This guide explains the candidate scheduling process in Screening and Scheduling bot, including how candidates receive confirmations, reschedule interviews, request additional slots, and respond when a hiring manager requests a reschedule. Each section contains step-by-step instructions and helpful videos.
Important Note: Candidate scheduling activity is managed through Scheduling. If interview availability needs to be changed after candidates have been invited, make those changes within Scheduling rather than through Outlook or Microsoft Teams Calendar. This helps ensure candidates receive the correct scheduling options and communications.
- When the hiring manager confirms their availability, Screening and Scheduling bot sends candidates scheduling invitations via WhatsApp, Gmail, or SMS
- The candidate selects a slot based on the hiring manager’s availability
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Once a time is selected:
- The candidate will see a confirmation page with reschedule/cancel options
- The candidate receives a confirmation message that directs back to the confirmation page
- TA and hiring managers receive notifications
- The hiring manager, participants and candidates receive a calendar invite
The hiring manager's invitation will be automatically accepted, but the candidate's invitation requires manual acceptance.
Video: Hiring Manager's Perspective
Video: Candidate's Perspective
- Candidates can reschedule via their confirmation link
- They may provide a reason for rescheduling
- Once rescheduled, previous calendar invites are deleted
- Screening and Scheduling bot notifies the hiring manager and TA about the rescheduled interview
- The meeting stays inside the “Scheduled Meetings” tab but info is updated
Video: TA/Hiring Manager Perspective
Video: Candidate Perspective
- Candidates can request additional slots only before scheduling
- Screening and Scheduling bot messages hiring managers to add more slots
- Screening and Scheduling bot notifies candidates once more slots are added
- Candidates may only request more slots if scheduling for the first time
- Candidates may not request slots when rescheduling
- If no slots are available on the hiring manager’s calendar, the candidate sees a message that no more slots can be requested
Video: TA/Hiring Manager Perspective
Video: Candidate Perspective
If the hiring manager requests that you reschedule your interview, follow these steps:
- Click the Link: You will receive a link from the hiring manager to reschedule your interview.
- Choose a New Date and Time: Click the link and select a new available date and time.
- Confirm Your Selection: Confirm the new schedule for your interview.
This will update the interview time and notify the hiring manager.
Video: Candidate Perspective