To invite candidates to a live interview, candidates must be uploaded to the appropriate Interview Template in USA Hire Interview. Only Interview Coordinators and Interview Admin have the permissions to upload candidates.
To upload candidates, follow the below steps:
- Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
- Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
- Select the Settings tab and confirm whether “Number of Days” or “End Date” is selected under the “Availability” field.
- If “Number of Days” is selected, confirm that in the “Available Days” field, the appropriate number of days is inputted. This is the number of days newly invited candidates will have to schedule their live interview before the invitation expires. To edit the number, select the field and input the preferred number of days, then select the Save button in the bottom, right-hand corner of the screen.
- If “End Date” is selected, confirm that in the “End Date” field, the appropriate end date is inputted. This is the day the live interview invitation will expire (specifically at 11:59 pm Eastern Time). To edit the end date, select End Date field and choose a new date from the pop-up calendar. Then select the Save button in the bottom, right-hand corner of the screen.
- Select the Interviews tab, then select the Upload button in the upper, right-hand corner.
- Determine whether you want to send candidates to candidate-driven scheduling or manually schedule them.
Candidate Driven Scheduling
Candidates sent to candidate-driven scheduling are emailed a link to the candidate-driven scheduling interface where they can self-select an interview timeslot based upon the availability the interview panel added to their Interviewer Profiles in USA Hire Interview. To learn more about managing availability, review the Calendar Management article.
To send candidates to candidate-driven scheduling, follow the below steps:
- Under the “Scheduling Type” field, select Candidate-Driven.
- To preview the timeslot options that will be presented to the candidates in the candidate-driven scheduling interface, select the Preview Availability button.
- Select each day on the calendar to review the available scheduling options within the timeframe granted to candidates to schedule. When done, select the Back button.
- Review the scheduling email invitation that will be sent to candidates who are uploaded to the Interview Template. Select the field beneath Subject to edit the subject line of the email and select the field beneath Body to edit the content included in the body of the email. DO NOT remove the “Schedule your interview” hyperlink from the scheduling invitation.
- Under the “Existing Candidates” field, select Treat as New or Skip.
- Select Treat as New if you do not want the system to use the “Org Candidate Id” included in the CSV file upload to identify and skip candidates who have already been uploaded to this Interview Template.
- Select Skip [recommended] if you do want the system to use the “Org Candidate Id” included in the CSV file upload to identify and skip candidates who have already been uploaded to this Interview Template.
- In the “File” field, select Browse or Drop to search your device for the candidate upload CSV file. Select the appropriate file, then select the Upload button. For more information about pulling this information from a USA Staffing certificate review the Pulling Candidate Lists from USA Staffing article.
- The system will present a message indicating how many candidates have been uploaded to the Interview Template.
- Select the Done button to review the list of uploaded candidates.
- All uploaded candidates will automatically receive the scheduling email invitation inviting them to schedule their live interview.
Repeat these steps for any additional candidates you may wish to upload to your Interview Template.
Manual (Agency) Scheduling
If you do not want to leverage candidate-driven scheduling, you may choose to upload your candidates then communicate with those candidates outside of OPM systems to identify a day and time for their interviews. This process is referred to as agency scheduling.
To upload candidates for agency scheduling, follow the below steps:
- Under the “Scheduling Type” field, select Manual.
- Under the “Existing Candidates” field, select Treat as New or Skip.
- Select Treat as New if you do not want the system to use the “Org Candidate Id” included in the CSV file upload to identify and skip candidates who have already been uploaded to this Interview Template.
- Select Skip [recommended] if you do want the system to use the “Org Candidate Id” included in the CSV file upload to identify and skip candidates who have already been uploaded to this Interview Template.
- In the “File” field, select Browse or Drop to search your device for the candidate upload CSV file. Select the appropriate file, then select the Upload button. For more information about pulling this information from a USA Staffing certificate review the Pulling Candidate Lists from USA Staffing article.
- The system will present a message indicating how many candidates have been uploaded to the Interview Template.
- Select the Done button to review the list of uploaded candidates.
Repeat these steps for any additional candidates you may wish to upload to your Interview Template.
Once you have identified a day and time for a candidate’s interview, follow the below steps to schedule the candidate:
- Find your Interview Template by selecting the Interview Templates tab under “Interview Management”. Use the search bar to search for the name of your Interview Template.
- Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
- Select the Interviews tab and find the name of the candidate.
- Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
- Under the “Scheduling” field, select the Schedule button.
- Select the Scheduled Date field to open a calendar. Select the date for the interview, using the left and right arrows to navigate between months. Select the field again to modify the time of the interview, paying attention to whether the field days “AM” or “PM” after the time.
- Select Save next to the “Scheduled Date” field, then select Save again.
- The candidate and interview panel will automatically receive a calendar invitation once the candidate’s interview is scheduled.