Scheduling an Interview

When assessing candidates that are applying to your positions through ClearCompany, you'll eventually come across an A-Player, or one whose education and experience match what you're looking for, and decide that you'd like to interview them. Whether it's by phone, video meeting, or an in-person interview, you'll want to see how well their qualifications fit what you laid out when creating your Requisition.

There are two main portions of the overall interview package within ClearCompany: the interview itself, and the Scorecard. Read on for step-by-step instructions on how to schedule an interview with one of your candidates. For a comprehensive course, head to the Learning Center: Interview Toolkit.

In this article:
Recommended Prerequisites
Types of Interviews
How to Schedule a 1:1 Interview
How to Schedule with Multiple Interviewers

Recommended Prerequisites

While there are no required steps you need to take before being able to schedule an interview, there are several actions you can take to streamline and reduce manual actions throughout the scheduling process.

Automated Workflows

You can define Workflow Automation settings that will automatically move candidates to a specified hiring workflow stage when they accept/decline an interview time.

Integrated Calendars

Calendars can be integrated on a per-user basis or org-wide through the Bulk Calendar Connect integration. Please connect with your organization's IT Administrator to learn which configuration type your company uses. Then, follow the links above to integrate your calendar.

Integrated Virtual Conference Provider

Virtual conferencing services like Zoom, Microsoft Teams, GoToMeeting, Indeed Interview, and Google Meet can also be integrated with your ClearCompany user account, providing the ability for a virtual meeting link to be auto-generated for your one-on-one screenings.

Types of Interviews

The 1:1 Interview Tool allows you to send a group of pre-selected timeslots to the candidate who will confirm one of the proposed times that works best for them.

The Multi-Interviewer Tool is effective when you've already engaged with a candidate and have identified specific days when they are available. Using this feature, you can coordinate interviews by aligning the candidate's predetermined availability with that of your interview team and schedule their day(s).

How to Schedule a 1:1 Interview

Scheduling and sending an interview request is done from the Candidate Profile. You can access a candidate's profile via a direct search or through a requisition's Candidate list.

1. On the candidate's profile click the Actions menu and select Propose 1:1 Times.

   

2. Begin entering the details of the interviews such as:

   

   1. Providing the interview Title
   2. Selecting a Screener. The screener defaults to yourself. Search and select the name of the user who is interviewing the applicant. 
   3. Defining the interview Duration. The default is set to 30 minutes but you can select a different interval in the dropdown menu.
   4. Assign a Scorecard (optional). Select the scorecard template that should be sent to the interviewer and used to evaluate the candidate.

   5. Defining the screening meeting Method. Select how you will be communicating with the candidate in the interview. The options are as follows:

      In-Person

      Selecting the In-Person method will allow you to type the interview's physical address location in the Location Info field.

      

      Video conference, manually-added link

      Selecting this method will allow you to type or paste the virtual meeting link where the interview will take place. This is recommended for users who schedule interviews in their meeting service like Zoom first and have a meeting room link already generated.

      

      Phone Call

      Selecting this method will allow you to type the Phone Number that you will be calling the applicant from at the time of the interview.

      

      Virtual conferencing service, auto-generated link

      If you have connected your Virtual Conferencing Service with your ClearCompany user account, you will see an option to select your provider as the screening method. When selected, you will see a message reaffirming that the conferencing link will be auto-generated and emailed to you once the candidate selects an interview day/time.

      

      Indeed Interview, auto-generate link for meeting

      If your organization has enabled Indeed Interviews, you will see an option to select Indeed Interview as the screening method. When selected, you will see a message confirming that you and the candidate will be emailed an Indeed Interview link once the candidate has selected their desired interview time. For a more in-depth look at Indeed Interviews, click here.

      

   6. With the informative details of the interview set, review the screener's calendar and select time slots to propose to the candidate.

      

        Notes: You are only able to schedule interviews for a future day and time. Candidates receiving multiple time slots will only be able to confirm one slot for their interview.

   7. Click Save & Continue when you're satisfied with the interview proposal details.

   8. Select an Interview Email Template, use the default message, or use the text editor to manually build the email that will be sent to the candidate as their invite.

      

        If you're building an email from scratch, be sure to include the Schedule URL link found in the Interview Info dropdown menu. This allows the candidate to confirm the times you've proposed.

   9. When satisfied with your message, click Send.

   10. From here, the candidate will receive your email and click the scheduler link to confirm which of the proposed times they can commit to.

       

   11. Once confirmed, a calendar invite will be emailed to your selected screener with the details of the interview. If you selected to auto-generate a virtual meeting link for this interview, you will receive the link for your preferred conferencing provider at this time.

How to Schedule with Multiple Interviewers

The Multiple Interviewer Scheduling tool allows you to select multiple interviewers who are scheduled at the same time (panel), in succession, and/or across multiple days. You'll have the ability to assign different scorecards to each interviewer.

1. On the candidate's profile click the Actions menu and select Schedule with Multiple Interviewers.

   

2. In the top left corner, search for the name of an employee to add as an interviewer. Select their name in order for their calendar to appear on the page below.

   

   Repeat this process until you have the full list of interviewers on screen.

3. Optional: Select a scorecard template that the interviewers should complete when evaluating the candidate.

   

   When a scorecard is selected for the first interviewer, the system will auto-assign the same scorecard to the rest of the panel. You can choose to modify that assigned scorecard, delete a scorecard from an interviewer, or keep the assignment as is.

4. Click the row of a proposed time to add a timeslot to a user's calendar.

   

   By default, the events are booked for an hour. To shorten an event, click the bottom of the timeslot and drag upwards to the correct 15-minute increment.

5. Enter the final details of the interview in the Agenda, found to the right of the page. Here you can select the meeting method type as In Person or a Virtual Meeting. In both instances, you will manually enter the physical address location or meeting URL/Link to be used for the interview.

   

     Auto-generated Virtual Interview Links are not supported in the Multi-Interviewer tool at this time.

6. Optional: If you have interviews scheduled on different days/times with your panel, you can declare different or the same meeting locations for the interviews. For example, if the first interview of the day is In-Person and the second event is virtual, make sure the Same location for all option is unchecked and then modify the meeting types for each event.
7. Click Review Invite to save your interview times and review the candidate email invite.

8. Begin drafting the interview email invite that will be sent to the candidate.

   

   You can use the default system message, select Use a Template, or use the text editor to manually craft your email.

9. With the email finalized, you can define optional settings like sending reminder notifications and automated workflow changes. If you're a ClearText customer, you can turn on text message reminders that will be sent to the candidate at the interval you select.

   

     Note: The reminder notification messages are not editable at this time.

10. Click Send Invite to save your interview details and an email with a calendar invite will be sent to the candidate and all interview participants.