Adding Users and Applicants
Video Overview
Enable Interviewer Access
Once you’ve added a user to the Program Portal, toggle on Interview Portal access and assign the appropriate role:
- Program Director and Program Assistant: full access for setup and management (the only difference is the title). These roles also allow switching to the Interviewer view to conduct interviewsif needed.
- Interviewer: limited to conducting interviews.
Send Applicants to the Interview Portal
When you decide to interview an applicant, you can send them to the Interview Portal from the Program Portal. This adds the applicant to the Interview Portal so you can prepare for and manage the interview process. It does not notify the applicant or give them access to available interview sessions. Sending an applicant to the Interview Portal does not commit you to interviewing them. If you later decide not to interview the applicant, you can remove them from the Interview Portal.
To send applicants to the Interview Portal individually, open their full application and click Send to Interview Portal.
To send applicants to the Interview Portal in bulk, select the applicants from the application grid and click Interview Portal.
To remove an applicant from the Interview Portal, open their Applicant Profile panel and select Remove Applicant. You can only remove applicants who have not been assigned to an interview session. If needed, you can re-add the applicant from the Program Portal.
Edit PDF Contents
When you send applicants to the Interview Portal, two PDF copies of their application are added as well:
- Full Application PDF
- Limited Application PDF
When you're in the Interview Portal, you'll add one of these PDFs to each interview room so interviewers have the application data they need to perform their interviews.
The PDFs sent to the Interview Portal are based on Program Portal roles. You can edit them in the Program Portal under Settings > Portals > Interview Portal. By default, the full application PDF reflects the Program Director role’s view, while the limited application PDF matches the Reviewer / Interviewer role. To adjust access, use the pencil icon to select a different role – such as one you've configured with specific data restrictions.
Note that the roles you’re selecting have no permissions attached to them – they are simply used to tell the system what the PDFs should look like in the Interview Portal (i.e., what data is included).
Refresh Data
If you've made any updates in the Program Portal, such as changes to permissions, data restrictions, or other configurations, you can initiate a data refresh from either the Program Portal or Interview Portal:
- From the Program Portal, navigate to Settings > Portals > Interview Portal.
- From the Interview Portal, navigate to Settings.
Note: any updates made by applicants will be automatically updated in the Interview Portal and do not require a manual refresh.