Using advanced interview scheduling

Recruiters can schedule interviews using advanced interview scheduling to reduce time in specifying interview details during the hiring process of an internal or external candidate.

Before their real-time availability for an interview can be displayed, employees must share their calendars in To Do > Share My Calendar.

Candidates receive the interview invite in the email address that they use for the job application. They can cancel or confirm an interview invite. If there is no available time slot, candidates receive the default interview reminders of the organization. If the candidate confirms a scheduled interview invite, then a calendar invite is sent to the candidate and the members of the interview team.

Recruiting administrators must add the custom API suite of the calendar platform and add the generated proxy endpoint in API Gateway. After the custom API suite and generated proxy endpoint are added, recruiters and hiring managers can update and synchronize calendar invites in Talent Acquisition.

See Configuring advanced interview scheduling and information about adding a new custom or non-Infor API suite in Infor API Gateway Administration Guide.

Sign in as a recruiter.
Select Requisitions > All.
Right-click on a candidate and select Schedule Interview.
On the Interview Details page, specify this information:

Interview Scheduling Template

Select the template to use when advanced interview scheduling is enabled.
After recruiters and hiring managers select the interview scheduling template, all the details in the interview scheduling template are specified automatically. For example, the invite subject, invite description, invite type, and candidate reminders are specified automatically.
This field is displayed if you enable and configure advanced interview scheduling.
See Enabling advanced interview scheduling and Configuring advanced interview scheduling.

Invite Type

Select the Create Calendar Invite option to send an interview invite to the candidate with a specific date and time. Select the Send Time Slots to Candidate option to send an interview invite to the candidate with the available time slots.

Invite Subject

Specify the subject line of the invite. This is displayed to the invitee.

Invite Description

Specify a message or any details that are included in the invite. This is displayed to the invitee.

Enter Different Message For Internal Attendees

Select this check box to specify a different invite subject and invite subscription for internal attendees. The Internal Invite Subject and the Internal Invite Description fields are displayed.

Meeting Duration (In Minutes)

Specify the length of the interview in minutes.

Begin Date

Specify the first date in a period of time to find availability.

End Date

Specify the last date in a period of time to find availability.

Start Time

Specify the earliest time of day during the specified Begin and End Dates that the interview could be scheduled.

End Time

Specify the latest time of day during the specified Begin and End Dates that the interview could be scheduled.

Attendee Availability

Select All Attendees Available to find a time when all interview attendees are available. Select At Least One Attendee Available to find a time when at least one interview attendee is available.

Interview Host

Specify the name of the person from whom the calendar invite is sent.

Interview Type

Select an interview type for internal purposes. This is not displayed to interview attendees.

Interview Status

Select an interview status for internal purposes. This is not displayed to interview attendees.

Location

Select the city or state of the interview if required by your organization.

Location Details

Specify the details of the interview location if required by your organization, such as building name and street number.

Send Reminder 1, Send Reminder 2, Send Reminder 3

Select an email template to use for the first, second, and third interview reminder of the candidate.
If you set up the default candidate reminders after enabling advanced interview schedule, then each candidate reminder is specified automatically.
See Setting up default interview reminders.
Click Next.
On the Interview Attendees page, select the interview team is displayed. Optionally, add or remove attendees. A warning message is displayed if the attendee has not shared their calendar.
Click Next.
On the Select Interview Time page, select an interview time.
Availability is displayed in a calendar format. Gray spaces indicate times one or more invitees are unavailable. White spaces on the calendar indicate times when all invitees are available.
Click Finish.