OVERVIEW
Oleeo’s self-scheduling tools are great time savers when you have more than a handful of candidates to interview.
However, if you only have one or two candidates to interview, it may be more efficient just to call the candidate and agree on an interview time instead of creating a schedule.
In this scenario, you can use the Ad-hoc interview tool, which allows you to create and book candidates into slots on the fly.
Ad-hoc interview is a configurable option - if you don’t see this option and think it would be useful, speak to a super user.
STEPS TO BOOK A CANDIDATE INTO AN AD-HOC SLOT
- Go to Application Summary of a candidate selected for interview:
- The application must be in the status before the ‘invite’ status.
- Click the Invite Ad-hoc button:
- The action button, labelled something like 'Invite (Ad-hoc)', is located under the application's status.
- If you don’t see the button, it's possible that this feature is not enabled on your system.
- Complete the Ad-hoc Interview form:
- Ad-Hoc Interview Title (mandatory) - Provide a descriptive name, this is visible to candidates. Typically, include the opportunity name and interview stage (e.g. “Project Manager - Round 1 Interview”).
- Contact (mandatory) - Typically, select yourself as the contact. Your system can be setup to send notifications to the contact when an interviewer declines a calendar invite.
- Interviewer(s) (mandatory) - These are the individuals conducting the interview. You can assign multiple interviewers as necessary, selecting from the list of users added to the system. If an interviewer is not available in the list, seek assistance from a super user.
- Time Zone (mandatory) - If your system is only used to recruit in one time zone, leave this as the system’s default time zone. If your system is used in multiple time zones, you should select the time zone where the interview is taking place. The time zone is visible to candidates.
- Unauthenticated Feedback Form - Select a feedback form if unauthenticated interview feedback forms are enabled on your system. These forms allow interviewers to provide feedback without logging in by clicking on a link in an email or calendar invite.
- Duration (Minutes) (mandatory) - Enter the length of the interview in minutes.
- Date (DD/MM/YYYY) (mandatory) - You can select the date from a calendar or manually type it.
- Location (mandatory) - Choose from available locations or manually add a new one using free text typing. This information will be visible to the candidate.
- Add Virtual Interview Link - By selecting this checkbox, you have two options: manually entering the link into the free text field or generating a new meeting link by clicking ‘Get A New Meeting Link’. If your system is integrated with MS Teams, you will be taken to a page where you can create an MS Teams meeting.
- Send iCal - Select this box to send a calendar invite to the interview(s) you selected earlier in this form.
- Send Email - Confirm Interview Details - It is recommended to select this box so that candidates receive email confirmation of the interview date and start time.
- Submit the form and book the slot:
- Click the ‘OK’ button at the bottom of the Ad-hoc Interview form.
- If you selected ‘Send Email - Confirm Interview Details,’ you will be directed to a page where you can compose the confirmation email using the standard template. The candidate will not be booked in until you send the correspondence.
