Managing Live Candidates

On this page

• Rescheduling an Interview
• Cancelling an Interview
• Extending Interview Window
• Applying Reasonable Accommodations
• Add or Remove Panelists from a Single Interview
• Add or Remove Panelists from all Future Interviews

Rescheduling an Interview

Live interviews can be rescheduled by an Interview Coordinator or Interview Admin, or, rescheduled by the candidate if they were originally scheduled through candidate-driven scheduling.

Rescheduled by Agency

To reschedule a candidate interview, follow the below steps:

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. The status of the candidate interview is reflected in the “Status” field. Ensure that the interview is in “Scheduled” or “In Progress” status. Interviews in any other status cannot be rescheduled.
6. The expiration date for the interview is reflected in the “Expires After” field. Ensure that the interview has not yet expired.
7. If the interview has expired, select the pencil icon next to the “Expires After” field, then select the Expires After field and choose a new date from the pop-up calendar.
8. Select the Save button to the right of the “Expires After” field, then select the Save button below the “Scheduled Date” field to save your changes. You must update the expiration date for the interview before rescheduling the candidate to ensure they can access their interview on the new day and time.
9. The scheduled date for the interview is in the “Scheduled Date” field. To edit, select the Change button.
10. 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.
11. Select Save next to the “Scheduled Date” field, then select Save again.
12. USA Hire Interview will automatically send cancellation emails followed by new calendar invitations to the candidate and interview panel.

Rescheduled by Candidate

Candidates who were scheduled through candidate-driven scheduling can reschedule their live interview. By default, candidates can reschedule their interview up to one calendar day before the scheduled date. If they are within one calendar day of the scheduled date, were scheduled through agency scheduling, or previously had their interview cancelled by the agency, they will need to reach out to the point of contact listed in their scheduling email to request a new day and time for the interview. Contact your agency USA Hire Interview project manager to confirm the candidate rescheduling/cancellation window configured for your team.

Candidates who have the ability to reschedule themselves can do so by following the below steps:

1. Find your scheduling email and select the hyperlink labelled Schedule your interview or find your calendar invitation for the interview and select the hyperlink labelled Join your interview. Both the email and calendar invitation were sent by cloud@performancefit.com.
2. The candidate-driven scheduling interface opens, displaying the scheduled day and time of the interview.
3. Select the Reschedule or Cancel button. If you do not see this button, you do not have the ability to reschedule your interview.
4. In the pop-up window, select the Ok button. The system will automatically send out cancellation emails for the interview.
5. Use the calendar in the scheduling interface to select a new day and time for the interview. Use the left and right arrow buttons next to the month and year to navigate between months. Once you have selected a new timeslot, select the Next button.
6. Select the Confirm button.
7. The scheduling interface will display the new day and time of the scheduled interview and new calendar invitations will be automatically sent from USA Hire Interview.

Cancelling an Interview

Live interviews can be cancelled by an Interview Coordinator or Interview Admin, or, cancelled by the candidate if they were originally scheduled through candidate-driven scheduling.

Cancelled by Agency

To cancel a candidate interview, follow the below steps:

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. The status of the candidate interview is reflected in the “Status” field. Ensure that the interview is in “Scheduled” status. Interviews in any other status cannot be cancelled.
6. The scheduled date for the interview is in the “Scheduled Date” field. To cancel, select the Cancel Interview button.
7. In the pop-up window, select Ok.
8. USA Hire Interview will automatically send cancellation emails to the candidate and interview panel.

You may reschedule the cancelled interview at a later date. By cancelling the interview for the candidate, the candidate will lose the ability to reschedule their own interview. To reschedule the cancelled interview, follow the below steps:

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. Under the “Scheduling” field, select the Schedule button.
6. 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.
7. Select Save next to the “Scheduled Date” field, then select Save again.
8. The candidate and interview panel will automatically receive a calendar invitation once the candidate’s interview is scheduled.

Cancelled by Candidate

Candidates who were scheduled through candidate-driven scheduling can cancel their live interview. By default, candidates can cancel their interview up to one calendar day before the scheduled date. If they are within one calendar day of the scheduled date, were scheduled through agency scheduling, or previously had their interview cancelled by the agency, they will need to reach out to the point of contact listed in their scheduling email to request to cancel their interview. Contact your agency USA Hire Interview project manager to confirm the candidate rescheduling/cancellation window configured for your team.

Candidates who have the ability to cancel themselves can do so by following the below steps:

1. Find your scheduling email and select the hyperlink labelled Schedule your interview or find your calendar invitation for the interview and select the hyperlink labelled Join your interview. Both the email and calendar invitation were sent by cloud@performancefit.com.
2. The candidate-driven scheduling interface opens, displaying the scheduled day and time of the interview.
3. Select the Reschedule or Cancel button. If you do not see this button, you do not have the ability to reschedule your interview.
4. In the pop-up window, select the Ok button. The system will automatically send out cancellation emails for the interview.

To reschedule a cancelled interview, the candidate may either immediately select a new day and time for the interview in the candidate-driven scheduling interface or navigate back to their scheduling email at a later date and select the Schedule your interview hyperlink to access the scheduling interface.  

Extending Interview Window

The interview window for a candidate can be extended to grant them additional time to schedule and complete their live interview. Only Interview Coordinators and Interview Admin have the permissions to modify interview windows.

To extend the interview window for a candidate, follow the below steps:

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. The expiration date for the interview invitation is in the “Expires After” field. To edit, select the pencil icon.
6. Select the Expires After field and choose a new date from the pop-up calendar.
7. Select the Save button to the right of the “Expires After” field, then select the Save button below the “Scheduled Date” field to save your changes.

Applying Reasonable Accommodations

Accommodations may be granted to candidates who request, and are adjudicated for, an accommodation. For post-certificate interviews, the reasonable accommodation process will be managed by the customer agency delivering the interviews. Contact your agency reasonable accommodation point of contact for online interviews for additional information and guidance.

Accommodations for live interviews include

• Additional time
• Agency interpreter

Grant Additional Time for the Interview

Additional time during an interview can be granted to candidates who request, and are adjudicated for, an accommodation. Only Interview Coordinators and Interview Admin have the permissions to apply additional time to a candidate interview.

To apply additional time to a candidate interview, follow the below steps:

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Settings tab and confirm the length of the interview by reviewing the time indicated in the “Duration (30 Minute Increments)” field. This is the standard length of time per interview for candidates that are not granted an accommodation.
4. Select the Interviews tab and find the name of the candidate.
5. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
6. The interview duration that the candidate is scheduled for is indicated in the “Duration (Minutes)” field. To edit, select the field and either type in a new amount of time (in 30-minute increments) for the interview duration, or use the up and down arrows on the right-hand side of the field to increase or decrease the allotted time.
7. Select the Save button below the “Scheduled Date” field to save your changes.

If the candidate was already scheduled for an interview timeslot, the candidate and interview panel will automatically receive updated calendar invitations reflecting the new duration of the interview. If the candidate was not yet scheduled, but had been invited through candidate-driven scheduling, they will see the new duration of the interview reflected in their timeslot options the next time they access the candidate-driven scheduling interface.

Work with your reasonable accommodation team to determine whether an email communication should be sent to the candidate outside the USA Hire Interview system confirming that their accommodation has been adjudicated and granted.

Invite an Agency Interpreter to the Interview

An agency interpreter can be invited to live interviews for candidates who request, and are adjudicated for, this specific accommodation. It is up to the customer agency to identify an interpreter (e.g., an ASL interpreter).

To invite an agency interpreter to an interview, a USA Hire Interview user account must first be created for the interpreter, then the interpreter must be added as a panelist to the interview.

Only Interview Admin have the permissions to create a USA Hire Interview user account. To create a user account, follow the below steps:

1. Select the Interviewers tab under “Interview Management”.
2. Select the New button to create a new user account.
3. Under the Details tab, add the interpreter’s
   • First Name
   • Last Name
   • Organization and/or Project (ask your agency USA Hire Interview project manager if you are uncertain what your organization and/or project is)
4. Select Save.

The interpreter will receive an automated email from USA Hire Interview to register their PIV card with their account. They must register their PIV card within 24 hours of receiving the email. Contact the OPM Help Desk at https://apply.usastaffing.gov/helpticket if they are unable to register within 24 hours and ask for their account registration window to be reset.

Once the interpreter’s account has been registered, add them as an interview panelist to the candidate interview. Only Interview Coordinators and Interview Admins have the permissions to add and remove panelists from individual interviews.

To add the interpreter to the candidate interview, follow the below steps:

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. The assigned interview panelists for the candidate are listed in the “Participants” section.
6. To add an additional panelist, select the Participants field, then select the name of the interpreter from the dropdown menu.
7. Select the Role field, then select Observer from the dropdown menu. Interpreters need to be added as Observers so that the system does not require that they rate the candidate’s interview.
8. Select the Add button. Note that no more than 6 panelists can be added to a single live interview.
9. Select the Save button below the “Scheduled Date” field to save your changes.

If the candidate has already been scheduled, then the interpreter will automatically receive a calendar invitation for the interview. If the candidate has not yet been scheduled, the interpreter will receive a calendar invitation for the interview alongside the other panelists and candidate once it has been scheduled.

Add or Remove Panelists from a Single Interview

Only Interview Coordinators or Interview Admin can manage interview panelists. To add or remove panelists from a single live interview, follow the below steps:

Add Panelist

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. The assigned panelists for the candidate are listed in the “Participants” section.
6. To add an additional panelist, select the Participants field, then select the name of the panelist from the dropdown menu.
7. Select the Role field, then select Observer or Interviewer from the dropdown menu.
8. Select the Add button. Note that no more than 6 panelists can be added to a single live interview.
9. Select the Save button below the “Scheduled Date” field to save your changes.

If the candidate has already been scheduled, then the new panelist will automatically receive a calendar invitation for the interview. If the candidate has not yet been scheduled, the new panelist will receive a calendar invitation for the interview alongside the other panelists and candidate once it has been scheduled.

Remove Panelist

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Interviews tab and find the name of the candidate.
4. Once identified, open the candidate record by selecting the pencil icon in the same row as the name of the candidate.
5. The assigned panelists for the candidate are listed in the “Participants” section.
6. To remove a panelist, select the trash can icon in the same row as the name of the panelist.
7. Select the Save button below the “Scheduled Date” field to save your changes. 

If the candidate has already been scheduled, then the removed panelist will automatically receive a cancellation email for the interview. If the candidate has not yet been scheduled, the removed panelist will not receive any email communications from USA Hire Interview.

Add or Remove Panelists from all Future Interviews

Before candidate invitations are sent for live interviews, an interview panel is identified and added to the Interview Template so that the interview panel is automatically assigned to candidate interviews when invitations are sent. This interview panel can be modified at any time so that the appropriate panelists are assigned to future candidate interviews. Only Interview Coordinators and Interview Admin have the permissions to modify an interview panel.

To add or remove panelists from a live Interview Template, follow the below steps:

Add Panelist

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Participants tab to view the list of panelists assigned to all interviews associated with this Interview Template.
4. To add an additional panelist, select Individual in the “Type” field then select the Name field. Select the name of the panelist from the dropdown menu.
5. In the Role field, select either Interviewer or Observer.
6. Select the Add button. Note that no more than 6 panelists can be added to a single on-demand interview.
7. Select the Save button in the bottom, right-hand corner of the screen to save the changes made to the Interview Template.
8. The newly added panelist will now be automatically assigned to future candidate interviews. Any candidate interviews already associated with the Interview Template will not reflect this change.

Remove Panelist

1. 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.
2. Once identified, open the template by selecting the pencil icon in the same row as the name of your Interview Template.
3. Select the Participants tab to view the list of panelists assigned to all interviews associated with this Interview Template.
4. To remove a panelist, select the trash can icon in the same row as the name of the panelist.
5. Select the Save button in the bottom, right-hand corner of the screen to save the changes made to the Interview Template.
6. The removed panelist will no longer be automatically assigned to future candidate interviews. Any candidate interviews already associated with the Interview Template will not reflect this change.

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