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Schedule the Job Seeker Interview

KEY TOPICS:

  • Schedule an Interview on the Calendar
  • Manage Interview Forms
    • View the Associated Forms
    • Upload an HR Form
      • Delete Uploaded Form
  • Participate in an Interview as an Attendee
    • About the Interview Invitation
    • Complete the balanceTRAK HR / Interview Form (If applicable)

RELATED TOPIC:

  • If you are an Administrator, read about developing a Form Template here: Form Templates

Support the Job Seeker Interview, with a Calendar event (and Interview Form)

The Job Seeker detail > Interview tab is divided into two sub-tabs that support the Interview process:

  1. The Calendar sub-tab facilitates scheduling logistics, including selecting attendees and attaching Job Seeker-related materials (e.g., RESUME, INTERVIEW Form).

  1. The Forms sub-tab stores the blank and completed INTERVIEW Forms.

Begin by visiting the Calendar sub-tab.

Schedule an Interview on the Calendar

Follow these steps to add an Interview to the Calendar:

  1. Using the Calendar's header buttons, select to view by: list, day, week (default), OR month.
  2. On the Calendar, click the desired date to highlight it.
  3. Choose the [Add Interview] button from the header toolbar to expand the Attendees menu, which will display to the left of the Calendar. (The Start Date field will be pre-populated with the previously highlighted date.)
  4. Search for Attendees, and add each one, as needed. (The included Attendees will display by name, and an Attendee can be deleted, if added by mistake.)
  5. Enter an Interview time, using the two provided drop-downs.
  6. Repeat the selection process for End Date. (The End Date will be pre-populated with the Start Date.)
  7. (Optional) Enter a Description (for use in the invitation email header) and Location in the provided text fields.
  8. Check off how to Notify Job Seeker, by: Email AND/OR Text.
  9. Check off the attachments to include, when sending the Interview notification to colleagues: RESUME, COVER LETTER, and/or HR FORM (e.g., Blank INTERVIEW Form).

Finally, choose the [Save] button to add the Interview to the Calendar and initiate the notification process, or click [Cancel] to close the menu without creating the Interview.

Manage Interview Forms

Because options for the Interview > Forms sub-tab display will be based on a scheduled Interview, this window will typically be your second stop after scheduling a Calendar event and associating a Form with the Interview (as described above).

View the Associated Form(s)

Once an Interview is added to Calendar and a Form Template as been chosen, proceed to the Interview sub-tab. Make entries in the upper drop-downs to show the proper Interview-related Form:

  • Select Interview
  • Select Attendee

Quick Tip: Because the Forms sub-tab will house all Forms associated with all scheduled Interviews, make sure the proper Interview and Attendee are selected.

Upload an HR Form

The Interview > Forms tab can accept an uploaded document, whether it is a blank Interview Form or Attendee instructions made outside the system OR a completed document, containing Interview notes. balanceTRAK can accept either a Word document or a PDF file for an Interview-related purpose.

After accessing Job Seeker detail > Interview > Forms, Select Interview and Select Attendee to associate the upload with the appropriate event and colleague, respectively.

Then choose the Upload HR Form icon from the upper toolbar. Follow your computers prompts to add the document to the active Forms window.


Delete Uploaded Form — With the uploaded Form displayed, simply choose the Remove icon from the upper toolbar.

Participate in the Interview as an Attendee

About the Interview Invitation

Interview Attendees will receive a notification email, labeled with the Interview Description. In addition to identifying the Job Seeker's name, the message will include:

  • A link for the recipient to access balanceTRAK
  • An attached Calendar file to import into their personal Calendars
  • An attached PDF of the Interview Form, if one is in place

Complete the balanceTRAK HR / Interview Form (If applicable)

The Interview Attendee has two main options for documenting his or her evaluation of the Job Seeker:

  • (If applicable) Edit the HR INTERVIEW Form in balanceTRAK and save it
  • Upload a PDF document, containing written or typed notes (following the instructions above at: Upload an HR Form)

To complete the system's Form:

  1. Return to: [Job Seeker Name] > Interview > Forms.
  2. Click the Edit HR Form icon.
  3. Fill in the displayed Fields.
  4. Click [Save].

The Attendee may return later to further update the system's INTERVIEW Form, after making selections in the Formsupper toolbar drop-downs.