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Administrator Guide
Last Updated: 2024-03-08
Steps: Manage Interviews

Steps: Manage Interviews

Set up interviews. See Steps: Set Up Interviews.
With interviews, you can:
  • Create interview schedules.
  • Create or update interview teams.
  • Select locations or rooms.
  • Reserve a room (for Microsoft® Outlook users),
  • Evaluate and rate candidates.
  • Move forward or decline candidates.
  • Reschedule and cancel interviews.
  • Send notifications and invitations to interviewers for those using and not using Microsoft® Outlook.
  • View availability and responses (for Outlook users).
  • View reports on schedules and interview details.
When you advance a candidate to the
Interview
 stage, Workday:
  • Creates an
    Interview
     event.
  • Sets the status of the candidate to
    Interview
    .
  1. (Optional) Access the
    Manage Interview Scheduling Settings
     task.
    Create an interview team and associate it with a specific evergreen or job requisition before you begin the interview process.
    You can also add
    Manage Interview Scheduling Settings
     as a
    To Do
     step in these business processes:
    • Close Evergreen Requisition
    • Close Job Requisition
    • Evergreen Requisition
       (Must be after the completion step.)
    • Evergreen Requisition Change
    • Freeze Job Requisition
    • Job Requisition
       (Must be after the completion step.)
    • Job Requisition Change
    • Move Job Requisition
    When a candidate moves to the interview stage, the interview team assigned to the requisition automatically populates in the
    Schedule Interview
     task.
    Works only if you configured the
    Schedule Interview
     step in the
    Interview
     business process.
    Security:
    Job Requisitions for Recruiting
     domain in the Recruiting functional area.
  2. (Optional) Access the
    Recommended Interview Settings
     tab.
    You can specify recommended interview settings for the
    Schedule Interview
     task to override the Workday settings.
  3. (Optional) Access the
    Candidate Reminder Settings
     tab.
    You can configure a custom reminder, select an available message template and notification template, and specify when you want the reminders to send. Workday can't translate messages if you select the
    Edit Message Content
     check box and edit a template.
  4. Access the
    Evergreen
     or
    Job Requisition
     profile.
    Review the candidates who have applied to the requisition.
  5. Move a candidate to the interview stage.
    Workday sends the
    Schedule Interview
     or
    Schedule Interview Team
     task to My Tasks for the security group assigned to the step.
  6. Access the task the My Tasks to schedule the interview for the candidate.
    As you complete
    Schedule Interview
    , consider:
    Field
    Description
    Time Zone
    Applies to the entire schedule. Workday uses the primary location of the job requisition to determine the time zone.
    Interviewers
    Automatically populates with the interviewers defined on the
    Manage Interview Scheduling Settings
     task.
    Use Same Location or Room
    Select this check box to indicate that you want to use the same rooms for the entire interview schedule.
    Location
    Displays only when you select the
    Use Same Location or Room
     check box.
    Recommended Interview Settings
    Expand the field for options that enable Workday to recommend schedules:
    • Range of Dates
      enables Workday to recommend interview dates up to 1 or 2 weeks after the selected date. You can also constrain the recommendation to the selected date.
    • Use
      Enable Order of Interviewers
    Include Web Conference Link
    Displays only when you set up a web conference integration.
    This check box adds a web conference link to the interview schedule. After selecting an interview time, you can click
    Confirm
     to run the integration and retrieve the link.
  7. Configure the interview schedule.
    You have 2 options:
    • Use
      Recommend Times For Me
      , which enables Workday to suggest interview schedules based on your
      Recommended Interview Settings
      .
    • Schedule the interview manually.
    Field
    Description
    Recommended Times For Me
    Use to enable Workday to recommend schedules. When you select a recommendation, Workday populates the calendar with the schedule.
    The calendar or schedule grid
    To schedule the interview manually, click a time slot to enter the detailed information in the
    Schedule Interview
     edit window. Don't click
    Next
     until the entire schedule is complete.
    If you selected rooms on the previous page, they automatically populate the grid.
    If you selected the
    Use Same Location or Room
     check box, the rooms in the calendar grid change to reflect any updates you make in the Rooms prompt.
    If you didn't select
    Use Same Location or Room
    , Workday includes all available rooms in the
    Room
     prompt on the
    Schedule Interview
     edit window. The calendar doesn't reflect any changes you make to the rooms.
    Available Rooms
     and
    Room Lists
    .
    Displays for Microsoft Outlook® users.
    Location
    Displays for those not using Microsoft® Outlook.
    Don’t send email
    Displays for those not using Microsoft® Outlook.
    Include Link to Candidate Profile
    Displays for those using Microsoft® Outlook.
    Include Interview Schedule
    Displays for those using Microsoft® Outlook.
    Submit
    Click when the entire schedule is complete.
  8. Review interview schedules.
    View the interview schedule of a candidate or your scheduled interviews for a range of dates:
    • Candidate Interview Schedule
    • My Interviews
  9. Review the progress of the interviews and the interviewer feedback.
    Give Interview Feedback
    : the task interviewers use to provide interview feedback.
    If you've configured calendar integration, interviewers receive an interview invitation. Otherwise, you can create email templates to send to interviewers.
    Manage Interview Feedback
    : The task delivered by the
    Manage Interview Feedback
     action step. Configuration is on the
    Interview
     business process. Workday sends the
    Manage Interview Feedback
     task to My Tasks for the security group assigned to the step. You can:
    • Move the interview process to the next step.
    • Reschedule an interview.
    • Send the feedback back to an interviewer for rework.
    • View the interview schedule.
  10. Review interview information.
    Use:
    • Candidate Profile
       to review interview schedule and feedback information.
    • Interview Feedback Details
       to view all interview feedback comments, including comments for competencies and questionnaires.
      Security:
      Candidate Data: Interview Feedback Results
       domain.
    • Interview Feedback Ratings Summary
       to view a list of all job applications for a job requisition and all interview feedback.
      Security:
      Candidate Data: Interview Feedback Results
       domain.
    • A custom report that includes report fields from
      Interview Feedback
       business object.
  11. Move forward or decline the candidate.