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Schedule an interview

Book an interview for an application and get an invitation and calendar file to send yourself.

Recruitment books the interview and writes an invitation for you. It does not send anything to the candidate: you copy the invitation into your own email or message.

Who can do this

Owners, admins and members. Viewers can see the Interviews screen but not the buttons.

Before you start

To schedule an interview, the application must be active. A rejected or withdrawn application has to be reopened first. Recording a past interview works for any application.

Steps

  1. Open Recruitment and choose Interviews, then click Schedule interview. You can also start from Schedule interview in an application's details panel or on a card's menu on the Candidates board.
  2. If you started from the Interviews screen, type a name or a job in Find an application, then choose it under Application.
  3. Choose the Date and Time. Both are in Kuala Lumpur time (GMT+8).
  4. Choose the Duration and the Type: Video call, In person or Phone call.
  5. Fill in the Meeting link, Place or Phone number or details, depending on the type. This is optional and is shown in the invitation.
  6. Fill in Interviewer if you want the candidate to see a name. Add Notes for your team. Notes never go in the invitation.
  7. Click Schedule interview.
  8. In Interview scheduled, click Copy invitation and paste it into your own email or message to the candidate.
  9. Click Download calendar file (.ics) and attach it to your message, so the candidate gets a reminder in their own calendar.
  10. If the application is still at Applied or Screening, you can click Move to Interview. Click Done when you are finished.

Record a past interview

For an interview that already took place, click Record a past interview instead. Choose the application, the day and time it started, and under What happened pick Completed or No-show. Click Record interview. Nothing is sent and no invitation is made.

Common problems

  • That time has already passed in Kuala Lumpur. Choose a later one, or use “Record a past interview” if it already took place.
  • Choose a date within the next 12 months.
  • That time has not passed yet in Kuala Lumpur. To plan an interview, use “Schedule interview”.
  • Choose a date within the last 12 months. For a past interview.
  • This application already has an interview at that time.
  • This application is no longer active. Reopen it before scheduling or changing an interview.
  • Choose a length between 15 minutes and 8 hours.
  • Keep this under 300 characters. For the place or link. Keep the interviewer's name under 120 characters. Keep the notes under 2,000 characters.
  • Couldn't copy. Select the text above and copy it yourself.

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