name, and Interview Time into the email template.
Edit the email content to include any additional details or specific instructions for the interviewer.
Note: These emails will be shared separately with the candidate and interviewer once the candidate books an interview slot.
Schedule the Interview
After filling in all required fields, click “Schedule Interview.”
Candidate Interaction
Once the interview is scheduled:
The candidate will receive an email with a link to select their preferred time slot.
After the candidate selects a time, both the interviewer and candidate will receive confirmation emails.
The candidate can reply to the shared email for rescheduling or any other communication, which can be viewed in the communication section of the candidate’s profile.
Viewing and Managing Scheduled Interviews
View Interviews:
Applicant’s Interview Section:
Go to the Interview tab of the applicant’s profile to see the status of the scheduled interview:
If the interview is due to be scheduled by the candidate will show “To be scheduled by the candidate”.
If the interview is scheduled, you can see details of the scheduled interview, such as date, time, and type.
Interviews Page:
On the dashboard, go to the Interviews page to see:
My Interviews: Your assigned upcoming interviews.
Team Interviews: Upcoming interviews for team members.
Provide Feedback:
To submit feedback after the interview:
Go to the applicant’s profile and navigate to the Interview tab.
Locate the specific interview and click “Submit Feedback.”
Fill in the feedback scorecard and add additional comments if needed.
Click “Submit Feedback” to save your evaluation.
Edit or Reschedule Interviews:
Go to the scheduled interview in the applicant’s Interview section.
Click on Submit Feedback.
Click on the three dots:
a. Click on Reschedule Interview to make updates, such as modifying the interview type, date, or time.
b. Click on Cancel Interview to not proceed with the interview process.
Recooty’s Interview Kit makes hiring easy with tools for scheduling interviews and evaluating candidates in a structured way.
For any additional help, contact us at [email protected]!