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Home > Guides > User Guide > Interviewing

Interviewing

Page Location: Applicant File > Activity > Interviews

The Interview Tab holds all the interview activity as it relates to the users for the applicant. Each record added to this page is totaled as the "Interviews" when running the Requisition Activity report.  So, if an applicant had more than one interview or met with more than one person the numbers will be increased accordingly on the Requisition Activity report. 

A record should be added for each user who has interviewed or who is expected to complete an interview evaluation form.


Scheduling Interviews

Interview Tab is used to set up interviews details for users. Interviews can be set up ahead of time and Cyber Recruiter can interact with the interviewers and applicants in the recruiting workflow; or, interviews can be added as historical records after the interview is complete. 

Setting up interviews ahead of time triggers Cyber Recruiter to record the interview details on the Home Page > Interview Calendar, create Home Page > Actions Items and can send an email to the interviewers and the applicant.

When adding a record be sure to review all fields and all tabs before pressing the disk icon to save the page and trigger any emails or workflow items selected.
 
Tab Field  Purpose 
Interview Details To See Highlight the people who will be interviewing this applicant at this date/time. 
A separate "interview" record will be added to the interview page for each person highlighted.
  Interview Date Enter the date of the interview. 
  Time Enter the time of the interview.
  Time Zone Enter the appropriate time zone for the scheduled interview.
If using Cyber Recruiter to communicate out to interviewers for the date and time, this field will be used by Outlook to determine the correct time for the calendar attachment based on the selected time zone. If no time zone is selected the ics calendar attachment defaults to the earliest time zone available. This means that an interview scheduled for what should have been 11:00 AM Eastern Time will show up as 6:00 AM in the calendar attachment if no time zone is selected.
  Duration Enter the duration of the interview.
If using Cyber Recruiter to communicate out to interviewers for the data and time, this field will be used by Outlook to determine the ending time for the interview.
  Check Availability This feature allows Cyber Recruiter to check the availability in Exchange, or Office 365, of the users highlighted as interviewers.  The system is verifying the availability based on the email address entered in the user account of the Cyber Recruiter user. 

This option is only seen if the Exchange information is added to the System Setup page and user account for whoever is scheduling the interview.  

After highlighting the users, click on the link to check the availability. Next to the interview details, a calendar will appear and if there are any times when the user is busy, his/her name will appear at the time of the conflict and the time will be highlighted in pink.  
  Location Either select the location from the drop-down or enter the location of the interview.

Note: Option will be based on the setting in System Setup .
  Requisition Select the requisition for which this interview is being scheduled.
The requisition MUST be on the Assigned Reqs tab to be selected for an interview.

SHORT CUT
: After selecting the requisition, click on the icon next to the drop-down value to automatically select the manager as a person "To See"
  Change Status To Select an option from the drop-down to change the status of this applicant related to the requisition selected. 
  Email Recruiter Check-mark this field to send a notification email to the Recruiter assigned to this requisition.
NOTE: This does not schedule the interview for the Recruiter.
  Email Hiring Manager Check-mark this field to send a notification email to the Hiring Manager assigned to this requisition.
NOTE: This does not schedule the interview for the Hiring Manager.
  Note Enter a note which will be sent to all the interviewers selected in the "To See" field. 
  Email Interviewer Check-mark this field to send the interview request form to the interviewers selected in the "To See" field via email. 
If this option is selected, a "vCalendar" attachment is included so the interviewer can save the interview to his/her personal scheduling system.
If this option is not selected a task item will still appear on the Home view but the information will not be sent via email.
  Request Confirmation Check-mark this field to request confirmation in the email from the interviewer that he/she will be in attendance for the interview. The confirmation option will be in the Home view regardless of this setting. This confirmation ensures:
1) Cyber Recruiter is updated with their feedback (the summary page will be updated as well as the interview calendar view)
2) The task item on the Home view changes to a "Reminder" that an interview is upcoming
3) After the interview date passes, a new Home page task item will appear reminding the interviewer to complete the evaluation form.
  Include Link to Interview Evaluation Form Check-mark this field to include a quick link to the evaluation form (tab 3) with the interview email.  Once the interview is done, the interviewer can then come back to the original interview and quickly complete the form before too much time has passed.  
  Email Applicant Check-mark this option to continue on to email the applicant a confirmation of the interview when the Save button is pressed.
Attachments List of Attachments This tab will ONLY show if the box to "Email Interviewer" has been checked.  Highlight any additional documents which should be included from the file with the interview confirmation.  
Evaluation Company Specific The Evaluation tab is used to track feedback from the interviewer.  Add feedback during the creation process if this record will be for historical purposes only.

Confirming Interview with the Applicant

If the last option on the setup page of the first tab is selected (Email Applicant), upon pressing the save icon, the user will be directed to the email wizard.  This process allows the user to manually send an email to the applicant with the interview details or to select an email template for communication (recommended method).

If a template is already set up in the system, leave the method set to "by choosing an existing correspondence EMAIL template" an find the template in the second drop-down.  Press CONTINUE  to review the email before sending it.

If there is more than one record choice, select the record which should be used for the merge fields.  Click on the value in the first column to select the correct record and move to the next page.

Review the email, making any adjustments if necessary.  Scroll down to change the email, add default attachments or add attachments directly from a computer or network. When adding external attachments, use the "Select" button to open a new window to find the attachment and use the "Add" button to add a space to search for another document.

When the email appears as desired, press the disk icon to save this record to the Correspondence page and send the email out the applicant.

Editing Interviews or Printing Details

From the interview summary tab, the pencil icon allows a user to edit an interview.  Interview details can be changed but the information cannot be re-sent to the interviewer with the updated information.  If an interview date/time is being moved and Cyber Recruiter is being used for the confirmation, remove the old record and add a new interview record.

The edit mode also allows a user manually to enter in the evaluation form.  This is handy if the interviewer does not have access to Cyber Recruiter or if someone in the Human Resources department is responsible for this stage of the recruiting process.  Only users with the proper security level have the ability to edit information.

The printer icon in the header will print the details of this interview form. This report can be printed or export out to Word or Excel.

Report Caption  Expected Value 
Applicant Interview: Applicant name
To See: Person conducting the interview
Date: Date of the interview
Time: Time of the interview
Req: Requisition assigned to this interview
Location: Location specified for this interview
Duration: Duration of this interview
Note: Note entered when creating this interview and the response note, if entered, from the interviewer when the interview was confirmed.
Header This section includes instructions pulled from the setup of the evaluation form under the Page Builder section.
Evaluation Form The bottom section includes the questions, pulled from the setup of the evaluation form under the Page Builder section, as well as the answers from this interviewer.
 

Interview Summary View

The interview summary provides a quick glance of information regarding the interviews.  All interviews are seen on the summary page regardless of security access.  However, depending on the level of security assign, an interview may be restricted from editing or reviewing the detail.

The printer icon on the top of the page prints a summary report of all information related to the Activity page, not just the Interviews.


Column  Purpose 
To See Records the of the user who will be involved in the interview.
(Accepted) = The user confirmed that he/she will be in attendance for the interview.
(Denied) = The user responded that he/she will not be in attendance for the interview.
[Canceled] = The interview was canceled.
(Eval Complete) = The user has completed the evaluation form for the interview.
Date/Time Date and start time for the interview.
Req Requisition selected and connected to this interview. 
Score Drop-down values in the evaluation form can include a point value.  Point values are assigned in the evaluation form setup in Page Builder.
The score column is the total point value for this interview based on the drop-down values selected.  
Checkbox The checkbox activates the buttons on the top of the page. 
  X Pressing the "X" will remove the record from the system.

Email Reminders

Email reminders with the interview details can be manually triggered from the system.  Check the box for the line which includes the interviewer to remind and press the "Email Reminders" button; more than one record can be selected at a time. The email will immediately be sent out.

Emails to more than one interviewer for more than one applicant can be triggered from the Open Activities page.

Email Evals

If the evaluation form is not include with the original email, or if the interviewer needs another copy of the evaluation form, an email with the information can be manually triggered from the system. Check the box for the line which includes the interviewer to remind and press the "Email Eval" button; more than one record can be selected at a time. The email will immediately be sent out.

Emails to more than one interviewer for more than one applicant can be triggered from the Open Activities page.

Completed evaluation forms will be emailed back to the person who entered the original interview request.  

Cancel Interviews

If the interview needs to be canceled it can be done and a cancelation email can be manually triggered from the system out to the interviewers. Check the box for the line which includes the interviewer to remind and press the "Cancel" button; more than one record can be selected at a time. The system will refresh to another page which will display with the wording from the Cancelation email.  

If the interview should be canceled WITHOUT notifying the interviewer, remove the email subject line before pressing the disk icon to save the record.  

If the email should be send, review the email for content and press the disk icon ton save the record and trigger the email. 
 

See also

Group Security
Setting up the Interview Evaluation Form
Interview Report