Guidance

Creating job interview schedules and inviting candidates (vX)

How to set up interview schedules in Civil Service Jobs vX before inviting candidates to interviews. Guidance for recruiters and vacancy holder 2 users.

• From: Government Recruitment Service and Civil Service Resourcing
• Published: 12 July 2019
• Last updated: 19 May 2020 — See all updates

Creating an interview schedule

Select Create Interview, then complete the Create Interview Schedule form.

• Questions marked with an asterisk (*) are mandatory.
• Copy From lets you copy an existing interview schedule or template.
• Include additional information for candidates in Instructions for candidate.
• Select Prevent candidate from rescheduling interviews for this schedule to stop candidates rescheduling their slot. They must contact the recruitment team to reschedule.
• The Min Alteration Notice will prevent candidates booking into an imminent slot, and setting this to 48hrs is recommended.

Once complete, select Create - you will see the Interview Schedule summary page.

Creating slots

Select Add Slot and complete the Create Slot template. Select Edit if Add Slot isn’t visible.

• Candidates per slot is the number of interview panels.
• Slot spacing lets you add breaks between slots.
• Send / Update Interviewer iCal now sends a notification to panel members when a slot is set up, a candidate books a slot or a candidate is removed from a slot. It will also update the panel member’s calendar.

Once complete, select Create Slot.

Tagging to vacancy and reviewing

1. Select the Tagged Vacancies tab.
2. Select Add Vacancy, and search for your vacancy in the Filter results box.
3. Select your vacancy, then select Add Selected Vacancies to tag the schedule to it.
4. Review created slots by selecting the Created Slots tab. You can Remove Candidates, Release Interviews or Delete Interviews from here.

Use the Details tab to review or edit schedule information.

Adding an additional interview date

1. Select the Schedule tab.
2. Select Select Date, then an appropriate date in the calendar.
3. Select Add Stream, then (after entering the schedule title) Create stream.
4. Follow creating slots guidance.
5. To copy a day, select Copy day then the required date in the calendar.
6. Review the created slots by selecting the Created Slots tab. You can Remove Candidates, Release Interviews or Delete Interviews from here.
7. Use the Details tab to review or edit schedule information.

Deleting slots

1. Select the Schedule tab, then select the slot or All slots.
2. Select Delete Slots.

Editing slots

1. Select All slots, then Bulk edit slots.
2. Make the changes.
3. Submit.

Copying slots

1. Select Copy, then Ok.
2. Select the Created Slots tab.
3. Select the slots to release, then select Release Interviews.

Creating interview reminders for candidates

Reminder emails can be sent to candidates before their interview:

1. Select the Notifications tab.
2. Select Add.
3. Select the ‘Interview Reminder’ template.
4. Choose how long before their interview the reminder should be sent to candidates.
5. Submit.

Inviting candidates to interview

Change status

1. Find the vacancy.
2. Select the Applications tab.
3. Select the link for ‘Selected for Interview 1’ status.
4. Choose the Selected dropdown, then Select All.
5. Select the Status dropdown, then Progress Application.
6. Confirm.

Select invitation and send email

1. Select the correct Interview Selection Method.

   • Auto Select lets candidates see all interview schedules for the vacancy.
   • Specific Interview lets you choose which schedule candidates see.
2. Select correct email template from the Correspondence dropdown.
3. Edit the red text within the template, including your departmental requirements.
4. Add any required Attachments.
5. Select Send Invite.

Successful candidates will be automatically invited to interview by email.

Adding or removing candidate(s) from a slot

Adding candidate(s) to a slot

1. Find the vacancy.
2. Select the Applications tab.
3. Select the link for ‘Interview 1 Invited’ status.
4. Select candidates, then View.
5. Select Schedule Interview.
6. Select the interview slot, then Book Slot.

If you have more than one candidate to book, click the arrow button to toggle between them.

The candidate’s status will change to ‘Interview 1 - scheduled’ and a confirmation email will be sent to them.

Removing candidate(s) from a slot

1. Find the vacancy.
2. Select the Interviews tab, then the interview stream.
3. Select the Created Slots tab.
4. Select candidates.
5. Select Remove Candidates, then Ok.
6. Change candidate status back to ‘Interview 1 - Invited’.

Changing candidate statuses

1. Find the vacancy.
2. Select the Applications tab.
3. Select the link for ‘Interview 1 - Scheduled’ status
4. Select candidates, then Status, then Other Status.
5. Select ‘Interview 1 - Invited’ status, tick the Run Automatic Actions box, then choose Change Status.
6. Select Confirm.

Adding and sending video links or phone numbers

You can edit the type of interview you are using in the vacancy details form, within the vacancy forms tab. Select from:

• assessment centre
• interview
• telephone interview
• video interview

You can create an interview schedule and invite candidates before you add the video links or telephone numbers.

1. Go to Applications and Export Recruiter Forms
2. Select the Interview - Telephone and Interview Details form and export the bulk upload spreadsheet
3. Enter applicant IDs, Telephone/Video details and save your spreadsheet locally
4. Go to Applications and Import Recruiter Forms to upload the details
5. Select the View applications imported successfully link
6. Select all on page, then Communication and Send email
7. Use the ‘Interview [number] - Video or telephone meeting details’ template
8. Preview and Send Correspondence

Printing an interview schedule

1. Select Print Interviews.
2. From the Print Itineraries box, select ‘Interviewer’ from the Type field.
3. Select Print Itineraries.

Printing candidate applications

1. Select Print Applications.
2. Select appropriate applications from the Print Applications box.

To export an interview schedule to Excel, select Export Schedule.

Help and support

Contact the Product and Support Team if you have a technical problem: [email protected].

Published 12 July 2019
Last updated 19 May 2020 + show all updates

1. 19 May 2020

   Added information on adding and sending telephone and video interview links.

2. 12 July 2019

   First published.