4Invitations

Invitations

Candidate Invitations

Appointment Management on Behalf of a Candidate

An appointment can be scheduled, canceled, or rescheduled by a user on behalf of the candidate. An invitation to book an appointment can also be declined on behalf of the candidate.

Schedule Appointments, Administer Calendars users, Owners or Scheduling Center Administrators can book, reschedule or cancel appointments on behalf of a candidate through the candidate user interface of the Scheduling Center.

If using the self-service integration type of the Scheduling Service, the candidate must have logged in to the Careers Section at least once and created a Profile before a user granted with the appropriate role can manage the appointments of the candidate. Once a candidate has been canceled from an appointment, they cannot be rescheduled.

If using the proctored integration type of the Scheduling Service, appointments can be scheduled for candidates that did not log in to the Career site.

User must manage the appointments of candidates granted with the None or Only Cancel Appointments permission.

Users can also manage the appointments of candidates granted the Full permission.

Accessing the Scheduling Center on Behalf of a Candidate

A user must first access the Scheduling Center on behalf of a candidate to be able to manage the appointments of a candidate.

A user must first access the Scheduling Center on behalf of a candidate to be able to manage the appointments of a candidate.

A user type permission and a Calendar role grant users access to this feature.

A user must first access the Scheduling Center on behalf of a candidate to be able to manage the appointments of a candidate.

For the self-service integration type, the candidate must first log in to the Scheduling Center via the initial invitation e-mail to activate communication between the Scheduling Center and the Recruiting Center. The candidate must have a profile in a career section.

1. Click Scheduling Center.

2. In the Candidate list, select the name of a candidate.

3. In the Job Submission tab, click Edit.

4. In the Screening Section of the candidate file, click Details next to the Scheduling Center.

5. In the Results section, click More Details.

The Invite History page is displayed.

Scheduling an Appointment on Behalf of a Candidate

User must first access the Scheduling Center on behalf of the candidate.

A user type permission grants users access to this feature.

1. In the Invite History page of the candidate, click Schedule or Decline Invitation.

2. In the Open Invitations page of the Scheduling Center, click Schedule Appointment next to the appointment to book.

   The name of the candidate and the name of the user logging in on behalf of the candidate is displayed in the Open Invitations page.

3. In the Schedule your appointment page, select an appointment.

4. Click Schedule Selected Time.

5. In the Appointment Confirmed page, click continue.

6. Click Done.

An appointment is scheduled and the candidate will receive a reminder e-mail confirming the appointment only if the candidate permission for the calendar is Full.

The Link under the Actions list in the Invite History page in the Recruiting Center will change to Reschedule or Cancel Invitation.

Rescheduling an Appointment on Behalf of a Candidate

A user can reschedule an invitation to book an appointment on behalf of a candidate.

The user must first access the Scheduling Center on behalf of the candidate.

A user type permission grants users access to this feature.

1. In the Invite History page of the candidate, click Schedule or Decline Invitation.

   The name of the candidate and the name of the user logging in on behalf of the candidate is displayed in the Open Invitations page.

2. In the Open Invitations page of the Scheduling Center, click No longer Interested next to the appointment to book.

3. In the Cancel Appointment confirmation page, click Yes.

4. Click Done.

The appointment is scheduled and the candidate will receive a reminder e-mail confirming the appointment only if the candidate permission for the calendar is Full.

Declined is indicated in the Actions list of the Invite History page of the candidate file in the Recruiting Center.

Cancelling a Scheduled Appointment on Behalf of a Candidate

A user can cancel, on behalf of a candidate, an appointment scheduled by the candidate or on behalf of the candidate.

The user must first access the Scheduling Center on behalf of the candidate.

A user type permission grants users access to this feature.

1. In the Invite History page of the candidate, click Reschedule or Cancel Invitation.

   The name of the candidate and the name of the user logging in on behalf of the candidate is displayed in the Open Invitations page.

2. In the Open Invitations page of the Scheduling Center, click Cancel Appointment next to the appointment to cancel.

3. In the Cancel Appointment confirmation page, click Yes.

4. Click Done.

The Link under the Actions list in the Invite History page in Recruiting Center will change to Reschedule or Cancel Invitation.

Declining an Invitation on Behalf of a Candidate

A user can decline an invitation to book an appointment on behalf of a candidate.

A user type permission grants users access to this feature.

Candidate must first log in to the Scheduling Center via the initial invitation e-mail to activate communication between the Scheduling Center and the Recruiting Center.

Candidate must have a profile in the Careers section.

User must first access the Scheduling Center on behalf of the candidate.

1. In the Invite History page of the candidate, click Schedule or Decline Invitation.

   The name of the candidate and the name of the user logging in on behalf of the candidate is displayed in the Open Invitations page.

2. In the Open Invitations page of the Scheduling Center, click No longer Interested next to the appointment to book.

3. In the Decline Invitation confirmation page, click Yes.

4. Click Done.

The scheduling process for this candidate is ended.

Declined is indicated in the Actions list of the Invite History page of the candidate file in the Recruiting Center.

Invitations

Invitation Email

An invitation email is an email sent to a candidate during a hiring process.

An Administrator can add invitation phases to the candidate selection workflow in the Recruiting Administration. When a candidate reaches these invitation phases during the hiring process, an email is sent to the candidate with an invitation to book an appointment. The initial interview must be scheduled before any follow-up appointments can be scheduled. An Administrator or a user logged to the Recruiting Center can also send invitation emails manually provided they have been granted the proper user type permissions.

Reminder Email

A reminder email is sent to a candidate when an appointment is scheduled or rescheduled.

Reminder emails are sent to candidates a few days prior to an appointment booked either by the candidate or on behalf of the candidate. Reminder emails are sent automatically by the system.

Depending on the access level granted to the candidate for the calendar being used for the appointment management, the reminder email will not display the same information.

• Full: reminder email will include information on scheduled appointments and will contain a link to access the Scheduling Center and allow candidates to manage their appointments.

• None: reminder email will only include information on scheduled appointments, but no link to the Scheduling Center will be displayed as the candidate is not allowed to manage his or her appointments.

• Only Cancel Appointments: reminder email will include information on scheduled appointment and a link to the Scheduling Center will be displayed allowing the candidate to cancel scheduled appointments.

Phase

A phase is a configured parameter for an action performed during the candidate selection workflow.

Phases are available in a candidate selection workflow only if phases are integrated to a service. Therefore, not all services have phases that can be configured in a candidate selection workflow.

If phases are available for a service, the system administrator will be able to create phases and configure them.

The phase allows the system administrator to associate the workflow, step and status that will trigger a follow-up appointment and further configure which appointment invitation will be distributed. A requisition can include up to ten phases. However, to avoid confusion, it is recommended to use only two or three phases per requisition. The appropriate invitation will be automatically sent based on the calendar ID association selected by the user in the requisition file Screening section.

Sending an Invitation Manually

A user can send an invitation to a candidate by requesting the Scheduling Center screening service for this candidate.

The candidate must be matched to a requisition.

A user type permission grants users access to this feature

A screening service must be requested for this candidate.

The Scheduling Center Screening Service integration type must be enabled for the requisition.

The candidate calendar permission must be Full.

Recruiting > Candidates

1. In the Candidates list, select a candidate (or use Search to find the desired candidate).

2. In the More Actions drop down list, select Request a Screening Service.

3. In the Request Screening Service dialog box, select from the Available Services drop down list the integration type of the Scheduling Center screening service you wish to trigger.

   Only the integration types used in the requisition will be displayed.

4. Add a comment, if necessary.

5. Click Done.

The candidate will receive an email with an invitation to book an appointment.

Sending an Invitation by Changing the Status of a Candidate

A user can send an invitation to a candidate by changing the status of the candidate in a requisition. When changing manually the status of the candidate to a different phase of the requisition, the candidate will receive an invitation to book an appointment.

A user type permission grants users access to this feature.

Step in which the candidate is must include the Change Status/step action.

Candidate must not be in a RSOffer step.

Phases must be created for this requisition in the Recruiting Administration.

Recruiting > Candidates

1. Select a candidate file.

2. In the More Actions list, select Change status/step.

3. In the New Status list, select a new status.

4. Add a comment.

5. Click Save and Close.

An invitation to book an appointment is sent when the candidate will reach for the chosen phase of the requisition.

Sending an Invitation Automatically during the Workflow

System administrators can automatically trigger Passport screening services such as Scheduling Center when a candidate reaches a certain step or status within a candidate selection workflow. Triggering automatically an invitation during the workflow process can be used to send an invitation to several candidates at a time, by changing the status of the candidate to a determined step or status triggering the invitation.

The Scheduling Center screening service must be configured.

The Access Administration and Access Screening Services configuration user type permissions are required.

Configuration > [Recruiting] Administration > Screening Services

1. In the Screening Services List, select the required integration type of the Scheduling Center.

2. Click Create next to CSW Action.

3. In the New Candidate Selection Workflow Action page, select the workflow, step and status combination that will automatically trigger the screening service. The workflows, steps and statuses available are the ones configured in the Taleo zone.

4. In the Action drop-down list, select Send Scheduling Center Invitation or Trigger a follow-up appointment. The Scheduling Center invitation will automatically send the correspondence identified in the Message Template section of the Screening Service settings.

   • Selecting Send Scheduling Center Invitation will automatically send the correspondence identified in the Message Template section of the Screening Service settings. The message originates from the Correspondence Manager in the Recruiting Center.

   • Selecting Trigger a follow-up appointment will automatically notify the Scheduling Center to send out the email request. The email sent is controlled by the email configuration located in the Scheduling Center.

5. Click Save.

6. Click Done.

An invitation is automatically sent to the candidate at the selected step of the requisition.

Cancelling an Invitation

A user can cancel the invitation to book an appointment sent to a candidate.

A user type permission grants users access to this feature.

The candidate must not have scheduled an appointment.

Recruiting Center > Candidates

1. Open a candidate submission.

2. Click the Screening block.

3. In the Scheduling Center section, click Details.

4. In the Results section, click More Details.

5. Click Schedule or Decline Invitation.

6. In the candidate portal, click the No Longer Interested button.

7. Click the Yes button to cancel this invitation.

The candidate will no longer see the option to schedule this appointment when logged into the candidate portal.

Blocking an Invitation

A user type permission grants users access to this feature.

The candidate must not have scheduled an appointment for the invitation.

Recruiting > Candidates

1. Click the name of a candidate.

2. In the Job Submission tab, click Edit.

3. In the Screening section, click Details.

4. In the Results section, click More Details.

5. Click Block.

All invitation phases of the requisition are blocked and will no longer be sent to candidates.

Assigning a Calendar to a Requisition

A requisition can use different calendars when sending invitations to candidates. Although the same calendar can be associated to both integration types on a single requisition, this is not recommended.

Calendars must be created in the Scheduling Center.

Recruiting > Requisition

1. Click Create Requisition.

2. Follow the Wizard instructions.

3. In the Screening section, select a Scheduling Center Integration type.

4. For each Calendar ID, select a calendar from the drop-down list.

5. Select the calendar to assign to the requisition.

6. Repeat steps 5 and 6 for each required calendar ID.

7. Click Save.

The pop-up window closes and the Calendar ID field displays the name of the calendar previously selected.