Manually Scheduling or Cancelling Applicants from Follow up Interviews

Program have full control and management over follow-up interview events.  This guide will review how to manually schedule, cancel or marking applicants as missed from their follow up interviews. 

Manually Scheduling Applicants 

Programs have the option to manually schedule applicants to multiple Interview events.

1. Applicants can be manually scheduled by navigating to the “Applicants” tab

2. There are now three tabs labeled “Interviews, Follow-Up Interviews and Social Events”

3. If manually scheduling applicant for their initial and/or second interview you will want to do this from the Interviews tab.

4. Locate the applicant that you want to manually schedule (by using the search bar in the applicant dashboard, filtering, sorting table columns, etc.)

5. Select the 3-dot menu next to the applicant name

6. Scroll down the menu and select “Manually Schedule”
   

7. This will bring up the “Assign Applicant to Event” modal.
   

8. The module allows you to perform the following tasks:

   1. Assign an applicant to an open/private interview day

   2. Assign an applicant to a closed/full interview day by using the “Force Assign (Override Rules)” feature

   3. Add an applicant to the waitlist for a specific date

   4. Schedule applicants in the past.

9. Availability for each date will be displayed in colored bars to the right.

10. Select the date to schedule the applicant by clicking the white circle to the right that date.

11. To finalize this scheduling, select “Sign Up” button. To cancel this process at any time, select “Cancel” or click anywhere outside the box.

12. Once finalized the applicant interview status will change to “scheduled”. The applicant will receive their interview confirmation email.

13. Once you have invited the applicant to their second interview and determine that you want to see them for a third and/or fourth interview then you will want to navigate to the “Follow-Up Interview” tab.

14. Then you will want to select the radio button for the interview round that your are looking to schedule for the applicant.

15. Then you will want to follow steps 4-11 to manually schedule the individual.

Cancelling Applicants from Interviews

Programs have the option to cancel applicants from any follow up interview events.

NOTE: Applicants can be cancelled from one interview but still attend the others that are scheduled in the sequence.

1. Applicants can be cancelled for their interviews by navigating to the “Applicants” tab

2. Navigate to the tab of the interview or follow-up interview. 

3. If cancelling applicant second, third or fourth interview you will want to do this from the follow up Interviews tab.

4. Then you will want to select the radio button for the interview round that your are looking to cancel for the applicant.
5. Locate the applicant that you want to cancel (by using the search bar in the applicant dashboard, filtering, sorting table columns, etc.)

6. Select the 3-dot menu next to the applicant name

7. Scroll down the menu and select “Cancel Interview/Waitlist”
   

8. This will bring up the “Cancel Interview” module.

9. The module allows you to perform the following task:

   1. Removing applicant from the scheduled interview or waitlist. 

10. Select the date to cancel the applicant by clicking the box next to the scheduled interview date and click "Select". 
    

11. This will bring up the cancellation confirmation module that will provide two options on how to proceed with the new spot availability. Then select "Confirm".  To cancel this process at any time, select “Cancel” or click anywhere outside the box. 
    

12. Once the cancellation has been confirmed the applicant interview status should now show as "Canceled".

Marking Applicants as Missed

Programs have the option to mark applicants as missed. This would be used in those instances where they were scheduled for an interview date but were "No Shows". 

1. Navigate to the “Applicants” tab from the menu bar. 

2. Locate the applicant that missed their scheduled interview (by using the search bar in the applicant dashboard, filtering, sorting table columns, etc.) and select the box next to their avatar. 

3. Select the 3-dot menu next to the applicant name

4. Scroll down the menu and select “Missed Interview”
   

5. This will bring up the “Applicant missed Interview” module.
   

6. The module allows you to perform the following tasks:

   a. Allow applicant to reschedule the interview by signing up on another available event in calendar.
   b. Do not allow applicant to reschedule the interview

7. Once you have selected the rescheduling option for the applicant, select "Confirm". To cancel this process at any time, select “Cancel” or click anywhere outside the box.

8. Once confirmed the applicant interview status will change to “Missed can reschedule".
9. If you have marked an applicant as "Missed" by mistake, you are able to remove the "Missed" status. Locate the three dot menu next to the applicant's name → "Remove Missed"