Accessible to Limited recruiter, Recruiter, Admins, and Account Admins

As a recruiter/hiring manager, have you faced these challenges while trying to schedule an interview?

  • Constant wrangling between you and the hiring team; trying to fix a time for the interview with a candidate?

  • Candidates complaining about why there is no flexibility to set up a convenient time for the interview or maybe losing them because of the same reason? 

  • Recruiters making back-and-forth phone calls to panel members of the interview just to fix that one 1 hour slot for the candidate? 


In addition to this, are there a lot of unplanned cancellations due to scheduling, rescheduling, and double booking, causing a lot of confusion and poor experience? If the answer to any of the above is yes, then 'Candidate Self-schedule' will help solve all these problems. 


TABLE OF CONTENTS

  

Available plans: Pro, Enterprise


How Freshteam’s Self-Scheduling Solves these problems: Interview self-scheduling accelerates the entire interview scheduling process and provides a great recruitment experience to the candidate, interviewer, and recruitment coordinators.


How does it help?


Recruiter 

There is a lot of to and fro between the recruiter, interviewer, and candidate. Help the recruiters manage this better and cut down on this mundane activity.

Panel Member 


Balancing the interview load is always in the minds of the interviewer and sometimes the recruiter. Freshteam does that for you & that too without you monitoring it.

Candidate

Give your candidates the two best experiences that they can experience & add delight to their recruitment process, through the schedule and reschedule process.


Getting Started with Self-Scheduling

Self-scheduling as a feature requires configuration on two fronts: 


1. Setting up available time slots by the interviewer

  1. Interviewer can log in from their Freshteam employee portal 

  2. Head to the user icon on top right and then click on Preferences 

  3. Set your interview availability window for the candidates to choose from.

  4. Candidates will see your availability between the following hours only when your Google Calendar is also free


Note: In case Interviewers have not set their time slots, the default slots are set from 11 am to 5 pm which can be changed by the interviewers based on their preference. You can look at the interviewers' calendar based on the Google/Outlook integration on top of these time slots for available times.

 


2. Setting up the interview for the candidate through the self-scheduling feature

  1. Head to Recruit > Recruitment > Job and select the relevant candidate.

  2. Click on Schedule and choose Candidate Self-Scheduling.

  3. Select the interview duration, interview type, stage, slot selection timeline & number of interviewers required. 

  4. Add the interviewers.

  5. Hit Save and Continue.



Note: No changes can be made to a link that is sent. You will only have to resend, cancel, view permissions as option once the link has been sent. Cancelling will expire the link too


Number of interviewers required as a field lets the system decide on how many interviewers to pick while scheduling a slot with the candidate. For instance, if the number of interviewers selected is 2 and the total number of interviewers added is 4, the Candidate Self-schedule functionality will automatically allocate the two interviewers based on the method of load balancing.


Load balancing will follow the following steps: 


1. Looks for an interviewer with the least number of scheduled interviews for the week

2. Selects the interviewers based on past interview interaction with the candidate 


Once the above steps are completed the candidate will receive an email to schedule an interview. GIF below demonstrates how a candidate will proceed to select the interview time slot.



Rescheduling the interview

If you wish to allow candidates to reschedule their interviews, head to Preferences > Recruit > Enable interview rescheduling as shown in the GIF below.



Once the interview rescheduling has been enabled the candidate will get an option to reschedule the interview from the email link containing the interview slots outlined in the Image below




If the interviewers are different during the reschedule, Freshteam will automatically notify the previous interviewers and cancel their interviews. If the interviewers remain the same, Freshteam will send a reschedule notification. 


FAQs

Q. What happens when the interview slots get canceled/unavailable before the candidate picks a time? 

A. It will not be displayed to the candidate.


Q. Can we send interview slots in bulk? Would that lead to double booking?

A. No. As we can schedule send emails 1-1 only


Q. Is calendar integration necessary for sending self-schedule links?

A. Yes. Else it will lead to double booking and the whole experience proposition falls flat.


Q. Can I edit the interview slots after sending self-schedule emails to the candidates?

A. No, you can only cancel, view, and re-send.


Q. Can we revoke a link?

A. You can cancel the invite sent which will expire the link.


What's Next?