E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 1 of 20

Title Scheduling – booking candidates into slots for interview/assessment

Primary Users HR/Vacancy Manager

Last Updated 11 January 2016

When to use this process This process should only be used when inviting candidates and informing them of the date and

time of their interview/test. For interviews/tests where candidates book themselves into a slot, use

a separate process.

Creating a schedule for interviews

Review Email Correspondence History

Printing a schedule for the panel

Bulk print or create PDFs with the applications and references for the panel

NOTE: Interviews/Assessments are organised in a variety of ways. Please refer to the various scenarios

for help with arranging schedules with multiple aspects of the interview/assessment process.

It is HIGHLY RECOMMENDED that you organise yourself prior to starting the scheduling. Follow stage 1 and 2 BEFORE

starting the scheduling.

1. Candidate status must be changed to

‘Invite to Interview/Assessment’ before

starting this process.

Follow ‘Changing Candidate Status - Processing Candidates Through the

System’ guidance

2. You can use the ‘Candidate Address

Export’ guidance to download a

spreadsheet to show the names and

addresses of the candidates to be invited

for interview. This is useful for arranging

interviews that include non-local

candidates.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 2 of 20

Creating a schedule for interviews

3. Select the ‘Schedules’ tab from the menu bar. To create an Interview Schedule click ‘Create schedule without participants’.

4. This will bring you to the screen Schedule Overview which gives you an overview of the stages involved in creating the schedule. From the Schedule Overview screen click

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 3 of 20

5. Add the following: Schedule Name – Job Title (reference number) Description - Job Title (reference number) Application Stage – Select Invite to Interview/Assessment from the drop down menu Add Vacancy(s) – Click on the link to attach your required vacancy to the schedule. A pop up box will appear called ‘Search Vacancies’. Use the search box to find your vacancy, click . Your vacancy should be shown - tick the box next to it. This schedule is – This should be left as the default option ‘For everyone’. Candidates at application stage – This will show the number of applicants that are to be invited for interview. You can also monitor candidate responses to interview invitations here.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 4 of 20

6. Create new slots Fill the options out as per the example: From: 9am (start time of interviews) To: 13.30pm (end time of last interview) Total number of slots required: 4 (This equates to the number of candidates being interviewed) Slot duration: 45 minutes (duration of interview) Time between slots: 5 Minutes (not required if only 1 slot being created) Location: Click on Show all locations and select Newcastle University from the drop down. Dates: Click on the date of the interview.

Click .

7. You will be asked if you would like to progress with creating the slots. Click ‘OK’ You will then be informed that the interview slots have been created. Click ‘OK’

Click

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 5 of 20

8. Do not make any changes to the Review Slots page.

Click

9. Select the relevant invitation to interview email from ‘candidate finalise notification email’.

ALWAYS: Edit the template to include where and who they should report to and the presentation title if applicable.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 6 of 20

10. You will only need to edit the information required in the brackets in bold. Merge brackets { } should not be changed as this information merges from the candidate and schedule information.

Click When you are taken back to the ‘Email

Details’ screen, click

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 7 of 20

11. Tick ‘Send from me’ Ensure that all candidates have been ticked.

The ‘Publish to candidates but don’t send emails’ MUST be ticked.

Click You will be asked if you want to continue – click ‘OK’

12. You will be taken back to the ‘Schedules’ main page and you will see the schedule you have just created.

Click to Edit the Schedule

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 8 of 20

13. Click ‘Publish to Candidates’

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 9 of 20

14. Ensure that no candidates are highlighted. If they are ticked, un-tick them using the Id box on the left hand side. To book in a candidate to a slot that you have created click on their email address link

15. You will be taken to the candidate search screen.

Click on the ‘appointments’ icon

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 10 of 20

16. Click on the relevant schedule title/description

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 11 of 20

17. The calendar view will expand and you will see the interview slots that have been created.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 12 of 20

18. Hover the mouse over the interview slot that you would like to book the candidate in, the additional box with details and the confirm button will appear. To allocate the candidate to the slot click the ‘confirm’ button

19. A brief email will be sent to the candidate to inform them that they have been shortlisted for interview and will receive an email with further details. Go back to point 10 and repeat this process for each candidate

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 13 of 20

20. When you have booked in all your candidates, you can now finalise the schedule which is the point when the candidates receive the full email with the interview/test details.

Click Edit

21. The Schedule Details screen will look like this. Click ‘Finalise Schedule’

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 14 of 20

22. Tick ‘Send from me’

Then This will trigger the full invitation to interview emails to the candidates.

23. Click OK

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 15 of 20

Review Email Correspondence History 1. You will be able to review the emails

that you have sent to the candidates by clicking ‘Email Correspondence History’

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 16 of 20

Printing a schedule for the panel 1. To Print or Save the Schedule and

the candidate applications click ‘Publish to Candidates’ Click ‘Print Schedule’. This will create a PDF of the schedule that you can save, email and print.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 17 of 20

Bulk print or create PDFs with the applications and references for the panel 1. To bulk print or create a PDF with the

applications and any references that you have received: Click on the box Id so that all the candidates are ticked. Click Bulk print. The Bulk print window will appear. Tick Print Applications. Tick References if the panel are to view the references prior to the interviews. NOTE: Collation Options If this box is ticked it will create an individual PDF for each candidate. Untick this to create 1 PDF with all applications.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 18 of 20

Variations to interview/assessment days

There are a number of candidates for interview and a break needs to be factored into the agenda e.g.

Interviews

10.00am

10.45am

11.30am

12.15pm

Lunch Break

1.00pm

1.45pm

Follow steps 1-5.

Create slots for the first batch of interviews. Add Interview Slots

Staying in ‘Create New Slots’, create the slots for the second batch of interviews. Add Interview Slots

Continue from point 7 of the main guidance.

All the candidates are to arrive at the same time but have different timetables of assessments during the day

Follow steps 1-5.

Create slots (no. of candidates) with same start and end time for the full period of assessment day.

Edit the email for first candidate – email can include a timetable or an attachment.

Finalise the schedule for the first candidate.

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 19 of 20

Candidate arrival time is staggered with timetable of activities e.g.

Presentation to colleagues Tour of Unit Interview Period of time

10am 10.30am 1.00pm 4 hours

10.30am 11.00am 2.00pm 4.5 hours

11.00am 11.30am 3.00pm 5 hours

11.30am 12.00pm 4.00pm 5.5 hours

Follow steps 1-5.

Create slots individually for the period of time required (these can all be created at the same time)

Edit email for first candidate – email can include a timetable or an attachment.

YOU MUST finalise the schedule after booking each person in so that the email/attachment can be changed.

Multiple candidates to come at one start time e.g. Interaction team or group coming for testing

Follow steps 1-5.

Create New Slots: Start time (arrival time) to length of time required.

No. of slots = no. of candidates e.g. 15

E-Recruitment – Scheduling – booking candidates into slots for interview/assessment (v2) Page 20 of 20

Follow steps 9-23.