Hiring is a team effort, and good collaboration is essential for selecting the right candidate. SmartRecruiters' interviewing features make it easy to manage candidates during the interview process. The basic functionalities of the Interview Scheduler make it easy for all users to coordinate interviews among many candidates and hiring team members.

 

Login into My Heartist Portal as a Hiring Manager/Recruiter  >> Click on the”Recruitment (SmartRecruiters)” tab from ”My Recruiting”.


Open the CANDIDATE PROFILE by Directly searching candidate (1) or from jobs (2):


(1) Search and Open Candidate profile directly:

    
    1.1 Click on the People tab

    1.2 Search Candidate

    1.3 Click on Candidate Name Hyperlink


(2) Search and Open Candidate profiles from the job


    2.1 Click on Jobs

    2.2 Search Job

    2.3 Click on the Job Title hyperlink

    2.4 From the People tab you can search for candidates

    2.5 Click on Candidate Name Hyperlink


Schedule an Interview

Select a Candidate

Within the candidate profile, select the Interviews tab. Then click SCHEDULE INTERVIEW.



Confirm the Interview Step


This is also known as the interview stage, and it is established by your Hiring Process. By default, SmartRecruiters applies the candidate's current step in the hiring process, but you can also select from a list of other steps.


Set a Location or Format ('Where')


Is the interview in-person or remote? By default, SmartRecruiters assumes you'll be hosting the interview at the job's location, but you can also choose from a list of options including the company address, phone interview, video interview, or others.


Find Available Times


The Hiring Team list on the left will display all current members of the hiring team for the job. Choose one or more members in this list to compare their calendars and find shared. availability. You can scroll up or down to view other times of day, and you can use the date picker to view other dates.


Create the Interview(s)


Click the calendar. An interview Details page will appear over a 30 minute calendar block. Using Duration, you can adjust the interview length in set intervals, or with a precision of up to 5 minutes. Alternatively, you can click and drag on the calendar to create an interview block.

Click Add to hold the block in the calendar.

NOTE: For Interview Steps with more than one segment, you can add more than one interview block to the calendar.


Your interview(s) will be confirmed in the Summary section at the bottom of the page. Also, you can now also move the interview blocks around the calendar if needed.



Add Interview Details

For each interview block you've created:

1. Interview type: Select a type from your list of interview types.

2. Event title for interviewers: Add a title to be displayed to your team

3. Who: Add any additional participants if necessary.

4. Resources: Reserve rooms, projectors, and other resources on your calendar by searching for them by name.

5. Note: Enter a note to the interviewers. SmartRecruiters will add this note to the event on interviewers' calendars.

6. Click Add when finished. The calendar and summary should update.

7. Click the event on the calendar to update details or remove it.



Attach Messages


Once you’ve created the interview(s), click Add candidate message to select an email template, or write a new email to the candidate. Templates with the Invitation to Interview type will be available here.


The rich-text editor supports a variety of standard HTML formatting, hyperlinks, and merge fields. You can also add attachments. If you'd like to send a copy of this message to someone on the hiring team or another user in your account, click Details and search for the user by name.


You can also add a message to the invitations to your interviewers. Unlike the note in the event, this message will show up in the invitation email only.


Send and Monitor Invites

Click Send to finalize the event and send interview invitations. SmartRecruiters will always notify all interviewers by email when you create a new event. If you’ve added a message to the candidate, SmartRecruiters will email them as well.



Once you’ve sent invites, you can monitor the status of each invite from the Interview tab on the candidate’s application. Invites have three statuses:

  • Invite sent: SmartRecruiters sent the invite, but the recipient has not responded. 
  • Invite Accepted: Recipient accepted the invite.
  • Invite Declined: Recipient declined the invite. 


Interviews can either respond via the invite email, or in the event on their calendar.



Update the Interview

If you've scheduled and event and sent the invites, you can make changes to the event from the Interview tab and send updates to interviewers by email.

Just click on three dot and click on Edit and make changes as necessary.