Configuring Interview Portal Program Settings and Users
Overview
For programs to begin working in the Interview Portal, program directors and managers will need to configure several settings in the Program Portal.
In the Program Portal, navigate to Settings, open the Portals section, and select Interview Portal.
Adjust Details
Phases
The Phases section is where you select the phases that add applicants to the Interview Portal. By default, when you place applicants in the Interview Invitation and Interview Waitlist phases in the Program Portal, they're added to the Interview Portal.
If you're customizing phases, you can add and remove phases here, as needed.
Important: the phase change only adds applicants to the Interview Portal – it does not send any notifications. You'll use a separate process to notify applicants that they are invited to interview. Additionally, once applicants are in the Interview Portal, they remain there indefinitely. Moving them to a different phase in the Program Portal will not remove them from the Interview Portal. If you added them to the Interview Portal in error, you can change their Interview Portal status to Canceled.
Edit PDF Contents
When you add 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 that get sent to the Interview Portal are based on Program Portal roles. By default, the system sets the full application PDF to mirror the view of data that the Program Director role has, while the limited application PDF matches that of the Reviewer / Interviewer role. You can use the pencil icon to make changes. For example, you might choose a role that you've configured to include certain 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 PDFs
If you've made any updates in the Program Portal, such as changes to permissions, data restrictions, or other configurations, you can refresh the PDFs to ensure they reflect the latest information. Scroll to the bottom of the page and click the Refresh button.
Add Users
The Interview Portal includes a set of roles that are separate from the Program Portal roles:
- Program Director(s)/Managers(s)/Coordinator(s)
- Program Assistant(s)
- Interviewer(s)
The first two roles are where you’ll place individuals who manage the interview process. There are no differences in permissions – the distinction is just in case you need to keep track of your team.
You can add as many users as needed – be sure to add yourself as a Program Director/Manager so you can access the Interview Portal.
