This guide will show you how you can create an interview. You will have the option to either allocate time slots to students, or have them select their preferred time slot.
From the dashboard, click on Communications & Events and select Meetings (NEW).
In the Meetings area, click on the + Create new meeting button on the upper right hand corner.
First step is Set Up. This is where you can specify the details of the interview.
Note: Fields with red asterisk are mandatory.
Title - name your interview; this is the title that students will see when they receive the interview invitation
Category (optional) - this will help you group similar meeting types together; if the type is not on the list, simply type it in and press the Enter key on your keyboard
Description - add a brief description of the interview; this will help students know what the interview is for
Sender Email - indicate the email address you would like to appear as the sender of the interview invitation
Reply to email - indicate the email address that should get the responses to the interview invitation
How will the meeting be scheduled? - you have the option to allocate students their time slot, or allow them to choose their preferred time slot
Select "Applicants will be invited to choose their own meeting slots" if you would like to allow them to select their preferred time slot, or "Staff will assign meeting slots before sending out invitations" if you want to allocate students their time slots. Once you have selected your preferred setting, you will see the relevant Invitation Email & Confirmation Email templates settings which you may customise to your liking.
Note: Both are mandatory and cannot be disabled, however you can choose to invite students without an email if you wish. In that case they will just see the date on their homepage.
In addition to these emails, you may automate a reminder email to be sent out to students who have confirmed their attendance, notifying them of the upcoming interview. To do this, simply toggle the Reminder email to confirmed students button.
You may then set the number of days before the interview, and the time the reminder email will be sent out.
Likewise, you may also automate a reminder email to students who have yet to confirm their attendance to the interview. To do this, simply toggle the Reminder email to unconfirmed students button on.
Once done, click on the Next button on the lower right hand corner of the page.
In the Create Question Lists step, you have the option to create a list of questions that will be asked during the interview by selecting Yes, I would like to create a list of questions.
To add questions, click on the + New questions button on the upper right hand corner.
Select the question type, and add the details of your question. Click on + Add question to confirm.
Question title - the question itself
Unique code - automatically generated as you type in your question
Description (optional) - in case you would like to add a brief note about your question
The question will be added and you may add more following the same steps above.
Note: You may set the question mandatory by ticking the checkbox beside the toggle button. Likewise, you may toggle the button off if you decide to not add it anyway.
Otherwise, select No, I want to skip this step if you don't like any questions added and click on Next.
In the Schedule Slots & Assign Staff step, add interview session and time slots, and assign staff who will oversee the interview by clicking on the + New meeting slots button.
Start date - the date of the interview
Start time - the time the interview will start
End time - the time interview will conclude
Note: This will be the duration of the interview e.g. 12:00pm to 4:00pm.
Set up as repeating slots - this allows you to set the meeting to recur in subsequent weeks
Note: this is set to "no" by default, but if you change the answer to "yes" you are then prompted to say which day(s) the meeting will recur on and until when:
Length of each slot - duration interview slot
Gap between slots (optional) - if you would like to set a break in between interviews
Number of attendees per slot - set a maximum number of attendees per slot e.g 1 if it's a one to one interview; 2 or more if it's a group interview
Assign Staff - select a staff who will be conducting the interview
Note: Only staff who are added as users in the system will be available on the list.
Location - indicate where the interview will be conducted
Click on + Add new slots to generate time slots.
You will then see the time slots available within the duration of the interview you have set previously and will have the option to amend the details per slot. Once you're okay with the time slots, click on Confirm.
Note: You may also add a time slot manually by clicking on Add Slot Manually.
You will return to the calendar and if you go to the month that the interview is happening, you should see it added. Click on Next.
