Migrations: Rescheduling Interviews Post-Migration
As you transition from your previous ATS to Ashby, it's essential to manage scheduled interviews seamlessly from the date you switch over and beyond. This guide outlines the recommended best practices and steps for rescheduling interviews in Ashby.
Permissions & access
Scheduling interviews is available on all plans.
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
✅ | ✅ | ✅ | ✅ |
You must be an Organization Admin or an Elevated Access user with the Can see candidate profiles and Can email/schedule candidates permissions to schedule an interview on a job consideration.
See Manage Access RolesManage Access Roles and Additional User PermissionsAdditional User Permissions for more information on user permissions.
Why do I need to reschedule migrated interviews?
Rescheduling previously scheduled interviews in Ashby is a best practice during the switch to Ashby. This ensures clarity for candidates and interviewers and addresses the following:
- Alleviating confusion: By rescheduling in Ashby, you eliminate confusion about the interview's location and how and where interviewers should submit their feedback.
- Maintaining data integrity: If you don't reschedule, interviewers may use outdated calendar invites and submit feedback outside of Ashby. Once the sync is off, we can no longer sync feedback submitted in your legacy ATS, meaning if it was submitted there, you need to ask the interviewer to also submit in Ashby to keep the data up to date. This can disrupt the hiring process and compromise data integrity.
- Mitigating access issues: If you're losing access to your previous ATS around the go-live date, rescheduling in Ashby ensures your team knows where to access their ATS.
Rescheduling the interview
Rescheduling cannot be completed until after the sync has been disconnected from Greenhouse or Lever. If you have migrated from a different ATS, you also need to schedule interviews in Ashby as we do not import them. We recommend dedicating a block of time shortly after the sync has been disconnected to reschedule all interviews.
The video above provides an overview of the rescheduling process. You can also follow the steps below.
- On the candidate profile on the Activities & Progress tab, select + New Interview > Schedule Interview and select the interview name or New Interview.
- Select Manual Schedule.
- On the right side, use the Add Interview dropdown to select the interview template you need for this interview.
Want to know more about interviews? Check out Feedback Forms and Interviews
- Select the date and time for the interview and the interviewer(s). Once everything looks good, select Configure Communication in the top right.
- In the Calendar Invites and Notifications section under the Calendar Invites tab, select Send and notify candidate and Send and notify interviewers if you want Ashby to add the events to their calendars and send email notifications. Then update the reminders and confirmation emails, if applicable, and select Schedule.
For more information on scheduling interviews, see Manually Scheduling Interviews.
- Once you have successfully rescheduled all interviews in Ashby, delete the original interviews in your legacy ATS to avoid confusion.
To ensure a seamless candidate experience, share this template (or something similar) with candidates:
Dear [Candidate's name],
Recently, we have transitioned to a new ATS, Ashby, to enhance our recruitment processes and provide an improved experience for both candidates and our team. As a result, there have been changes to our interview scheduling system.
You are scheduled for an interview on [Date and Time] and we want to ensure a seamless experience for you. By the end of the day, we will be sending over a new interview invite for your interview. Please use the updated calendar link to access the details for your upcoming interview.
This new invite will lead you to the revised interview schedule, location details, and any additional information you may need to prepare. If you encounter any issues or have questions about the new process, please do not hesitate to reach out to [contact details]. We're here to assist you and ensure that you have all the information you need for a successful interview experience.
Thank you for your understanding and flexibility during this transition!