Manually schedule live interviews

Manual scheduling lets you set up interviews between interviewers and candidates at specific dates and times.

With manual scheduling, you first coordinate an available interview time between interviewers and candidates, and then use the Schedule Interview page to schedule the interview and trigger the email invitation.

Live-scheduling single or multiple interviews within a stage

When manually scheduling a live interview, you can either schedule one candidate interview per stage, or multiple interviews for the candidate within a single stage.

Select the following links for more details and information about how to perform each task.

Schedule single-candidate interviews

Use this option when you want to schedule one candidate interview within a live stage.

For example, you can use this method if you want to schedule a live video interview with a hiring manager or interview team on a single day at a single location.

To manually schedule a single candidate interview

1. If you have not already done so, add the candidate you want to schedule to the stage.
2. Indicate that you want to schedule the candidate interview. If you:
   • Just added the candidate, a message appears, asking if you want to schedule the candidate now, select Yes.

   • Added the candidate previously but waited until now to schedule, then on candidate card on the stage page, select the Action menu, and then select Schedule Interview.

     Show me

     On the Job Progress bar, select the stage you want to schedule. Locate the candidate in the stage, and then select the action icon in the upper right side of the candidate card to expose the menu.

     

3. On the Schedule Interview page, configure the following:

   
   Date & Time

   In the Date field, use the calendar picker to select the date on which the interview will take place. Use the Time Zone menu to select the applicable time zone.

   In the Account Code field, enter your client account information as needed.

   Next, add the interviewers and time slots that you want to schedule. You can select:

   • Start and End time to configure the times for each interview block that you want to include.
   • Add Interviewer to add the email addresses of each interviewer that you want to invite to the interview.
   • New Time Slot to add a new interview block that you want to include in the interview.

   For example, if you want one group of interviewers to meet with the candidate from 12-1, and another group to meet from 1-2, then you would create two time slots, and configure the start and end times for each slot with those times. You would then select Add Interviewer to add the participants that you want to invite to each time slot with the candidate.

   To remove participants from the interview, select the X next to the name of each participant.

   Audio ( live video and live phone )

   Which audio conferencing system do you want to use?

   Select the audio conferencing system that you want to use for the interview. Below are the available audio conferencing options.

   • Call Candidate (live phone only): Call the candidate directly at a scheduled interview time. Select this option to make a Phone Number (required) field appear, then enter the candidate's phone number. If you entered a phone number in the candidate's profile, it will be entered here automatically.
   • HireVue Audio (live phone only): Use the application's native audio conferencing system. No additional configuration is required.
   • My Audio Conferencing (live phone only): Use an audio conferencing system of your choice. Select this option to make Phone Number (required), Guest Code, and Host Code fields appear, then enter any information candidates need to connect to the conference.
   • Managed by Video Provider (live video only): Use a supported audio/video-conferencing system. If your stage is configured for Teams, WebEx, or Zoom integration, this is the only option that appears.

   Recording

   If your application is licensed to record interviews, then you can select Record this interview to record a live video or live phone interview. When you record an interview, you can:

   • Review the recording after the interview is complete, or
   • Forward the recording to recipients who were unable to attend the live interview.

   If the interview that you are recording is:

   • Live phone, the recording automatically begins once two parties are on the call. Nothing additional is required from the candidate or interviewer to initiate the recording.
   • Live video, the interviewer must select the Record button in the live video interview room to initiate the recording.

   Note: Recording is unavailable for live phone stages configured with the Call Candidate audio conferencing option or for Live video stages configured to use Teams, WebEx, or Zoom conferencing systems.

   Invitation

   Add a custom subject line and message to the email calendar invitation that HireVue sends to the candidate and interview participants.

   If desired, select Attach Documents to open the File Manager window, where you can add documents or links to documents that you want to add to the standard email invitation content.

4. Select Send Invite. HireVue emails a calendar invitation to both the candidate and interviewers with the interview time, details, and any custom message and documents that you configured.

 

Schedule multiple candidate interviews within a single stage

Use this option when you want to schedule a candidate for more than one live interview within a single stage. This is beneficial when your interview team is unable to meet with the candidate on a single day or in the same location.

See an example of how you could use this feature

For example, your hiring manager works at the corporate office and is only available on Fridays. However, your interview team is located at your company's factory location 5 miles away, and is only available on Mondays. 

To schedule the in-person interview between the candidate and all parties, you can schedule the hiring manager interview on Friday at the corporate office, and the team interview on Monday at the factory. Both interviews will be saved within the live in-person stage for the job, thereby allowing you to take advantage of the rating, review, and advancement functionality for that stage.

To manually schedule multiple live interviews within a single stage

1. If you have not already done so, add the candidate you want to schedule to the stage.
2. Indicate that you want to schedule the candidate interview. If you:
   • Just added the candidate, a message appears, asking if you want to schedule the candidate now, select Yes.

   • Added the candidate previously but waited until now to schedule, then on candidate card on the stage page, select the Action menu, and then select Schedule Interview.

     Show me

     On the Job Progress bar, select the stage you want to schedule. Locate the candidate in the stage, and then select the action icon in the upper right side of the candidate card to expose the menu.

     

3. On the Schedule Interview page, configure the following:

   
   Date & Time

   In the Date field, use the calendar picker to select the date on which the interview will take place. Use the Time Zone menu to select the applicable time zone.

   In the Account Code field, enter your client account information as needed.

   Next, add the interviewers and time slots that you want to schedule. You can select:

   • Start and End time to configure the times for each interview block that you want to include.
   • Add Interviewer to add the email addresses of each interviewer that you want to invite to the interview.
   • New Time Slot to add a new interview block that you want to include in the interview.

   For example, if you want one group of interviewers to meet with the candidate from 12-1, and another group to meet from 1-2, then you would create two time slots, and configure the start and end times for each slot with those times. You would then select Add Interviewer to add the participants that you want to invite to each time slot with the candidate.

   To remove participants from the interview, select the X next to the name of each participant.

   Audio ( live video and live phone )

   Which audio conferencing system do you want to use?

   Select the audio conferencing system that you want to use for the interview. Below are the available audio conferencing options.

   • Call Candidate (live phone only): Call the candidate directly at a scheduled interview time. Select this option to make a Phone Number (required) field appear, then enter the candidate's phone number. If you entered a phone number in the candidate's profile, it will be entered here automatically.
   • Hirevue Audio (live phone only): Use the application's native audio conferencing system. No additional configuration is required.
   • My Audio Conferencing (live phone only): Use an audio conferencing system of your choice. Select this option to make Phone Number (required), Guest Code, and Host Code fields appear, then enter any information candidates need to connect to the conference.
   • Managed by Video Provider (live video only): Use a supported audio/video-conferencing system. If your stage is configured for Teams, WebEx, or Zoom integration, this is the only option that appears.

   Recording

   If your application is licensed to record interviews, then you can select Record this interview to record a live video or live phone interview. When you record an interview, you can:

   • Review the recording after the interview is complete, or
   • Forward the recording to recipients who were unable to attend the live interview.

   If the interview that you are recording is:

   • Live phone, the recording automatically begins once two parties are on the call. Nothing additional is required from the candidate or interviewer to initiate the recording.
   • Live video, the interviewer must select the Record button in the live video interview room to initiate the recording.

   Note: Recording is unavailable for live phone stages configured with the Call Candidate audio conferencing option or for Live video stages configured to use Teams, WebEx, or Zoom conferencing systems.

   Invitation

   Add a custom subject line and message to the email calendar invitation that Hirevue sends to the candidate and interview participants.

   If desired, select Attach Documents to open the File Manager window, where you can add documents or links to documents that you want to add to the standard email invitation content.

   Support

   Lastly, select the level of support that you want to accompany the interview. Select one of the following options:

   • Not Needed: A HireVue Support agent will not join scheduled interviews.
4. Select Send Invite. Hirevue emails a calendar invitation to both the candidate and interviewers with the interview time, details, and any custom message and documents that you configured.

5. If you want to configure another interview within this stage, select the candidate card to open the Candidate Details view.
6. Within the stage you want to schedule, select Schedule Interview, and then use the Schedule Interview page to schedule and send the invitations for that interview. See steps 3 and 4 above.

7. Continue to add interviews to the stage until you are finished. All scheduled interviews will appear in the Candidate Details view for that stage. 

   
   Show me

   This image shows a stage with two live interviews.

   

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Need more information?

• Manual scheduling
• Cancel or reschedule live interviews
• Live interview page
• Schedule interview page