Interviews can be rescheduled by account administrators or users with permissions if the offered interview times aren't a good fit for applicants or if schedules have changed for either the applicant or the interviewer. If an event is rescheduled, any applicant or system user who revisits the original interview link will see only the most current offered dates/times.
Rescheduling an unconfirmed interview
Users can offer new times to applicants for any unconfirmed event request that has been issued, even if it's in the past. This includes if an applicant replies that they "are unable to attend one of the times offered or if no remaining time slots are available."
- Open an Applicant File and select Interview (or Step name) from the Processing section of the Details tab.
- Click Offer new dates/times for the interview you want to reschedule.
- Follow each step to schedule an interview and click Send.
- The interview details pane will be updated with the new time(s), the applicant will receive the new request, and a record of the activity will show in the stream of the Applicant File.
- If the previously issued interview times were not confirmed by the applicant, they will be removed in all system locations such as the processing section of the Applicant File, invitation link, etc., and be replaced with the newly selected times.
- After rescheduling, we suggest adding a note in the Internal Comments section of the interview panel to record the reason. Type the comment into the text box or use the microphone to add a voice comment with automatic transcription. When finished, click Add internal comment to save.
Rescheduling a confirmed interview
Users can offer new times to applicants with confirmed events after the event is canceled.
- Open an Applicant File and select Interview (or Step name) from the Processing section of the Details tab.
- If an applicant has confirmed the interview, the system will display a status of confirmed with the chosen date and time.
- To reschedule a confirmed interview, you must first cancel the interview by selecting Cancel this event with Applicant, choose a Message from the drop-down, and review the outgoing message the applicant will receive.
- When you click Send, the confirmed interview will show as canceled and will be removed from all system locations (dashboard, interview calendar, etc.) and will appear as Canceled in the processing section of the Applicant File.
- To reschedule the canceled interview with the applicant, click Offer new dates/times.
- Follow each step to schedule an interview and click Send.
- The interview details pane will be updated with new time(s), the applicant will receive the new request, and a record of the activity will show in the stream of the Applicant File.
- After rescheduling, we suggest adding a note in the Internal Comments section of the interview panel to record the reason. Type the comment into the text box or use the microphone to add a voice comment with automatic transcription. When finished, click Add internal comment to save.
Note: Messages sent by applicants when confirming rescheduled interviews will show up in both the Applicant Messages section of the Inbox on the Home tab and also via email notifications, if the Applicant Messages Notification is turned on.