The Hiring Manager would have set up an Interview Stage in Hotlist and sent the TA an Interview Request with suggested dates that the Hiring Manager would be happy to interview.
Interview Request Information
The request should have included:-
o Name of the Interview
o Interview Information
This is any information they would like the TA to know about, in relation to this interview
The interview information will appear in the latest feedback field in the applicant profile and also appear in the timeline.
o Interviewers name(s)
o Duration of the Interview
o Teams – they would select whether it is a Teams Meeting or not
o Preferred timeslots – which days, and whether AM, PM or all Day
When the request has been made by the Hiring Manager the TA should receive a notification of the Applicants Status Change.
Applicant Update
TA can click on the Notification to take them to the Applicant Profile, or they can follow the process in Finding Applicants in Hotlist to get to the relevant applicants profile.
Click on the Applicant Update
As the interview has been requested by the Hiring Manager the Current Status will have changed to Interview Process.
The Applicant Update screen should show the Vacancy Name, who the Hiring Manager is and the Status should have automatically moved to Interview.
Click on the dropdown for the Interview Stage and this should so any Interview Stages the Hiring Manager has created for the Applicant.
Once the Interview Stage is selected, Hotlist will update with more information that the Hiring Manger put in their interview request. The screen should now populate with:
o The interviewers
o The duration of the interview
o Whether it is a Teams Meeting or not
o Available slots
Checking available timeslots for Interviewers
Hotlist will look at the preferred timeslots the Hiring Manager suggested in their request (which days, and whether AM, PM or all Day).
Hotlist will then look at all of the interviewers calendars (those listed in Interview with in the interview request) and list all of the available slots that they are free to interview (which will save you checking calendars manually).
Please note. If an interviewer has already blocked out timeslots in their own outlook or teams calendars, Hotlist will think they are busy, the system only looks for available entries in peoples calendars.
If it says “No Slots Found” – Hotlist has not been able to find a timeslot for the duration of time during the preferred timeslots, for all of the interviewers requested by the Hiring Manager.
o You may wish to click on the Status dropdown and select Feedback and let the Hiring Manager know that there are no available slots and ask them to Re-Schedule the Interview and suggest different timeslots, or
o You could manually check the diaries of all the interviewers, as they may have a meeting / event that they would be happy to move, to make the interview happen. If so you can manually change the Interview date and insert a location for the interview.
Confirming Times with Applicant
If Hotlist has shown available slots, speak with the Applicant and see which slot would be suitable for them for the interview.
Click on the available interview slot you have agreed with the Applicant, the Interview date and location should automatically populate (you may need to manually add the location, if meeting rooms have not been set up).
Emailing Interview Invite
In the comments section, insert any information that you would like the Interviewer and the Applicant to see.
When you are happy click Confirm.
Once you click Confirm, an interview invite will automatically appear in the TA’s Calender (if they are the owner of the appointment).
It will also send an invite to the Hiring Manager, any other Interviewers (if any were listed in Interview with in the interview request) and the Applicant.
The comments from the Comments field, will also appear in the invite.
Please note. The email appointment will only be sent out if the user has enabled Emails/Appointments to be sent via Hotlist.