Need to book an interview with candidates? This helpful guide will run you through how to book an interview using the Interview Scheduler feature in Talos!
Note: you will need access to the below Interview Scheduler permissions to be able to book an interview:
View Interview Scheduler
Invite to Interview
Navigate to the vacancy you wish to book interviews for, and once candidates are progressed to the Shortlist milestone onwards, you will see an Interviews accordion:
Depending on the way your system has been configured you can either invite your candidate via the interviewer scheduler accordion or by moving the candidate to the relevant progression stage which will automatically load the booking screen.
If you are using the accordion you can invite the candidate using the steps below.
On a single candidate, click Book an Interview.
On multiple candidates, click Book an Interview from the bulk actions:
The Interview Scheduler booking screen will open and you will see a summary of the candidate(s) invited to an interview.
Interviewers
This is a summary of the interviewers on the booking – the Organiser will be set to the logged in user as default.
An Organiser has to be an Interviewer on the booking.
You can change the Organiser to a different user and this will also update the Interviewer:
You can Add Interviewers here – this list of available interviewers is populated from the users with access to the vacancy:
You can remove any interviewers via the 3 dot menu.
You can also set an interviewers availability to be ignored:
Ignore Availability means that candidates will be able to book interviews at any time regardless of their availability.
Event Title
This is the title of the booking that will go into interviewers calendars (pending this has been connected), and is populated from the progression stage that candidates are at.
This can be amended if required.
Location
This is where the interview will take place:
Remote – pending you have connected an Outlook calendar, Teams will be available as a remote location
Face to Face – this is populated from the location behind the hierarchy team the vacancy was posted to. You can also set a different location
Phone Call – you can choose to call the candidate or you can choose for them to call you.
Calendar & Booking Types
Time Zone
This is populated from your User Settings – for any interviews for candidates that are located in another time, your time zone should be left as your own and the Smart Scheduler will translate the time for the candidate.
Specific Time
This option will allow you to create an interview for any date and time regardless of availability.
You will also be able to view Suggested Times when using this option - similar to Teams & Outlook, the booking modal will provide you with suggested times for when all interviewers are available.
Self Schedule - Calendar Integration
This option is the Smart Scheduling, and will take into account your availability from:
User Settings in Talos ATS
Any meetings in your Outlook calendar
The number of available slots in the selected period will display in the booking modal, and will update based on the interviewers added:
The options in the booking modal will populate from your User Settings, however these can be amended per booking.
Self Schedule - Custom Slots
You can also set Custom Slots for candidates to choose from. This will also use the smart scheduler and consider your availability. Organisers must have their calendar connected to utilise this feature, however interviewers that have not connected their calendar can still be added as a participant. This allows for more flexibility when arranging interviews.
Individual slots can be created for specific times, or you can add a time block and allow smart scheduling to take care of the rest:
Group Bookings
Create Group Bookings (formerly known as Assessment Centre's) for multiple candidates to attend an interview at the same time. Only users with the relevant permission will be able to create a group booking.
Invite multiple candidates to a single booking, and create additional dates to give candidates the option:
Additional candidates can also be added to existing Group Interviews per vacancy:
Once invited, you can view the Group Bookings via your Planner page.
(Note: if multiple dates are created for a Group Booking, the candidates invites can only be viewed in the Planner page. Once a candidate confirms or declines the invite, then it will be visible in the candidate accordion. Where a candidate is only invited to one date, this will show in the candidate accordion immediately.).
Group Bookings cannot be amended once created.
Summary
This will display a summary of the information input on the booking modal.
Once you are happy with the information completed, click Send Invite to create the booking.