This article explains how to schedule an interview for a candidate and how the interview is evaluated. A user with Manager Permission or Hiring Permission schedules the interview and assigns it to an interviewer; interview templates are prepared by a user with Manager Permission; only the assigned interviewer fills in the evaluation. Interviewers with Interviewer Permission see only candidates assigned to them.
Before you start
Your Google and/or Outlook account must be connected under Configuration > Recruitment > Settings > Integrations (ATS settings). Without a connection Schedule Interview is disabled.
There must be at least one active template under Configuration > Recruitment > Settings > Interview Templates.
The employee running the interview needs Interviewer Permission (or another ATS role).
Step by step
1. Preparing an interview template (once)
Open Configuration > Recruitment > Settings > Interview Templates and click New Template.
Enter a Template Name, add sections with Add First Section / Add Section and questions with Add Question. Set each question's Question Text, Question Type and Weight.
The Total Weight must be 100. Distribute Equally splits the weight equally across all questions.
Save the template. Then, in the list, choose Change Status from the template's Actions menu and set the status to Active (a template is either Draft or Active). Only active templates can be chosen when scheduling.
2. Scheduling an interview
Open the candidate in the CV Pool or in the Candidate pipeline tab of the posting details.
Click Schedule Interview at the top of the panel (the panel switches to the Interviews tab).
Fill in the fields:
Interview Details: Interview Subject, Interview Template and Interview Assignee (the person who runs the interview and fills in the evaluation). Optionally add other staff with Add Attendees.
Date & Time: Interview Date, Interview Hour and Interview Time. The Availability Calendar shows busy slots in your calendar.
Interview Type: Face to Face (address required), Google Meet if Google is connected, Microsoft Teams if Outlook is connected. For a face-to-face interview with both accounts connected, choose the Send Channel.
Click Create.
3. Evaluating the interview (interviewer)
The interviewer goes to Growth and hiring > Recruitment > CV Pool and opens the candidate.
In the Interviews tab, they open the interview under Assigned Interviews.
For each question they enter the answer, the Score and, if needed, a Comment. The score on the left is calculated based on the weight on the right.
They click Save Answers.
Result
When the interview is created, Meeting created successfully appears. For interviews scheduled with Google, the candidate, added recipients and attendees receive a calendar invitation; with Google Meet a meeting link is created.
The interview lands in the assigned interviewer's Assigned Interviews and the candidate becomes visible in the interviewer's CV Pool. The candidate's Activity History gets a "scheduled an interview" entry.
Once the evaluation is saved, the interview moves to Completed Interviews and the Average Score is calculated. An interview is evaluated once; a saved evaluation cannot be submitted again.
An interviewer sees a candidate's CV, analyses, education/experience details and activity history only for the candidates assigned to them.
The candidate's status doesn't change automatically; update the interview stage by changing the candidate's status (e.g. Interview > Technical Interview).
Common problems
Symptom: Schedule Interview is disabled with "To send emails or create meetings, you need to connect your Google or Outlook account from Settings - Integrations".
Cause: No integration is connected to your account.
Fix: Connect your Google or Outlook account under Configuration > Recruitment > Settings > Integrations.
Symptom: "No active interview template".
Cause: There is no active interview template.
Fix: Prepare one with Create Template, complete the questions to 100% weight and activate it under Configuration > Recruitment > Settings > Interview Templates.
Symptom: "This interview is assigned to another interviewer; only the assigned interviewer can submit answers."
Cause: The interview is assigned to someone else.
Fix: The assigned interviewer must evaluate it. If needed, ask for a new interview assigned to you.