Interviewers: Assigning, Rescheduling, and Setting Interviewer Limits

setting up schedule interview activities docid 0z5jm eqkvzq oqc03rer this guide covers assigning, rescheduling and setting interview limits for interviewers if you are an interviewer, we’d recommend reading over getting started for interviewers docid 2 wbm9pju sowws1jhpzz how to assign interviewers the written information below serves as a summary we’d recommend watching the video for a full step by step to assign interviewers assigning interviewers and setting up interviews slots when setting up , you can click interviewers within configure to add interviewers from there you can build your panel using the interviewer slot and employee options more on schedule interview activities at setting up schedule interview activities docid 0z5jm eqkvzq oqc03rer adding interviewer slots you can create a slot using the add interviewer slot button and determine the total number of interviewers that can be on your interview panel adding interviewers slots uses and logic, meaning that each identified interviewer will participate this is indicated by the and between each slot, showing that a user assigned in interviewer slot #1 will be on the panel, along with a user assigned to interviewer slot #2 if you have multiple interviewing slots with users assigned to each slot, the availability shown is based on the times that each combination of interviewers from your interviewer slots are available adding specific employees as interviewers this drop down is where you assign who can be booked for the interviewer slot in question you can assign multiple employees to an interviewer slot if anyone from a certain group of employees can take that slot to interview a candidate you will see or between selected users, showing that either interviewer 1 or interviewer 2 will take that specific interviewer slot on the panel if multiple users are assigned to one interview slot, the candidate will see the availability for all possible interviewers the interview is assigned based on the date and time selected if multiple interviewers assigned to the same slot are available at the selected time, the interview will be assigned to the interviewer with the fewest interviews all interviews scheduled in the past 30 days and the next 30 days will be considered in the interview count adding interviewers based on hiring team role if you'd like to assign interviewers based on their role in the hiring team, or set the interviewer as the user who moved the candidate to this particular stage, those are also options in the employees dropdown when creating interviewer slots if no interviewers are assigned to the schedule interview activity, the interview activity may be created on the candidate profile without an interviewer you can read more about this behavior in why are interviewers missing from a schedule interview event? docid\ u87fcsbruh9pkclyl2qko adding interviewer pools want to assign an interviewer pool instead? change the specific employees dropdown to employees from pool , then determine your pool or pools to include you can also specify whether only qualified employees, only trainees or all employees in the pool or pools can be selected from to be assigned to this slot what's an interviewer pool? you can set up interviewer pools to group your employees and assign them to interviewer slots more easily for example, you could add those who are in a specific timezone to a pool and assign that pool to an interviewer slot to pull interviewers who will have suitable availability to interview candidates for a role in a specific location you can read more on configuring pools at interviewer pools docid 3nhqz eqlhgvlgjxgazdj using the ‘+ new interview’ button quick schedule and direct booking links two interview options are discussed here; generating a direct booking link and quick scheduling the following guides cover both options for instant scheduling via the ‘+ new interview’ link on a candidate profile direct booking & candidate availability links docid 8syy2li7vkire 76zrwwm manually scheduling interviews docid\ rdyowihar0zidudlxw2fn instant direct booking links when using the + new interview option to generate a booking link, interviewers can be assigned on the pop up that follows after choosing the create direct booking link option choose users from the interviewer drop down as part of the interview’s settings each interviewer you assign via this route will be assigned a slot on the panel manual schedule if you schedule in the candidate directly via the schedule new interview option, then you can add in interviewer slots and assign interviewers to them accordingly you can also add in alternates for each interviewer slot once added, you can view the alternates’ calendars when selecting an interview time to compare their availability with the current interviewer’s you can then opt to switch out the current interviewer for the alternate if needed rescheduling or changing interviewers to change out an interviewer on a scheduled interview, you will need to reschedule it to reschedule the interview, click reschedule on the interview event, then manual reschedule when rescheduling, you can opt to keep the same date and time but remove the original interviewer (via the clear user option) from there you can use the drop down menu to select another interviewer you will have the option to change the interview type and also remove the interviewer slot completely clear user this will remove the selected interviewer but will keep the interview slot you can then use the select user… dropdown to select another interviewer remove slot removes the slot completely to reduce the size of your panel by 1 if you opt to resend calendar invites when rescheduling, then the new interviewer will receive a calendar invite and the candidate will receive an updated invite we usually recommend resending the calendar invite when rescheduling you are able to remove an interviewer who has provided feedback already when rescheduling once removed, their feedback will no longer show in ashby reschedule the interview to switch over interviewers on the panel what do interviewers see when an interview is booked in ashby? once an interview is scheduled (or quick scheduled with the scheduler choosing to send calendar invites) the interviewer will receive a calendar invite they will also see the upcoming interview on their home page when they log into ashby if they click on the upcoming interview, they will be able to see the interview details, the interview briefing, the feedback form they need to complete and the feedback left for the candidate thus far details the date and time of the interview (listed in the interviewer’s timezone), along with the interviewers assigned briefing this is pulled from the interview assigned to the schedule interview activity docid 0z5jm eqkvzq oqc03rer or selected at the time of generating the direct booking link for the candidate you can amend or add briefings to your interview templates in interviews https //app ashbyhq com/admin/interview/interviews your feedback the feedback form for the interviewer to complete post interview feedback entered into the form from this interview page is auto saved additional feedback forms can be set up in feedback forms https //app ashbyhq com/admin/interview/feedback forms all feedback on this tab, the interviewer may be able to see all previous feedback for the candidate you can control whether or not interviewers can view this feedback in admin > interviews & scheduling > feedback visibility https //app ashbyhq com/admin/interview/feedback visibility setting interviewer limits you can set daily or weekly limits for your interviewers to ensure that they don’t get overwhelmed these limits can be set per employee or at the organization level setting interviewer limits per employee you can click on a user on the employees https //app ashbyhq com/admin/users page and head to the interviewer info tab to add in the maximum number of interviews the interviewer can take each day and each week once the maximum number of interviews has been reached, that interviewer’s availability will not be shown to the candidate when booking for that day or week these limits are not applied when using the manual schedule option for booking interviews interview events that do not require feedback will not count against interviewer limits only organization admins have access to adjust interviewer limits setting org wide interviewer limits interview limit defaults can be set org wide by navigating to admin > interviews & scheduling > interviewer limit defaults defaults set here will apply to any interviewer, but are overridden if that interviewer has different limits set up on their employee profile on this page, you can define how many interviews your interviewers are allowed to participate in per day and per week faq can i make a note of any requirements or requests from specific interviewers on their profile? you can, yes! on the employees https //app ashbyhq com/admin/users page, select the user in question and navigate to the interviewer info tab on their profile from there, you can add any requirements or requests from them to the preferences field this information will then be available when scheduling in an interview can i send a request to a user to leave feedback even if they weren’t on the panel for an interview? you can, yes! on the candidate’s profile, click the more button, then request feedback without scheduling to get started you can then specify the interview type and the user who should complete the feedback form once submitted, the user will see the request on their home page, both in the interviews section and in their tasks clicking on either the task or interview prompt will take them to the feedback form they should complete please note that this option is to request feedback from an interviewer not already on the panel, rather than reminding them to leave feedback for an interview they have been scheduled for do interviewers receive email reminders to leave feedback for an interview? if an interviewer is on a panel for an interview where feedback is required by default, they will receive one email a day prompting them to leave feedback by default, they will receive an email a day for up to ten days (or until their feedback is completed) to confirm an interview is set to have feedback required by default, click on the interview in question in admin > interviews & scheduling > interviews https //app ashbyhq com/admin/interview/interviews to adjust the interviewer notification settings, navigate to admin > organization setup > interviewer notifications https //app ashbyhq com/admin/organizational settings/notifications/ you can amend the following set whether interviewer notifications are stopped after a candidate is hired set whether interviewer notifications are stopped after a candidate is archived adjust the number of days notifications are sent for please note that the interviewer notification settings will apply to all interviews that require feedback it’s not possible to set specific notification settings per interview can interviewer information (like their role or linkedin profile url) be added to the candidate facing interview details? you can set interviewer information like their role and social links to be visible to the interviewing candidate, yes head to admin > interviews & scheduling > scheduling communication https //app ashbyhq com/admin/interview/scheduling communication and enable the include job title and social links in agenda? option once enabled, if you’d like certain social links (or social links for a specific interviewer) to now show within the interview event details, head to the interviewer’s user profile in admin > organization setup > employees and scroll to the social links section on the basic info tab from there, you can click on the eye icon beside a social link to set it to not show to the candidate your interviewers can add in details like their job title and their social links within the personal info section of their personal settings https //app ashbyhq com/settings/personal info this information can also be added on their behalf in the basic info tab of their profile on the employees page once their information has been added, their job title and social links will show on both the confirmation page when the candidate books via a direct booking link and when the interview panel summary token is used c an i copy an existing activity from an interview plan stage on one job to an interview plan stage on another? you can, yes! when you are on a job’s interview plan and click add activity to… on an interview plan stage you’ll see the option to add a new activity and a copy activities option click copy activities , then select the job, interview plan, interview stage you’d like to copy activities from choose the activities you’d like to copy the selected activities will be copied into the original stage you chose once an activity is copied over, if the activity uses a shared interview type or feedback form (more on those at what are ‘shared’ interviews, application forms, and feedback forms? docid\ ujnxokxgs1 rq1udzxxta ), then those will be used in the copy any custom interview types or feedback forms will be copied over and can be amended without impacting the original activity that was copied c an i pause an interviewer’s membership in a pool or stop them from being scheduled for any interviews? you can, yes! you can either pause an interviewer within a specific pool (so they can’t be booked for interviews where that pool is assigned) or globally (so they aren’t automatically scheduled for any interviews) pausing an interviewer from within a pool to pause an interviewer’s membership in a pool, head to admin>interviewing & scheduling> interviewer pools https //app ashbyhq com/admin/interview/interviewer tags and click on the pool in question click actions next to the interviewer in question, then click pause membership when an interviewer is paused, a paused tag will show beside their name in the pool you can also unpause the interviewer at any time by clicking on them from within the interviewer pool again, and selecting resume membership pausing an interviewer across all interviews please note that the option to pause interviewers is only available on the plus and enterprise plans foundations legacy plus plus enterprise ❌ ❌ ✅ ✅ if you'd like to pause an interviewer for all interviews (for example, if the interviewer is on vacation), navigate to their user profile within admin > employees and head to the interviewer info tab turn on the pause interviewer option you will also have the option to add a reason for the pause that will show up when a user tries to manually schedule that interviewer you can also schedule an interviewer pause click set start date to determine the date and time the pause should start click set end date to determine when the pause should end if you don't opt to set an end date, the pause will continue indefinitely until it is disabled on the user's profile click submit to confirm the pause you can switch the pause off at any time by switching off the pause interviewer option why are interviewers missing from a scheduled interview event? when a candidate is moved into a stage that triggers an interview activity, the activity is created immediately based on the current configuration of the interview plan's activity if no interviewers are assigned at that time, the interview activity will be created without interviewers if you add an interviewer to the schedule interview activity in the interview plan, that update can appear on the interview activity on the job consideration however, if the scheduling process has already started and a different interviewer has already been selected, ashby will not override that selected interviewer with the newly added one