Schedule an interview and collect feedback

Schedule interviews that land on everyone's calendar in their own time zone, and collect structured feedback from each interviewer.

In short

Schedule an interview from an applicant's sheet. The candidate and every interviewer get a calendar invitation in their own time zone. After the interview starts, each interviewer gives structured feedback, read side by side.

Before you start

• Who: scheduling an interview needs the right to manage hiring. An interviewer without it can still give feedback from the email or the notification.
• Plan: Jobs is part of every plan, Free included.
• First: pick the time, the length and the interviewers (at most 10). Emails reach only confirmed addresses.

Schedule an interview

1. Open the applicant and press "Schedule by hand". In the pipeline, "Schedule interview by hand" is under "More".
2. Pick the time and length (5 minutes to 8 hours; 60 by default), the kind (phone, video, on site, technical or panel) and where: a video link or an address.
3. Add up to 10 interviewers, and optionally a note for the candidate.
4. Under the interviewers, "Least busy" offers the people on the role's team with the fewest interviews of your roles in the next two weeks, so interviews spread across the team. Press one to add them.
5. Press "Schedule". The candidate and every interviewer get the calendar invitation by email.

Change, cancel or record the outcome of an interview

1. Open the applicant's sheet and find the interview. Its buttons include "Cancel interview" and "Record outcome".
2. To change it, edit the time, kind, location, interviewers or notes and save. "Interview updated" confirms it, and everyone's calendar follows.
3. To cancel it, choose "Cancel interview" and confirm in the dialog. "Keep interview" leaves it as it is.
4. After the interview, choose "Record outcome", pick the "Outcome" - Pending, Positive, Negative or No show - and press "Save outcome".

Result: "Interview canceled" or "Outcome saved" confirms it.

• Canceling cannot be undone: interviewers and the candidate are no longer expected. Schedule a new interview if you need one.
• The outcome is for your team's record. Feedback stays separate under "Feedback".

Give feedback

1. Open the interview from the applicant sheet, the email or the notification. Feedback opens when the interview starts.
2. Rate skills for the role, problem solving, communication and working with others from 1 (strong concerns) to 4 (excellent), or leave one unrated.
3. Give a recommendation from strong no to strong yes, add notes and press "Send your feedback".

Set up the interview kit

1. Open the role in Jobs › "Hiring" and choose "Interview kit" from the role's menu.
2. Under "What you assess", press "Add a competency" and name it. You can add up to 10.
3. Under each competency, write what "1 means", "2 means", "3 means" and "4 means". Empty ones use the general scale.
4. Under "Questions to ask", press "Add a question", type it and choose what it is "About": a competency, or "Anything". A kit holds up to 40 questions of up to 500 characters.
5. Save the kit. "Interview kit saved" confirms it.

Result: every interviewer of the role rates the same competencies on the same scale, and a screening can pick its questions from the kit.

• A question that asks about age, family, religion, nationality, health, pregnancy, disability, ethnicity, sexual orientation, marital status, gender or politics is refused: "This question asks about" the topic. Ask about the work instead.
• "Draft with AI" suggests competencies and questions, marked "AI draft", when "Let AI draft interview kits" is on in Hiring settings. Nothing is kept unless someone keeps it, and it never scores or ranks anyone. A suggestion that touches a protected topic is left out and the kit says so.
• "Save to library" keeps a good question in your organization's question library, up to 500 questions. In any kit, press "Use" to add one from the library, and "Remove from library" to take it out.
• The follow-up questions a screening may ask are ticked per question (see /help/jobs/screening-ai-extras).

Keep one interview kit per team

1. Open Jobs › Hiring › "More" › "Hiring settings" › "Interview kits". Every team you can see is listed with the version of its kit.
2. Press "Create kit" or "Edit kit" on a team, set up the competencies and questions as in a role's kit, and save. "Team kit saved" confirms it; each save is a new version.
3. Or, in a role's "Interview kit", press "Save as the team's kit" to make that kit the team's next version.

Result: a role filed under the team starts from the team's kit when it has no kit of its own, and its kit says which version it started from.

• When the team's kit has a newer version, a role's kit says so - press "Use version …" and save to take it. Roles that already started keep their kit until someone does.
• In a team's kit, "earlier versions" lists the versions before it; "Bring back" puts one in the form, and saving makes it the next version.
• If someone else saved the team's kit while you edited it, you choose to reload theirs or keep yours.
• Deleting a team's kit, or the team, leaves the roles that started from it as they are. Only people who manage hiring see and change team kits.

Add an interviewer from outside

1. Open the interview on the applicant's sheet and find "Interviewers from outside".
2. Type their "Name" and "Email" and press "Add and send the link".

Result: they get an emailed link for 14 days with the brief and one scorecard, and need no account. They see the others' scores only after sending theirs. You can add up to 5 to an interview.

• The brief names the candidate and the role, then "What the team asked you to focus on". It holds a CV summary written by AI from the CV, which says what the CV says and never judges. It ends with the skills the role asks for and "What to assess and what to ask".
• The list shows "Feedback not in yet" or "Feedback sent" with the date. "Remove" a person and their link stops working at once.
• After sending, the interviewer reads "Thank you - your feedback was sent to the team."
• If feedback can no longer be sent, the page says "Feedback can't be sent on this interview any more."

Good to know

• The form shows the time in the candidate's time zone when their browser reported one, and every email is written in its reader's own zone.
• Changing an interview updates everyone's calendar; canceling removes it. Interviews also appear on the Planner agenda.
• Scheduling moves an application from Applied, Screening or Assessment to Interview.
• Emails go only to confirmed addresses. Someone without one still sees the interview in the app.
• Other interviewers' feedback stays hidden until you send yours. Ratings are never added up. The people who manage the role see all feedback, and the organizer is told when it arrives.
• You can change your feedback after sending it. Every earlier version stays under "Changed N times", so the team sees how the feedback moved.
• An interviewer without the hiring permission can still give feedback from the email or the notification.
• Until everyone has scored, the review reads "N of M scorecards are in. The spread shows once everyone has scored, so nobody's view shapes another's." Afterwards it lists each rating given, lowest to highest, without names. There is no total.

If something goes wrong

• "Schedule the interview in the future."
• "An interview lasts between 5 minutes and 8 hours." / "List at most 10 interviewers."
• "Feedback opens when the interview starts."
• "Only the interviewers on this interview can send feedback on it."

Related

• /help/jobs/review-applicants
• /help/jobs/hiring-pipeline-and-timeline
• /help/planner/what-other-modules-add