What is the new event interview feature for Coordinate?
The Event feature allows users to schedule several candidates into separate time blocks for hiring events, career fairs, or assessment centers. Recruiters have the ability to create predefined time blocks and determine the number of candidates to be scheduled in each time block. Candidates are invited to self-schedule these time blocks using the normal Coordinate invitation methods: shareable interview link, candidate invitation, bulk candidate invitation upload, or an ATS integration. This feature is available to any customers who have purchased Coordinate.
Use Case:
- You are interviewing 50 candidates.
- You have one interview room that holds up to 10 candidates at one time.
- You can schedule several time slots throughout the day, but only 10 candidates can sign up for each time block due to the room capacity limitations.
- Once 10 candidates sign up for a specific time block, subsequent candidates will no longer be able to choose that time slot. However, they will be able to select any of the remaining open times.
Creating Event Interviews
Are there unlimited spots available for each block of time?
No, but you can schedule up to 32,000 candidates for each block.
Can I create a template for a day and copy it to other days with the same schedule?
Yes. Use the Copy This Day button to select a day already configured with interview blocks and the copy button to copy that day to other future dates.
Scheduling Event Interviews
Will the emails contain my current branding?
Yes, you can customize branding templates just like the other interview types in HireVue.
How do I schedule the recruiter, hiring manager, or facilitator for each of the time blocks?
This functionality is aimed at inviting and coordinating candidates to events. Utilize your internal calendar systems to coordinate recruiters, hiring managers, etc.
What happens if a candidate declines their invitation?
The time block the candidate initially signed up for will be available for others to schedule.
Rescheduling Event Interviews
How do I reschedule a candidate’s interview?
Select the check option next to a candidate’s interview and choose Move Candidate. You can then move the candidate’s interview to another interview time. When you choose a new time, the candidate receives an email notification that their interview time has moved. Their email account’s calendar will show the new interview time.
What happens if I delete an interview block?
If you delete an interview block, the candidate will receive an email notification asking them to reschedule their interview. If you delete the only interview block, make sure to create a new interview block. The candidate will need at least one interview block set up to schedule their interview.
Deleting Event Interviews
What happens when I delete a candidate's interview?
When you delete a candidate’s interview, the candidate receives an email notifying them of the cancellation.
How do I completely delete an Event position?
Delete an Event position by archiving it. Once you archive the position, communicate this change to the candidates by deleting their interviews. When you delete each candidate interview, they receive an interview cancellation email notification. Any candidates who try to schedule their interview for an archived position will be routed to an interview unavailable page.
What if we delete all of the interview blocks and don’t add any new ones? How will this affect candidates?
Do not delete all of the interview blocks as this will cause any candidates added to the position to receive an email notification asking them to reschedule their interview. If a candidate chooses to reschedule their interview, the self-schedule page will state there are no interview times available.
Candidate Communication
How does a candidate reschedule an interview?
The candidate can click the link in their interview invitation again and choose to reschedule the interview. When they click to reschedule the interview, they can choose a new interview time. The new interview time will update in the position in HireVue.
How does a candidate cancel interviews?
If a candidate has already scheduled their interview, they can reply “no” to the calendar invitation. In the position in HireVue, a red x icon will be listed next to the candidate’s name indicating that the candidate has declined the interview invitation. Additionally, the recruiter who added the candidate will receive an email notification that the candidate has declined the interview.
What happens if a candidate tries to schedule on a time block that is full?
Candidates will not see time blocks that are full in their self-schedule page. If there are other time blocks available, they will be available for the candidate to schedule.
Does the candidate receive a calendar invite once they choose a time block?
Yes, once candidates select a time block they will automatically receive a calendar invitation confirming their schedule, location, and any other notes you’ve provided during the position set up.
Does the candidate receive a reminder of the interview?
Yes, when the candidate schedules their interview, they will be given the option to receive a text message reminder approximately 24 hours before the interview.
Reporting
How does the event organizer know which candidates will show up that day?
Download a report of scheduled candidate interviews. To download this report, select the check option next to candidate interviews and choose Download. In the downloaded report, the candidate name and contact information is listed, as well as the scheduled interview time. The time zone adjusts according to the interviewing candidate’s location.