Manually Scheduling Interviews

ashby provides a variety of features that make it easy to schedule interviews and collect feedback on candidates this article focuses on the manual scheduling flow, showing how to schedule an interview manually this is an option you can use if you’ve already determined a suitable time with the candidate scheduling overview scheduling permissions required to schedule an interview see the chart below for more information on who can schedule a candidate in for an interview, either by sending out a direct booking link, or manually scheduling interviews access role has access? limited access ❌ agency user ❌ elevated access external recruiter (not linked to an agency) ❌ elevated access analyst ❌ elevated access hiring team member ❌ elevated access hiring manager ✅ elevated access admin ✅ elevated access admin (private) ✅ organization admin ✅ start scheduling a new interview to start scheduling an interview, open the candidate profile of the candidate you want to schedule an interview for navigate to more>schedule new interview, then click manual schedule alternatively, you can click + new interview , schedule interview, then manual schedule you can configure your interview plans to automatically prompt your team to schedule interviews when candidates reach an active stage more on this at docid 0z5jm eqkvzq oqc03rer use the calendar interface when scheduling interviews manually, the calendar interface is where you will set up the bulk of the schedule on this screen you decide on which day the interview will take place (for scheduling multi day interviews, see the faq below) which interviews will take place which interviewers will participate the start time and duration of each interview the image above highlights 8 key areas the first column represents the current schedule it is a summary of all the events the candidate will participate in on the day of the interview this date picker allows you to switch the day on which the interview takes place click the date to see the full calendar, or use the arrows to find the preferred day multi day schedule checking this checkbox will allow you to jump to other dates on the calendar without automatically switching the date of the interview this is useful if you’re scheduling multiple interview events in one go candidate availability checking this will show the candidate’s availability if it was submitted the see employee calendar dropdown allows you to preview the calendars of potential interviewers you can filter or scroll to find the calendar you'd like to see for onsite interviews, use see room calendar to view room availability the add interview button allows you to add additional interviews to the same day to schedule interviews on different days, you'll want to the interview dropdown allows you to select the interview type the interview types you want to use here need to be pre configured you can choose shared interviews (admin > customize interviews > interviews) or create a custom interview in the current interview stage schedule template these controls allows you to modify your interview panel feedback required ☆ if this setting is turned off, the interviewer will not be reminded to submit feedback to complete this interview they can still submit feedback if needed hide/view calendar 🗓 allows you to display or hide the selected interviewer's calendar delete slot 🗑 allows you to remove an interviewer from the interview panel alt indicates the number of alternate interviewers as defined on the schedule template, otherwise this number will remain at zero add interviewer slot allows you to add an additional interviewer to the panel once an interviewer is added, their calendar with their availability will be displayed alongside the current schedule calendar add room allows you to specify a meeting room for onsite interviews for each interview hover over the i icon next to the interviewer’s name to see their daily and weekly interview limits (if set) along with any interviewer preferences set on their profile the i icon will show in yellow if the interviewer is nearing their limits, or in red if the interviewer has met or exceeded their interview limits more on setting limits and preferences can be found at docid\ u87fcsbruh9pkclyl2qko set up and send calendar invites once you've selected an interview time and picked the interview panel, you're ready to set up and send calendar invites in this step, you can preview and edit calendar invite information for both the candidate and your interviewers, determine the invite settings and configure interview reminders and confirmation emails calendar invites single interview event on the calendar invites tab, you can determine whether calendar invites should be sent to the candidate and/or interviewers using the send candidate invite and send interviewer invite toggles we would generally recommend sending out calendar invites when scheduling an interview in the candidate invite and interviewer invite sections, you can preview the calendar invites that will be sent out to make any amendments to either invite, click the edit option calendar invites multiple interview events if you've added multiple interview events to your interview, you'll see some additional options when it comes to sending out calendar invites in the manage candidate invites section you can select from the following options send one invite per block the candidate will receive a separate calendar invite for interview events that are more than 30 minutes apart if they have two interview events with a 15 minute break between the two, they will receive one calendar invite if they have two interview events with a one hour break in between, they will receive two calendar invites send one invite per interview the candidate will receive a separate calendar invite for each interview event, regardless of how far apart they are send one invite per day the candidate will receive a calendar event per day they have interview events so if they have one interview event on monday, then the other two on tuesday, they will receive two calendar invites if they have one interview event on monday, one on tuesday and one on wednesday, they will receive three calendar invites if you have video conferencing (zoom, google meet, teams) set as the location for your interview, each calendar invite will have a unique meeting link as such, the option you choose for sending out the calendar invites may impact the number of unique links generated you can also click edit on each interview calendar invite to update the calendar invite title and description per invite, so if you have specific information relevant to only one interview event, it can be added only to the relevant invite invite settings one the invite settings screen, modify the details of both invites the calendar dropdown menu lets you to select which calendar the calendar events will be scheduled to this calendar will also receive a calendar invite, along with the candidate and interviewer calendars the calendar cannot be changed on reschedule as such, we recommend setting up a shared calendar to house these interview events to allow for easy rescheduling and so you have one calendar that you can view all scheduled interviews on for more information, check out docid 7l9yaj7bnykhfmh vpkdr the location type dropdown menu and location field support let you add physical or remote location details set custom text, or select one of the integrated options the integrated options will automatically generate a unique video conference link and include it in the invite current video conference integrations are google meet zoom microsoft teams the is private toggle lets you set invites as private when enabled, the calendar invite details (e g title, attendees) are hidden from others and interviewers are only marked as busy finally, if you have the coderpad, codesignal interview or hackerrank integrations in place, you can also specify which events (if any) should use the integration a unique assessment link will be generated for each event that the integration has been enabled for and will be automatically included in both candidate and interviewer invites interview reminders on the interview reminders tab, you can configure reminders for both candidates and interviewers to add an interview reminder for a candidate, click add candidate reminder to add a reminder in for interviewers on your panel, click add interviewer reminder send determine the delivery method for your reminder for candidates, reminders can only be sent via email for interviewers, they can be sent via email or slack if you have the integration in place from determine the sender of the reminder when configure how many minutes, hours or days before the interview the reminder should be sent using template confirm your email template for the reminder here for more on setting up email templates, check out docid\ wq6uoydzwfatdmzhopsfj delete remove this reminder for this interview add candidate reminder create a new reminder for this interview reset reset the reminder to your organization’s {{scheduling defaults}} more on this at docid\ obyntivrg5pxertem4tml combine daily reminders for candidates? if you’re scheduling multiple interview events across a number of days for this interview, use this option to determine how reminders should be sent to the candidate more on this at docid 4j ogip ouvgscipiixyy candidate confirmation email if you’d like to send a confirmation to the candidate for their interview, you can configure a confirmation email on the candidate confirmation email tab when manually scheduling an interview, this will default to being switched off send candidate confirmation email toggle this on to send out the configured confirmation email when you click schedule confirmation email template determine the email template that should be sent to the candidate preview you can view your template here and make any adjustments to the body and subject of your confirmation email as needed from use the drop down to determine the sender of your confirmation email reschedule interviews when you need to reschedule interviews, you can navigate to the current schedule through the actions button (where you can click manual reschedule or view all schedule options ) or the view schedule option beneath the interview details hit the manual schedule button on the current schedule page if you’ve headed to actions , then manual reschedule , you’ll be immediately taken to the calendar and interview details to make any changes when rescheduling, all details except for the interview calendar (or the calendar field within invite settings) can be modified the only events that will be updated are the ones directly impacted by the re schedule review docid\ rdyowihar0zidudlxw2fn section above for more details cancel interviews when you need to cancel interviews, you can either click actions on the scheduled interview, then select cancel interview… or click view schedule when viewing the current interview schedule, you will see the option to cancel the interview faq how do i schedule multi day interviews? for a full guide, check out docid 4j ogip ouvgscipiixyy can i change interviewers on an invite? to modify the details of an interview, visit the schedule overview as detailed in the reschedule and cancel interview sections above, and select a new interviewer in the calendar interface how do i see calendar invite details? you can review calendar details at a glance by visiting the current activities section of the candidate profile and toggling the event using the details button in this view, you'll see the date and time of the interview, the location and the organizer how do i save time scheduling interviews? create schedule interview activities to streamline scheduling this will pre populate standard activities when a candidate reaches a certain stage (e g , application review) more on this at docid 0z5jm eqkvzq oqc03rer how do i request candidate availability? you can read more on requesting candidate availability at docid 8syy2li7vkire 76zrwwm will all invites be resent if i reschedule an interview? no the only events that will be updated are the ones directly impacted by the re schedule can i reschedule an interview by moving the event in google calendar? we support a two way syncing option whereby if you move an interview event in google calendar to a new date and/or time, the changes will be synced and reflected in ashby the calendar event would need to be moved on the account’s shared interview calendar (the calendar determined in the communication tab of your interview) if it wasn’t scheduled via the direct booking option for an interview scheduled via a direct booking link, the calendar invite can be moved on the shared calendar or the meeting organiser can move the interview on their personal calendar if they don’t have access to the shared calendar these changes will then be synced back to ashby and new calendar invites will be sent out you do not need to resend the invites from google if the interview is rescheduled via google calendar, an event will be added to the candidate’s feed showing that rescheduling happened outside of ashby please note that updates to the schedule in ashby are dependent on google syncing times they should show in ashby within a minute or so, but could take longer can i reschedule an interview that i didn't schedule? we recommend setting up a shared interview calendar and adding anyone on your hiring team that scheduled interviews to prevent scheduling issues when team members are away more on this at docid 7l9yaj7bnykhfmh vpkdr can i pick a room from a meeting room pool when manually scheduling interviews? you can, yes when using the calendar interface to select the interview type, interviewers and date and time of the interview, click the add room by pool option you can then select the pool you’d like to choose rooms from once you’ve selected your chosen pool (or pools) via the drop down menu, click choose meeting room to see the rooms in your selected pool/pools review the meeting rooms available within your pool, then click select meeting room to confirm the meeting room you’d like to add to your interview i s a candidate notified if an interview is cancelled? when cancelling an interview, candidates will receive a cancelled event notification (similar to the invite notification they receive when an interview is scheduled and calendar invites are sent) this will happen both when cancelling directly from the candidate profile and when cancelling the interview as part of archiving the candidate’s job consideration