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Schedule interviews without calendar integration

This article explains how to schedule and manage candidate interviews within Personio. If you use a calendar integration, see how to schedule interviews using the integrated calendar.

 

Create an interview

You can create and manage your interviews directly in Personio. To do so, follow these steps:

  1. Navigate to Recruiting > Applications.
  2. Enter the candidate's profile and click on the Interview tab.
  3. Select New interview and choose an interview type. Learn more about configuring interview types.
  4. Select the participants (interviewers and organizer). You must assign the organizer as responsible for the job, even if they don't take part in the interview. You also have to assign a recruiting role to each participant. 
  5. Add the Duration, Date, and Start time of the interview. 
  6. In case you have configured evaluation forms, you can select one from the drop-down menu. The interviewer will receive an email notification and a task on the day of the interview.
  7. You can also set up a reminder the interviewers will receive until they complete the form.
  8. Finish scheduling the interview and send the invitation to the candidate. Learn more about how to send recruiting messages.

All participants will receive an invitation (.ics file). Some systems will display the time in UTC. 

 

Interview details

Interview status

Depending on the date, you will see one of the following status in your interview details:

  • Scheduled (date of the interview lies in the future)
  • Completed (date of the interview lies in the past)
  • Cancelled (if the interview has been cancelled)

The interviewer and candidate statuses do not appear without a calendar integration. 

 

Other interview details

The time of the interview depends on the host's timezone (in brackets). 

You can also perform the following actions:

  • To send the invitation to the candidate, click Email invite to candidate.
  • To cancel the interview, click Cancel this interview. Interviewers and candidates will receive a notification of the cancellation.
  • To edit the interview, for example to reschedule it, click on the Pencil icon.

Best practices

A candidate declines availability for an interview
If a candidate is unavailable for the suggested dates and times and declines the invitation, a new date will have to be scheduled. The organizer will not receive any notification. The candidate status will remain as Email Sent. The interview status will appear as Scheduled.

Follow the steps below to reschedule the date:

  1. Go to Recruiting > Applications.
  2. Enter the candidate's application and click on the Interviews tab.
  3. In the interview panel, click the Pencil icon to edit the interview.
  4. Under the Date and time heading, select a new Date and Start time.
  5. Click on Invite Interviewers.
  6. Click on Email invite to candidate and send a new invitation.

 

A participant cancels after the interview was accepted

There is a cancellation from a participant (an interviewer or a candidate). You need to create a new interview date. The organizer only receives a notification if an interviewer cancelled. The candidate's status will remain as Email Sent. The interview will continue to appear as Scheduled.

To create a new interview date, follow the steps below:

  1. Go to Recruiting > Applications.
  2. Enter the candidate's application and click on the Interviews tab.
  3. In the interview panel, click the Pencil icon to edit the interview.
  4. Under the Date and time heading, select a new Date and Start time.
  5. Click on Invite Interviewers.
  6. Click on Email invite to candidate and send a new invitation.
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