Setting up interview schedules

There are a broad range of tools to allow you to create interview schedules on the Oleeo system which allow applicants to self-select a slot from an interview schedule or allow the recruiting manager to pre-allocate interview slots to the applicant.

There are 3-steps to creating an interview schedule:

Step 1  Create the Interview Details

This is where you will capture all the information on the interview:

Post Title, Location, Co-ordinator, special instructions to applicants, allow applicants to reschedule interviews.

Step 2  Create a Schedule

This is where you will enter the date, start and end time interviews, how many interview slots you will need, how long the interview will last, time between interviews, specify interviewers, and send out calendar requests to interviewers

Step 3  Invite Applicants

This will allow you to invite applicants to either self-select their preferred interview slot or you can invite to a pre-allocated interview slot; you can also create virtual interview links to invite applicants to join via Teams.

This is where you will capture all the information on the interview: Post Title, Location, Co-ordinator, special instructions to applicants, allow applicants to reschedule interviews.

*Mandatory fields

Step-by-step

1. Open your vacancy and select ‘Interviews’ tab.
2. Select the interview round you want to create. In most instances, we would expect there to be one interview round, but you do have the scope to include additional rounds if they are needed.
3. Title* – Enter a title that will allow you to tell your interview apart from others in the system. This will also be displayed to candidates.
4. Enable Video Interviews – if you want to conduct the interview over Teams, tick this box and a meeting invite link will be generated.
5. Master Location – Input the interview location. This will be displayed to candidates after they have booked in.
6. Coordinator* – Select the person who oversees running the interview. The co-ordinator will be the only person able to make changes to the interview schedule. This is a soft search list, so you can type in a user's name to filter down the list, or you can select from the dropdown list.
7. Recruiter Description** – Enter any internal information you would like to record and share with interview panel members about the interview. (e.g. how candidates will be assessed).
8. Candidate Description** – Enter the information that you would like to be displayed to candidates after they have booked in (e.g. interview location, items they need to bring, format etc.).

If you want to allow you applicants you self-select, click on the +Advanced Options button:

• Prevent candidate from re-scheduling – if you do not want to allow candidates to reschedule their interview after self-selecting, then tick this box.
• Min Alteration Notice – If you are allowing candidates to reschedule, enter the time before an interview slot, after which that slot will become unavailable for booking. You should enter the minimum period in hours. For example, if there is an interview slot on Tuesday at 1 pm and you enter 24 in this field, it means that candidates will not be able to book into the slot after 1pm on Monday.
• Time Zone – This is set to a system default, so you do not need to change this
• Time Format - Choose how the times of the interview slots will be displayed to candidates. You can choose between 24- and 12-hour formats. It will default to 24-hours if you do not select an option.
• Feedback Form - a default feedback form will be sent so you do not need to change anything in this field.
• Invitation Email - a default interview invite email will be sent so you do not need to change anything in this field.
• Confirmation Email - a default interview booking email will be sent so you do not need to change anything in this field.
• Include Candidate CV – as we are not accepting CVs this field will be overridden by the system.

9. Click on ‘Create’ button.

Once you have created the interview details, the next step is to enter the interview time slot(s) that candidates will be able to book into.

Step-by-Step Guide

1. To add slots, click the Add Slot button.
2. Date* - select the date of the interview from the calendar
3. Slot Start Time* – Select the time that the first interview slot will begin (e.g. 09:00).
4. Slot Duration* – Enter the length, in minutes, of each interview slot (e.g. 60) (they will all be the same length).
5. Multiple Slots – if you have more than one interview slot, click on the ‘Add Multiple Slot Spaces’
6. Candidates per Slot* – Enter the number of candidates who will be interviewed at the start time and location that you have entered. If it is a 1-on-1 interview enter 1. If it is a group interview, enter the number of candidates who will be interviewed in a group.
7. Number of Slots* – Enter the number of sequential slots. For example, if you entered a start time of 9:00, a duration of 45 minutes, slot spacing of 15 minutes and 3 in this field, the following slots will be created: 9:00 – 9:45; 10:00 – 10:45; 11:00 – 11:45.

      **Tip: If you are holding a full day of interviews, you will need to set up two interview      rounds. The first round for the morning interviews and the second round for the afternoon interviews

8. Slot Spacing - If you would like there to be a break after every interview, enter a time in minutes. If you do not want there to be a break, leave this field blank.
9. Slot Location* – Location of the specific slot(s) (e.g. Room 22). Please note, this will be visible to candidates once they have booked in. If you have already added the location detail when you created the interview, you can leave this field blank.
10. Interviewer(s) – Select who you would like to receive the calendar notifications (this is usually the interviewers). This list has a Soft Search, so if you are struggling to find an administrator in the list, you can type their name in and then select them. If you do not know who the interviewers are going to be at this stage, you can leave this field blank and then edit the slot later. If the person you are looking for does not appear on the list, then you need to contact your Superuser or Recruitment Team Advisor to add them as a user. Please note: The new user must be an employee of Carmarthenshire County Council.
11. Send Calendar Update to Interviewer(s) – Check this box, if you would like the people that you enter as Interviewers to receive a calendar notification as soon as you click Submit. If you would prefer to wait until a later time to send the calendar invite, do not check this box.
12. Once you have entered all the mandatory details, click Create Slot(s). On the Interview tab you will see the Scheduled Interview details.

Once you have set up your interview schedule, you can also set up automated interview reminders to be sent to the applicants.

Step-by-Step Guide

1. In the interview tab, select the ‘Go to detail’ link.
2. You will see several options regarding your interview schedule. Select ‘Candidate Reminders’.
3. Select ‘Candidate Reminders’ and select the ‘Add’ button.
4. From the interview notification menu that appears, select ‘Interview – Reminder’ from the dropdown Template menu (this is a soft search field so you can start typing and the options will appear). Note: Make sure you do not select ‘Event – Interview Reminder’.
5. Select how much notice you want to give candidates (hours or days) then ‘Submit’. An automatic email reminder will be sent to the applicant.

Now that you have set up your interview schedule, you can invite candidates to select a slot. You can do this in bulk to all applicants or on an individual applicant.

Please note: You must have completed your shortlisting and decided to either Progress or Reject the application.

Self-Select Interviews

Step-by-Step Guide

1. From your dashboard, select the ‘Shortlisted – Waiting to inform Applicant’ tab.
2. We recommend you filter the results by either ‘reject’ or progress’.
3. From the list, click on an application. You will be taken to the Application Summary page for the application.
4. Select ‘Progress’.
5. The status of the applicant should now appear as ‘Interview Rd 1 – Selected’.
6. Click on the green ‘Invite’ button.
7. From the ‘Correspondence’ field, select ‘Interview – Invite’. We advise you NOT to make any changes to the Email Subject nor Email Text.
8. If you wish to attach any documents, select ‘Add Local File’ and upload your document(s).
9. Select ‘Confirm’.
10. An automated email will be sent to the applicant advising them to self-select a slot.

Note: If you applicant is unable to self-select a slot, you can select a slot on their behalf.

Allocated Interviews

Step-by-Step Guide

1. From your dashboard, select the ‘Shortlisted – Waiting to inform Applicant’ tab.
2. We recommend you filter the results by either ‘reject’ or progress’.
3. From the list, click on an application. You will be taken to the Application Summary page for the application.
4. Select ‘Progress’.
5. The status of the applicant should now appear as ‘Interview Rd 1 – Selected’.
6. Click on the green ‘Invite’ button. This will open the Invite Email template.
7. Under ‘Interview Selection Method’ – select ‘Specific Interview’.
8. Untick ‘Send Email to Candidate’.
9. Under ‘Select Interview’, select your interview.
10. Press ‘Confirm’. You will return to the Application Summary page.
11. Select the green ‘Schedule Slot’ button.
12. In the template, select the slot you wish to invite the applicant to.
13. Tick the ‘Send Calendar Updates to Interivewer(s). This will update their schedule to show the name of the individual booked into that interview slot.
14. From the ‘Correspondence’ field, select ‘Interview – Confirmation’. We advise you NOT to make any changes to the Email Subject nor Email Text.
15. If you wish to attach any documents, select ‘Add Local File’ and upload your document(s).
16. Select ‘Book Slot’.
17. An automated email will be sent to the applicant advising them of their interview slot.

Adhoc Interviews

Step-by-Step Guide

1. From your dashboard, select the ‘Shortlisted – Waiting to inform Applicant’ tab.
2. We recommend you filter the results by either ‘reject’ or progress’.
3. From the list, click on an application. You will be taken to the Application Summary page for the application.
4. Select ‘Progress’.
5. The status of the applicant should now appear as ‘Interview Rd 1 – Selected’.
6. Click on the grey ‘Invite (Ad-Hoc)’ button. This will open the Invite Email template.
7. Complete the Ad-Hoc Interview template.
8. In the Feedback Form field, from the drop-down menu, select the Interview Rd 1 Feedback Form’.
9. Tick ‘Send Calendar Update to Interviewer(s) and Send Email Confirmation to Candidate. If you are holding the interview over Teams, tick the ‘Add Virtual Interview Link’.
10. Select ‘OK’.
11. This will take you into the ‘Interview Confirmation (Ad-Hoc) template field, select ‘Interview – Confirmation’. We advise you NOT to make any changes to the Email Subject nor Email Text.
12. If you wish to attach any documents, select ‘Add Local File’ and upload your document(s).
13. Select ‘Send Correspondence’.
14. An automated email will be sent to the applicant advising them of their interview slot.

You can manage your interviews via the ‘Interview’ dashboard.

The dashboard will give you an overview of:

• Interviews Scheduled
  The applicants who have been invited to attend interview or have self-selected an interview slot.

• Invited to Interview – Awaiting scheduling by Applicant
  Details of applicants who have been invited to self-select and interview slot, but they have not yet booked their slot.
• Interview Calendar
  A calendar view of your interview schedule. Days with interviews scheduled will be highlighted.

Within the Interviews tab of your vacancy, there are other actions you can undertake:

Adding Additional Interview Slots

Step-by-Step Guide

1. Open your vacancy and select Interviews tab.
2. In your Interview Schedule, click on +Add Slot.
3. Complete the interview schedule as per the Create a Schedule guidance.
4. Click on ‘Create Slot(s) and your interview schedule will be updated.

Making changes to the interview schedule

Calendar updates are notifications which you can send to an interviewer's email address. Once received, the notification will update the interviewer's calendar.

Step-by-Step Guide

1. Open your vacancy and select Interviews tab
2. Click on ‘Go to Detail’.
3. Select the interview slots you wish to make changes to or click the ‘All Slots’ box in right hand corner.
4. Click on ‘Bulk Edit Slots’.
5. Make changes. If you want to notify your interview panel of the changes, click on the ‘Send Calendar Update to Interviewer(s).
6. Submit.

Managing attendance of your interview panel

The system will store the decisions of your iCal invitations in the system so that you can review which interviewers have accepted, tentatively accepted or declined. To see this information select the ical tab then select the ical List tab, interviewer responses will be displayed clearly in the table shown:

Step-by-Step Guide

1. Open your vacancy and select Interviews tab
2. Click on ‘Go to Detail’.
3. Select the ‘ical’ tab. Then select ‘ical’ list.

Sharing schedules and application forms with panel members 

Step-by-Step Guide – Share Schedule

You can use this function to export details into a spreadsheet.

1. Open your vacancy and select Interviews tab.
2. In the Interview Schedule, select ‘Go to Detail’.
3. To share your schedule, select ‘Export Schedule’ in the top tool bar.
4. Select which interview days and format you want to export.
5. Press ‘Export’ Schedule’.
6. This will export the information into an Excel spreadsheet which you can share with panel members.

Step-by-Step Guide – Moving your interview schedule

This is a handy tool if you need to move the interview day – you don’t need to create a new schedule, you can simply copy it to a new day by using the ‘move day’ button.

1. Open your vacancy and select Interviews tab.
2. In the Interview Schedule, select ‘Go to Detail’.
3. To share your schedule, select ‘Copy’ in the top tool bar.
4. Select, ‘OK’.
5. Select the blue button for ‘Move Day (if you want to move the current interview schedule) or ‘Copy Day (if you want to copy the interview schedule).
6. You will be prompted to select day a day from the calendar that you want to copy or the interview to.
7. Your calendar will be updated.

Step-by-Step Guide – Printing/Share Interview

This is a handy tool if you need to move the interview day – you don’t need to create a new schedule, you can simply copy it to a new day by using the ‘move day’ button.

1. Open your vacancy and select Interviews tab.
2. In the Interview Schedule, select ‘Go to Detail’.
3. To print an interview schedule, select ‘Print Interviews’ or ‘Print Applications’ . You can print by candidate or by interviewer.
4. Select ‘Print Itineraries’ and a pdf will be generated.

Now that you know how to make the interview scoring decision, the next step is to create and extend the provisional offer letter to the preferred applicant.

To find out what to do next, please look at the ‘Interview outcome & offer letters’ section.

For any queries, please remember you can always contact your Departmental Superuser or the Recruitment Team.