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Home > How to guide > Guide for Users > Handling Candidate Applications > Processing Applications > Interviewing Applicants

Interviewing Applicants

After reviewing an applicant's application, those people that have the required skills can be invited for an interview. This could be a phone interview, person to person interview or group interview and could be the first step towards this candidate being selected for the vacancy.

https://youtu.be/c4G0R-67ITo?list=PLBosoLWhr1_ePerOxuY27U5mUNjqMXuEq

Inviting Applicants for an Interview

  1. Select the Vacancy List quick link to display the Overview of Vacancies page.
  2. Select the Title of the vacancy for which you want to schedule interviews to display the Application Handling page.
  3. From the Overview section, select All Applications to display the list of applicants.
  4. Select the checkbox for the required applicant, then from the Further Progress list select Invite to Interview and click Execute.

Interviewing Applicants (1).png

  1. Select the Type of Interview, Recruiters attending interview, Date, Time and Duration then click Next.

Interviewing Applicants (2).png

  1. Confirm that all of the details are correct for the email that will be sent to the applicant then click Send.

Interviewing Applicants (3).png

  1. Ensure that the Action option is set to Send email for the applicants to receive email notification of their interview. Also consider selecting the link confirmation option to enable the applicant to verify the meeting.
  1. You are returned to the Applications page and the applicant's status is updated to indicate they have been invited for an interview.

Interviewing Applicants (4).png

Confirm link Considerations

The inclusion of the {confirmlink} tag in an email ensures that the candidate can respond properly to an interview invitation.

The Would you like to include a link... option guarantees that a confirmation link is included in the email. Whether this option is selected by default depends on certain criteria as follows:

The email is sent to a single candidate

  • If the Contents section of the email contains {confirmlink}, the option is not selected.
  • If the Contents section of the email does not contain {confirmlink}, the option is selected by default.

The email is sent to multiple candidates who speak different languages

  • If the Contents section of the email in each language variant contains {confirmlink}, the option is not selected.
  • If the Contents section of the email for any language does not contain {confirmlink}, the option is selected by default.

Sending Interview Reminders

Interview reminders are set up from the same page that you send an interview to a candidate.

  1. Select the Vacancy List quick link to display the Overview of Vacancies page.
  2. Select the Title of the vacancy for which you want to schedule interviews to display the Application Handling page.
  3. From the Overview section, select All Applications to display the list of applicants.
  4. Select the checkbox for the required applicant, then from the Further Progress list select Invite to Interview and click Execute.

Interviewing Applicants (1).png

  1. Select the Type of Interview, Recruiters attending interview, Date, Time and Duration then click Next.
  2. Review information for the interview interview invitation including From Address, Subject, Contents.

If you do not want to send a candidate an interview invitation, but just a reminder, set the interview invitation to No Email

  1. Select one of the reminder options
    • No reminder - no reminder will be sent
    • Send email reminder - an email reminder will be sent
    • Send SMS reminder - an SMS reminder will be sent if the user creating the interview has access to SMS. This option will not be visible to users who do not have access to SMS.
    • Send SMS + email reminder - both an SMS and email will be sent. This option will not be visible to users who do not have access to SMS.

Interview Reminder.PNG

  1. Select the number of days the reminder should be sent prior to the interview:
    • 1, 2, 3,5 or 7 days
    1. Reminders are sent at approximately 09:00 CET prior to the interview.
    2. Days are calculated on weekdays and weekends - therefore if an interview was set for Monday, and a reminder for 2 days prior, the reminder would be sent on Saturday at 09:00.
    3. No reminder can be sent if the interview is less than the number of days configured for the reminder.
  2. If you have selected to send an email reminder:
  • Enter the Subject.
  • Enter the Contents.
  • Enter the Signature.
  1. Enter the Contents of the SMS reminder (if you have selected to send an SMS reminder)
    1. SMS reminders have a maximum number of characters that can be sent. If you are using merge fields please take into consideration that the merge field will be replaced with the actual text and may contain more characters.
  2. Click Send.

A warning will appear if you try to send an SMS reminder to a candidate who does not have a mobile phone number entered.

Applicants and the Interview Process

Once an applicant has been invited for an interview, they need to respond to the email invitation so that the system can be updated accordingly. The email that the applicant receives contains the required details that are automatically inserted into the body of the email to replace the variables that are included in the email template.

Interviewing Applicants (5).png

When the applicant clicks on the interview confirmation link, they are taken to another web page where they can respond, which updates their status in EasyCruit. The following table indicates what each confirmation option results in. The Acc.time status is indicated in the Recruitment calendar and the Editing meeting invitation status is indicated on the candidate's Application and CV page.

 Confirmation Option

Acc. Time/Edit Meeting Invitation Status

Yes, I will attend

Accepted

No, I cannot attend

Not accepted

Contact me for new appointment

Contact for new date/time

Please withdraw my application

Not applicable. The candidate's Vacancy Status is updated to Withdrawn.

Interviewing Applicants (6).png

Depending on the applicant's response, the interview can take place and their status can be subsequently updated after the interview.

 

Click next below to learn about  viewing interviews and the status of invitations in the Recruitment Calendar.

Last modified
11:23, 20 May 2015

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