Scheduling Guide For Hiring Managers

When a recruiter moves candidates to a stage where you’ve been selected as the host (hiring manager), Screening and Scheduling bot will send you a message inside MS Teams.

Here’s how to approve interview times:

1. Receive a Notification: When candidates are moved to the next stage, Screening and Scheduling bot will notify you in MS Teams that it’s time to approve your availability.
2. Click "Select Times": You’ll be prompted to click the "Select Times" button to begin approving your availability.
3. Choose Time Slots: From the available options, select the times that work best for you.
4. Click "Approve": After selecting your preferred times, click "Approve".
5. Candidate Notification: Once you approve, the candidates will receive an invitation to schedule their interview.

If you need to reschedule a meeting, here’s how to do it:

1. Click "Reschedule": On the confirmation screen, click the "Reschedule" button.
2. Select New Times: Choose new available times for the interview.
3. Click "Reschedule": After selecting the new time slots, click "Reschedule" again.
4. Notify Candidates: Candidates will receive a notification about the rescheduled interview.

Here’s a short video describing the process:

Alternatively, to see all scheduled meetings:

1. Click the "Meetings" tab
2. Click the "Scheduled Meetings" sub-tab
3. This will show all of your scheduled meetings. Click "Reschedule" on a meeting you want to update and then click "Reschedule" again to confirm.

Sometimes, you may encounter limited availability while approving interview times. Here’s how to handle it:

• Warning for Limited Slots: If there are more available time slots than candidates, a warning will appear.
• Adjust Interview Duration or Participants: Modify the duration or participants to add more time slots.
• Overbook with Targeted Slots: You can select “targeted slots” and overbook an unavailable time if necessary.
• Minimum Slot Requirement: You must select at least one slot per candidate.
• No Slots Available: If no slots are available, Screening and Scheduling bot will notify you to add more.
• Candidates Requesting Additional Slots: If a candidate requests more slots, Screening and Scheduling bot will alert you to add them.

Best Practice: Offer at least one time slot per candidate. Ideally, three for flexibility.

As the hiring manager, you have certain responsibilities and actions that are available to you. Here’s what you can and cannot do: