Scheduling Interviews

In the Smart Recruit Online system, you can send invites to individual candidates, however you also have the chance to send multiple dates and times to candidates so they can select one that best suits them. This will then populate in your Smart Recruit Online calendar.

Before you read on, please ensure you have created an Email Template for interviews in your Email Template Library. If you haven't done so, then please do this as we will be using email templates in this guide.

If you need to set up Email Templates, please follow this guide: How to Create and Edit Email Templates.

Booking an Individual Interview for a Candidate

Firstly, you will need to speak to your candidate to agree on a suitable time and date the interview can happen. Once this has been done you can send them an email with a system generated link, allowing them to accept the interview.  This acceptance will then populate into your Smart Recruit Calendar.

1. Open the advert from the 'Jobs' tab on the left menu on your dashboard

2. Select the candidate and click on the ‘Bulk Action’ drop-down followed by ‘Invite to interview’

3. A new window will open with the candidates name you on the left side of the page

• If you have already spoken to your candidate and agreed a suitable date and time, you can click on ‘Create new slot’, add the date and time and whether it is a phone or video interview (image 1).
  • You can select the ‘In Person’ option if this is a Face-to-Face interview as show below too
• Once all the correct information has been entered you can add the candidate to the slot by hovering your cursor over the candidate’s name and adding them to the slot (this can be seen in image 2), click 'Continue'.

Image 1:

Image 2:

3. Once you have clicked 'Continue’ you will be shown a ‘Interview Invite' window

• Here you can select the relevant Email Template you wish to use. In the example below you can see the template we are using highlighted in blue on the drop-down.
• When you select this template, it will auto-populate the email body and include the Interview confirmation time and date link which the candidate can open and accept the interview slot.
• When the candidate has done this, you will receive a notification and the interview will also be in your Smart Recruit Online calendar.

4. Click the 'Save and Invite' button, the candidate will now have received the invitation email

How to Send Multiple Invite Links to More Than One Candidate

If you have multiple candidates you would like to invite to an interview, you can create multiple interview slots, add the candidates to the invite and the candidates can choose a slot from the list of options. Once they have chosen a slot, you will receive a notification and the interview will populate into your Smart Recruit Online calendar.   

1. Open the advert from the 'Jobs' tab on the left menu on your dashboard and select the candidates you wish to invite to an interview

2. Click on the ‘Bulk Action’ drop-down followed by ‘Invite to interview’

3. Create your Interview time slots and add all your candidates to them

• If you have a team of managers who can interview more than one candidate at a time, you can tell the system how many interview slots you have for any given date and time. 
• When this has been completed, click 'Continue'

4. Again, select your Email Template, check the wording and information is correct and click 'Save and Invite’

• This email will be sent to all candidates who you added to each timeslot. They will click on the link in the email, choose the time and date they are available to interview and once they have accepted it will populate your Smart Recruit Diary.

Note: Once the correct number of candidates have selected the date and time that date and time will no longer be available for other candidates to view.