Introduction
The scheduling feature of candidate.fyi is a powerful tool designed to streamline the interview coordination process between recruiting teams and candidates. By understanding and utilizing two fundamental concepts, Rounds and Scheduling Requests, teams can significantly enhance their efficiency and candidate experience.
This document provides an overview of how scheduling works within candidate.fyi, from setting up interview rounds to finalizing interview schedules.
Key Concepts
1. Rounds
Rounds function as customizable templates for various types of interviews, such as "Recruiter Screen" or "Software Engineer Panel Interview". These templates can be tailored to fit the needs of specific job roles or used universally across multiple job openings. Essential attributes of Rounds include:
Composition: A Round may comprise one or more interviews.
Interviewers: For each interview, you can specify exact interviewers, alternatives, or assign tags to indicate the type of interviewers required.
Customization: Interviews within a Round can be customized with a unique name, description, duration, and interview type (e.g., in-person, phone, video conferencing)
Rounds are essentially the blueprint for creating Scheduling Requests, carrying over their settings to initiate the scheduling process.
2. Scheduling Requests
Scheduling Requests are generated from Rounds to coordinate the actual interview with a candidate. These requests inherit the settings from the associated Round but can be adjusted as needed. Key aspects of Scheduling Requests include:
Ownership: Each request must have a designated request owner responsible for scheduling.
Candidate Link: A unique link is generated for each request, which can be shared with the candidate for scheduling purposes.
Scheduling Type: Requests support two scheduling types—self-scheduling and availability entry. Requests with multiple interviews require the availability entry type.
Lifecycle: Scheduling requests progress through various stages, sometimes requiring action based on their current state.
How It Works: Step-by-Step Guide
Create a Round: Begin by setting up a Round, for example, a "Recruiter Screen". Add an interview to this Round, assign the "Smart Recruiter" tag, set the duration to 30 minutes, and select "Zoom" as the interview type.
Generate a Scheduling Request: Using the Round created in step 1, generate a scheduling request for a candidate at a specific job stage. This request will be for availability entry given the nature of the interview setup.
Share with Candidate: Utilize the built-in email functionality to send the unique scheduling link to the candidate, inviting them to submit their availability.
Monitor Submission: Be alerted automatically when the candidate submits their availability, moving the scheduling process to the next phase.
Review and Select Times: Access the scheduling request to review recommended interview times, which are generated based on the availability of both the candidate and the designated recruiter.
Finalize the Schedule: Choose the most suitable interview times and confirm the schedule. This action triggers the automatic distribution of calendar invites to all involved parties.
Track Statuses: Monitor the acceptance (or rejection) of the calendar invites by the candidates and interviewers, keeping abreast of the interview's status.
Conclusion
By leveraging Rounds and Scheduling Requests, candidate.fyi offers a structured yet flexible approach to organizing interviews. This process not only saves time but also enhances the overall experience for both candidates and recruiting teams.