Interview Slots are a great way of managing your available time, be it for telephone, face to face or even video interviews, in Eploy. You can even allow Hiring Managers to outline their own availability & create interview slots to which candidates can self serve or be assigned too.
In this article we will explore how to create Interview slots from within the Core System, how to make them visible to Candidates and how to manage existing slots.
Note: this article does not cover the workflow settings required to make slots visible to Candidates.
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Creating Single Slots
There are several ways to create interview slots:
- From within the Calendar
- From within the Calendar, accessed via the Pipeline or Tab views
- From within the Pipeline or Tab views, by clicking the Calendar icon against each stage
All options will give you visibility of your calendar & your availability.
To create a single slot, use the navigation bar within the calendar to view the day in question and double click on your chosen time - this will open the Create Slots window.
The first setting allows you to create either single or multiple slots.
When creating a single slot, the date and time you selected will be pre-populated, with an assumed 30 min duration - you can update this however using the controls available.
Hint - Work internationally? You can create slots in different timezones, using the City(Time Zone) drop down menu. If you cant see this option but would like to make use of multiple timezones for slots, please contact Eploy Support.
Next you'll be asked to specify an Action Type or type of interview. If you have accessed the slot menu from a workflow stage, this may be pre-populated but can be updated using the multi-select option drop down list.
Up next is determining which vacancies you are available for and what to allocate the time too. This means that you can be available to candidate across any of those roles, but once one candidate for one job fills the space, it will no longer be available elsewhere. Pick the appropriate roles from the drop down list as required.
As soon as one Vacancy is selected, the Location field will auto-populate with the address of the first Vacancy selected. To change the address for another address saved in your system, click Select and pick from the list. Alternatively you can enter an address manually. Either way, this location will be available to click through, so the attendees can find it on Google Maps - with this in mind, we always recommend entering a full address or post code.
Users & Hiring Managers then allow you to allocate the slots to the appropriate people - however, you only need to do this if the users / HMs aren't already assigned to the vacancy. Any User or Hiring Manager assigned to the job, will automatically have access to these slots, so you only need to use these fields for anyone else who might be attending but don't have access to the vacancy already.
This is then followed by Other Attendees, which allows you to include the names of anyone else who will part of the interview but are not set up on the system as a User or Hiring Manager.
Once you have configured your slot details, the final setting is to whether the slots are available to candidates in the portal. As this could be linked to automatic invites to the appropriate candidates, please only make the slots active if you want candidates to self serve. If you intention is to manually assign candidates to each slot, then you can leave them as deactivated.
Hint - Your recruitment workflow settings will likely be set up to automatically email candidates who are at the 'action not created' stage of the process WHEN an active slot becomes available to them. You can check this within your recruitment workflow notification settings. To learn how to check the notification settings within your recruitment workflow, please see this article.
Clicking Save will confirm the slots, returning you to your calendar & giving visibility to the slots, which can then be edited by clicking back into them.
Creating Multiple and Assessment Centre Slots
The process for creating Multiple or Assessment Centre slots follows a similar process, but allows you to create a schedule of slots rather than one individually. This is perfect when you have lots of candidates to interview in one day.
After selecting Multiple, you will be asked to specify the number of Candidates to assign to each slot. If you will be interviewing one person at a time, select one. However, if these are group sessions or have multiple interviewers available, you can increase this for additional slots at the same time.
The next step is to confirm the number of sessions in the day, as well how long each session will last. You can even chose to have a break between each session, to ensure that you have a grace period between interviews.
As you populate each field, the slot schedule will begin to show you a preview of you itinerary for that day, confirming the number of slots that day, as well as any breaks. You can then tweak this to suit your plan for then day.
The slot details can then be populated, including the interview types, the jobs being interviewed for and the location of the assessments.
Editing and Deleting Slots
From the calendar, you can click into any of the slots you have created to make any changes as required. When you first click into an interview slot, you see a summary of the details, include the location and the associated vacancies. You can also increase the number of places available at that time, delete the unfilled slots or if you need to make further changes, click into the edit / pencil icon. This will return you to the slot configuration.
Hint - To make the slot visible to Candidates, or hide it from them, use the Active toggle, whilst you can change the date / time of the slot by simply dragging and dropping from the calendar interface.