Creating an Interview Schedule
Allowing Applicants to Self-Schedule
If you have enabled self-scheduling, when an applicant receives your email invitation and logs in to the Interview Portal, they can accept or decline your invitation via the My Programs button. If they accept, the applicant then selects their preferred session, and if the session waitlist is enabled, any other sessions they would like to be waitlisted for.
In your view of the Interview Portal, the applicant's confirmed session appears in two places:
- The Applicants tab.
- The Sessions tab by clicking Assigned Applicants (this will also show any applicants that have waitlisted the session).
Note: if you're using the Interview Portal to conduct your interviews, applicants can see their specific interview rounds and times once the schedule is generated. If you're conducting interviews outside the portal, only the confirmed session appears.
Manually Assigning Applicants to Sessions
If you have not enabled self-scheduling, once applicants receive your email invitation and log in to the Interview Portal, they can accept or decline your invitation via the My Programs button. Then, you'll need to confirm their selection.
Once the applicant submits their session preference, they see the program as pending.
In your view of the Interview Portal, the applicant's preferred session appears in the Applicants section, and you can manually assign it. Once you manually assign the session, it moves from Pending to Confirmed for the applicant.
Scheduling Notifications
To ensure transparency between applicants and programs during the scheduling process, a set of system-generated emails is sent as follows:
|
Action |
Email Recipient |
Email Content |
|---|---|---|
|
Applicant declines an interview invitation. |
Program |
Subject: Invitation Declined Hello [Program Manager First Name] [Program Manager Last Name], Please be advised that [Applicant First Name] [Applicant Last Name] has declined the invitation to participate in an interview session with your program. If you need to contact the applicant, their email address is [Applicant Email Address]. Regards, |
|
Applicant cancels an interview. |
Program |
Subject: Interview Cancellation Hello [Program Manager First Name] [Program Manager Last Name], Please be advised that [Applicant First Name] [Applicant Last Name] has cancelled a scheduled interview with your program. They will no longer be attending the [Session Name] session. If you need to contact the applicant, their email address is [Applicant Email Address]. Regards, |
|
A spot becomes available to an applicant on a session waitlist – the waitlist is set up as first-come, first-served. |
Applicant |
Subject: Interview Spot Available – First to Respond Will Be Scheduled Hello [Applicant First Name], Please be advised that a spot just became available for the [Program Session Name] interview session you are waitlisted for at [Program Name]. This opening will be filled on a first-come, first-served basis. To accept the open spot, please log in to the FellowshipsCAS Interview Portal and go to the Interviews tab of the My Programs panel to update your assignment with [Program Name]. Only the first applicant to respond will be scheduled. All others will remain on the waitlist and be notified if additional spots become available. Regards, |
|
A spot becomes available to an applicant on a session waitlist – the waitlist is set up sequentially, and the next applicant in line gets the spot. |
Applicant |
Subject: Interview Spot Available - Limited Time to Respond Hello [Applicant First Name], Please be advised that a spot just became available for the [Program Session Name] interview session you are waitlisted for at [Program Name]. As the next person in line, you now have the opportunity to claim it. Please note: You have until [Date and Time] to accept the open spot. If you do not respond by then, the spot will be offered to the next applicant on the waitlist. To accept the open spot, please log in to the FellowshipsCAS Interview Portal and go to the Interviews tab of the My Programs panel to update your assignment with [Program Name]. If you no longer wish to take the open spot for the [Program Session Name], no action is needed. Regards, |
|
Applicant remains in the Invited and Ready for Scheduling status after a specified number of days, as determined by the program, following their initial invitation. |
Applicant |
Subject: FellowshipsCAS Interview Invitation Reminder Hello [Applicant Full Name] [Applicant Last Name], As a reminder, [Program Name] has invited you to participate in an interview. Please log into your FellowshipsCAS application and accept or decline the invitation. Regards, |
Finalize Your Interview Schedule
Once applicants accept their interview invitations and sign up for sessions, you can monitor how the sessions fill, make adjustments as needed, and finalize the interview schedule, which sets the times and pairings of applicants with their interviewers. Depending on the session type and its settings, the schedule is either created automatically or generated when you click Create Schedule.
You have full control over the schedule and can make adjustments as needed. For example, you can:
- Move applicants by clicking and dragging them.
- Remove, replace, or switch an applicant using the Manage Applicants menu (three dots) next to their name.
- Use the pencil icon in the top-right corner of any room to add/remove interviewers, adjust times, and add breaks.
- Clear the schedule entirely.
- Manually build the schedule.
- If using Applicant Cohorts, change an applicant's assigned cohort.
