You can bulk schedule any event, including interviews, phone screens, etc., from the Applicant Queue of any job. A member of the hiring team can select a group of applicants and send individual emails to those applicants. The "Select All" checkbox will select all applicants on the first page. To expand the number of records, use the page size drop-down to select 50 or 100 records per page. You can then narrow down the applicants that appear in the Queue by using the Active Applicants Filter tool then sort the results by clicking the Applicant Queue column headings.
Follow these steps to schedule bulk events from the Applicant Queue:
- Open a Job and select one or more applicants from the Job's Applicant Queue by using the checkboxes.
- Click the Take Action button and select Schedule Event.
- Use the drop-down to select an event Step from the job's assigned workflow.
- Select an Event Type from the drop-down: Phone, InPerson, Other.
- If an InPerson interview was chosen, the Job's assigned Location will be chosen automatically. If needed, use the dropdown to select a different location from your Org Chart. If the meeting will be off-site, an alternate address can be added to the message before sending it.
- Select one or more assigned members of the hiring team as the Interviewer(s).
- Select the Event Duration from the drop-down.
- Click the interview day and then click one or more times during that day to offer to the applicant. To avoid scheduling conflicts, the booked time slots for the selected interviewers will show as unavailable.
- You must select a minimum number of time slots equivalent to the number of applicants or more. To send additional times on one or more different days, use the "Calendar" button to return to the calendar view and select another date. Repeat the step above to select one or more times.
- Review the selected dates and times you are offering the applicant and remove unwanted selections by clicking the red X.
- Use the Message drop-down to select and review the message template or email content the applicant(s) will receive. (Avoid using names in the text field as it will be seen by all recipients.)
- The In-person Interview template will include the address of the chosen location in the format of Location Name: Street, City, State, Zip. If the meeting is off-site, remove the location token text (##interview-location##) and type in an alternate location.
- Use the Add Attachment button to include one or more files.
- Click SEND to email the applicant.
If an applicant included in this bulk action has already received a request and confirmed an interview time, they will not be sent a new notification. However, if they received a request and never responded, they will get a new email. When received, invited applicants can confirm an available date and time using first-come, first-serve logic.
Once the interview event request is sent, the Applicant File for each recipient will be updated in the Applicant Message tab and in the Stream tab. The event will be added in the Processing Elements section of the Applicant File where it will show the times offered and event status (unconfirmed or confirmed). The Current Stage will be updated automatically to match the step you initiated and it will show as in-progress with an orange icon until the applicant responds. When a time has been confirmed, it will be removed as an option for other applicants. Applicant Files will be updated in the Processing Section and the Step will show as complete with a green icon on the Stages tab.