Scheduling

The application's Scheduling settings let you define elements that impact how candidate interviews are scheduled for live stages.

Managing live video interview events (Event Manager)

If your live stage uses Advanced - one or more interviewers, complex schedules (Event Manager), you can manage the associated live video interview event from the job stage itself (for example, update event details or change the event status to stop self-scheduling).

Quick start: open advanced scheduling and edit the event (multi-interviewer)

Use these steps when you need to access an Event Manager (advanced) schedule from a job stage (for example, Stage 3: Live Video Interview or Self-Scheduling Live Video Interview) and edit the associated event.

1. Navigate to the Jobs page.
2. Select the job you want to update.
3. Scroll to the live interview stage you want to configure (for example, Stage 3: Live Video Interview).
4. Select Scheduling on that stage.
5. In the pop-up window, select Advanced - one or more interviewers, complex schedules (Event Manager).
6. Select the event from the dropdown.
7. Select Edit event to open Event Manager and update the interview event details.

Access scheduling settings for a stage

Use these steps to open the Scheduling configuration for a specific live interview stage in a job.

1. Navigate to the Jobs page.
2. Select the job you want to configure.
3. Scroll to the live interview stage you want to update (for example, In Person Interview).
4. Select Scheduling on that stage.

The Scheduling configuration options for that stage open.

You can also access this panel by selecting the Scheduling link on any live stage.

Scheduling settings

Options within the Scheduling panel let you define whether you want to manually schedule candidate interviews yourself, or whether you want to allow candidates to self-schedule their interviews, based on hiring manager availability.

If you select:

• Recruiter manually schedules interviews, then you can set up interviews with interviewers and candidates at specified dates and times. When you select this option, there is no further configuration required until you are ready to schedule the interview. To manually schedule a live interview, see Manually schedule live interviews.

• Hirevue sends candidates an invitation to self-schedule, then you can use Hirevue's self-scheduling functionality to save time for recruiters, while offering candidates a more flexible and efficient candidate experience.

  You can select from the following two self-scheduling methods:

  Simple - one interviewer (Scheduling Assistant)

  Schedule interviews between one interviewer and one candidate. When you select this option, you are then able to configure the following elements:

  Interviewer

  Name and email address for the person who will be conducting the interview with the candidate. This can be you or a hiring manager.

  How long will each interview last?

  Length of time (in 15 minute increments) you want to schedule for the candidate interview.

  How far into the future can candidates schedule?

  Defines how many days of availability will be shown to the candidate. Configuring this field with a limited number of days prevents candidates from scheduling interviews too far into the future. For example, if you set this field to 7 days, then candidates can schedule an interview up to 7 days from the date on which the candidate arrives at the self-scheduling page.

  What is the minimum scheduling notice?

  Length of time interviewers require between being notified of an interview and conducting the interview. Configuring this field with an adequate amount of time ensures the interviewer has the advance notice they need to prepare for the interview. When this is configured and a candidate arrives on the page, the candidate only sees interview times that start after the configured scheduling notice period.

  Who should be notified when interviews are scheduled?

  Email address of hiring managers or others who should be informed when candidates schedule their interviews. Anyone listed here will receive a calendar invitation and will also be listed as a participant in the interview.

  Configure interview scheduling notifications (add/remove recipients)

  Use these steps to control who is notified when a candidate schedules an interview for a stage.

  1. From the Job Summary page, locate the live interview stage you want to configure.

  2. Select Scheduling on that stage.

  3. In the Scheduling pop-up window, scroll to Who should be notified when interviews are scheduled? (in some experiences, this section is labeled Who else should be notified when interviews are scheduled?).

  4. To add someone, type their email address in the enter email address field.

     • If the person is a new user, you may be prompted to enter their First Name and Last Name, then select Add.

     • If the person is an existing user, select them from the list that appears.

  5. To remove someone, select the X next to their name.

  6. Select Save.

  Which audio conferencing system do you want to use?

  Select the audio-conferencing system you want to use for the interview. For more information, see Live-scheduling single or multiple interviews within a stage.

  Advanced - one or more interviewers, complex schedules (Event Manager)

  For larger interview teams with complex requirements, select this option to allow candidates and interviewers to self-schedule time slots that work for them.

  This option can accommodate multiple interviewers and multiple candidates, and can be used to invite candidates to events using Text Apply or a URL you post to social media sites or send in an email.

  To use this option, an event must exist and be associated with this stage.

  • If one or more events meet this criteria, select the event you want to associate with this stage from the Which event do you want to use? field.

  • If an event does not exist, select Create a new event to go to Event Manager, where you can create a new event and save it to this stage. For more information, see Create events.

  • If an event has expired, select Edit event to go to Event Manager, where you can adjust the event dates if desired. For more information, see Create events.

Configure an advanced interview event for a stage (Event Manager)

Use these steps to configure a job stage to use an existing Event Manager event (advanced scheduling).

Note: Candidate self-scheduling requires that participants (or placeholders) have availability defined in the event before candidates can pick time slots.

Step 1: Create (or update) the event and participant availability

If you already have an event with interviewers and availability configured, skip to Step 2.

1. From the main menu, go to Scheduling > Events.

2. Open the event you want to use (or select Create Event to create a new one).

3. Add interviewers to the event as Participants (these are the interviewers candidates will schedule with).

4. (Optional) Add Additional Participants who should be informed about schedules, but whose calendars should not be used to determine available times.

5. If you don’t know the interviewers yet, add a placeholder participant.

6. Set availability for each participant/placeholder:

   • Open the participant/placeholder calendar in the event’s availability setup (for example, the When / availability step).

   • Click and drag on the calendar to create available time slots on the desired dates.

   • Save your changes.

For more information about events and placeholders, see Events and Configure event options Who tab.

Step 2: Link the event to the job stage

1. Navigate to the Jobs page.
2. Select the job you want to configure.
3. In the stage card, select Scheduling.
4. In the pop-up window, select Advanced - one or more interviewers, complex schedules (Event Manager).
5. From the event dropdown, select the event you want to use.
6. Select Save.

Configure candidate experience for a scheduled interview stage

After you configure scheduling, you can update what candidates see and receive (for example, reminders and location details).

1. Return to the job summary page.
2. In the stage card, open Candidate Experience.
3. To enable automated reminders, select Send candidate a reminder before their scheduled interview (wording may vary by stage).
4. Choose a Reminder Method (for example, email only or email and text, depending on what’s available).
5. Select when the reminder should be sent (for example, <DATE_TIME> before the interview in a same-day reminder dropdown).
6. In the Location section, enter the interview address (street, city, state, zip/postal code, and country).
7. (Optional) Add Interview Preparation Notes for the candidate.
8. Select Save (or Save & Close) to apply changes.

For more details, see:

• Reminders

• Location

Edit an interview event associated with a job stage (Event Manager)

After an event is associated with a live stage, you can open the event editor from that stage to update event settings (for example, event dates, participants, the invitation message candidates see, rescheduling options, the scheduling window, or whether candidates can upload documents).

Open an existing event from a job stage

1. Begin on the Jobs page.
2. Use the filter fields (for example, Requisition) to find the job.
3. Select the job title to open the detailed job summary page.
4. On the job summary page, scroll to the live interview stage you want to update (for example, “STAGE 2”).
5. Select Scheduling on that stage.
6. In the Scheduling pop-up window, select Advanced - one or more interviewers, complex schedules (Event Manager).
7. From the event dropdown, select the event you want to modify.
8. Select Edit event to open the event configuration page.

Close an event

Use these steps when you need to stop candidates from self-scheduling into an event.

1. Open the event configuration page using the steps above.
2. On the event details page, select Close.
3. Confirm the event status changes to Closed.

Note: The exact buttons and labels may vary by configuration.

Update the scheduling window

Use these steps to control how far in the future candidates can schedule.

1. Open the event configuration page using the steps above.
2. Scroll to Scheduling Window.
3. Update the number of days to define how far in the future candidates can schedule.
4. Scroll to the bottom of the page and select Save & Close (or Save) to apply the change.

For more details about scheduling windows vs. schedule-by-deadline, see Configure event options What tab.

Update event end date/time and candidate document upload setting

Use these steps when you need to extend/shorten the event date range or allow candidates to upload documents during self-scheduling.

1. On the event configuration page, scroll to the Event End field.

2. Select the calendar icon and choose the new end date/time (<DATE_TIME>).

3. Scroll to Allow Candidate to Upload Documents? and select the check box.

4. Save your changes:

   • If you are continuing to configure the event, select Set Availability to move to availability setup, then finish on Review and select Save.

   • If a Save button is available at the bottom of the page, select Save to apply the changes.