Plans: All plans
Role: All teammates
When a candidate reaches the Interview step, the Recruiting assistant of the relevant position is assigned to schedule an interview. Once sent, the interviewer and the candidate receive an email notification with the scheduled time, which can be added to their Gmail or Outlook calendars.
If your Hiring team does not have a Recruiting assistant, the interviewer assigned to that step is notified in their My Tasks section that they should independently schedule interviews from the candidates’ profiles.
Before getting started
Make sure your account’s Admin or Owner:
Configures Recruit to include the Note to Interviewers in the invitation email template if you want to use custom links for your video interviews.
Configures meeting rooms.
Configures the Zoom and MS Teams integrations if relevant.
Schedule an interview
Navigate to the candidate with whom you want to schedule and click on the relevant interview step.
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Click Schedule and then Select a time or Invite a candidate to select a time. The Schedule interview dialog will pop up.
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From the Meeting dropdown, select the type of meeting.
Schedule the time for the interview from the relevant fields and if necessary, select the meeting room.
Add links for video interviews
🚀 Plan: Native Zoom capabilities and MS Teams integration are only included in the Ultimate and Enterprise plans.
Select an option from the Link to meeting dropdown – Don't include link, Add Zoom meeting, Add MS Teams meeting, Use custom link.
⚠️ If the MS Teams option is visible but unavailable, it likely means your account admin has integrated the application, but you haven’t enabled it in your account. See Connect MS Teams to your account.
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For custom links:
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Copy your interview link and paste it into the field that opens.
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Click Add note for interviewer and paste the video interview link in the field that expands.
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For Zoom and MS Teams meetings, the links are automatically included when you finalize the schedule for the interview.
Send the invitation
To the interviewer
Click Send to interviewers to create the invitation draft and automatically send the invitation to the interviewers. This invite will contain internal details, such as the candidate's resume and comments from the recruiter.
To the candidate
Once you've sent the invitation to the interviewers, the draft of the invitation for the candidate will open.
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Review the email draft—Choose the relevant template and when to send the invite.
Click Send. The invite to the candidate will include details about the company, the position, and the interviewer.
📝 Note: If you include the interviewer's email address in the Cc field when sending the invite to the candidate, the candidate's meeting will also be added to the interviewer's calendar.
FAQ
How are interviews added to my calendar?
When scheduling an interview and sending the invite to the interviewers and the candidate, Recruit includes two things in the email:
The body of the email—This is the template that you use, depending on the type of interview. Learn more about Email templates.
An ICS attachment—This includes the interview information from the template that Recruit will then use to create the invite on your calendar and the office calendar if there's one set up. Learn more about the Office interview calendar.
Have more questions? Contact us at recruit.support@sparkhire.com
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