Processing Element: Interview Guides

Interview Guides is a processing element in which prepared questions from the guide can be used by the hiring team to provide structured Interviews. The questions are asked of each candidate in the same order during the same stage event of the Job's hiring process. When Interview Guides are assigned to a job, they will appear as an option in every applicant file for that job.

• Interview Guides
• Creating Interview Guides
• Assigning Interview Guides to a Job
• Processing an applicant using Interview Guides
• Viewing Completed Interview Guides in an applicant file
• Editing Interview Guides

Interview Guides

By default, your hiring system will have two complete guides in your Interview Guide Library: Initial Interview and Phone Screen. These guides can be used as provided or they can be edited as needed. Additional guides can be created or edited by an Account Administrator or any system user with Jobs and Templates permissions (or Job Template Creation). There is no limit to the number of guides that can be created; however, only one guide can be selected for each workflow step event.

Creating Interview Guides

Follow these steps to create an Interview Guide:

• Select Processing Elements from the menu and click Interview Guides.
• Click +Create New Interview Guide.
• Enter the Interview Guide Name (this is internal and will not be seen by applicants).
• Add a Section Intro (this is optional, and if added, it will display to the user performing the interview).
• Enter an interview question and assign a question type from the drop-down. Question types include Yes/No, Text, and Multiple Choice. Follow the prompts for each particular question type.
  • Individual questions can be marked as "Required" or "Optional" by using the toggle beneath each question.
• Include additional questions by clicking Add Question and repeating the process.
• To reorder questions, click the row then drag and drop to a new location.
• Remove unwanted questions by clicking the red X.
• Click Save to complete, and the newly created guide can be assigned to job templates.

Assigning Interview Guides to a Job

Interview Guides can be assigned to any workflow step event with an action type of "Schedule Meeting" and the system provides several ways to include an Interview Guide.

Adding Interview Guides when creating a Job Template

Interview Guides can be assigned to a Job Template during Step #3) Processing Elements of the job template creation process or when editing an existing job template.

See more about Creating Job Templates.

Adding Interview Guides at the time of posting a job

Interview Guides can be assigned to a Job Template during Step #3) Processing Elements of the job posting process.

See more about Posting a Job.

Adding Interview Guides to a posted job via the Job Details tab

Follow these steps to add an interview guide to a posted job:

Processing an applicant using Interview Guides

Once Interview Guides have been added to a Job, they can be used during any interview event in that job (e.g., phone screens, interview 1, etc.). Using a guide helps your hiring team consistently process applicants within the same stage. After selecting which guide to use during which event, an interviewer can either fill in answers in real-time as they are conducting an interview or at a later time.

Follow these steps to process an applicant using an Interview Guide:

• Open an applicant file from a job's Applicant Queue or the Talent tab.
• From the Stages tab, initiate an Interview Step by clicking on the step name (such as First Interview) to move the applicant to the Interview Stage and then follow the system prompts to schedule an Interview Event. Clicking Send will email the applicant with the available interview times. 
• The First Interview step on the Stages tab will show as in-progress with an orange checkmark and when complete a green checkmark when the applicant selects a date and replies.
• Once the step event, such as a First Interview, has been initiated, an entry with the same name will be added to the Processing section of the applicant file Details tab.

• An Interview Guide can be added in advance or at the time of the scheduled event. Click First Interview from the Processing section of the Applicant File and add a guide by clicking +Add Interview Guide to this Event.
  • Preview the guide content by clicking the preview icon from the slider window and then clicking CLOSE.
  • Click Add to attach an available Interview Guide.

• To view the questions of any assigned guide click Show More.
• To remove an attached guide, select Remove. (This option will not be available after the guide has been completed.)
• Once the interview has been confirmed by the applicant and it's time for the event, an interviewer can open the Interview Guide by clicking on it from within their applicant file. The interviewer can then enter the applicant's answers to each of the questions in real-time during the interview and complete the guide by clicking Save.
• Once saved, any optional questions on the the Interview Guide that was left blank will display as "No answer provided" when the form is viewed.

Note: Only one of the Interviewing Manager(s) can add the applicant's answers to the attached Interview Guide. The same interviewer who completed the guide will be the only person who will have the option to edit the guide answers. Additional members of the interviewing team (or Admins, etc.) can add additional comments to the section via Internal Comments or manually add their completed files to the Attachment section.

Viewing Completed Interview Guides in an applicant file
Each applicant file within a particular job will have the same workflow and corresponding Interview Guides available. Assigned and completed Interview Guides will be visible by opening the interview event from the Processing section. Clicking on the name of the guide will open the applicant's answers. If a member of the hiring team has permission to initiate Workflow Steps and Stage Movement they will be able to see assigned and completed Guides, but won't be able to attach them to an event.

See more about the Applicant File.

Editing Interview Guides

You can edit Interview Guides if you have changes that you want to apply to current or future uses. Once changes are made, the Interview Guide will be updated in all locations where it is used regardless of current job status.

• Select Processing Elements then Interview Guides from the menu.
• Click the ⋮ menu for the guide you want to modify and select Edit.
• Review the guide and make changes as needed. 
• Click Save when complete.