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Inviting Applicants to Interview

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The Help Center is being updated to reflect the latest Interview Portal enhancements —some information may differ from your environment, and we appreciate your patience as we make these updates.

To learn more about ResidencyCAS updates, visit the Platform Updates section. 

Invitation Process 

After reviewing applications in the Program and Review Portals, you'll decide who to invite for interviews and then complete the following steps:

  1. In the Program Portal, add the interview candidates to an interview phase (e.g., Interview Invitation or Interview Waitlist) to make them visible in the Interview Portal. 
  2. In the Interview Portal, create your available interview dates (i.e., Sessions).
  3. In the Program Portal, send email notifications to your interview candidates with the interview invite.
  4. In the Interview Portal, open up your available interview dates (i.e., enable Session Visibility). 
  5. In the Interview Portal, move the interview candidates you emailed into the Invited & Ready for Scheduling status. 

After completing these steps, applicants can log in to the Interview Portal, accept (or decline) your invitation, and see and select their preferred interview dates. This allows you to proceed with your preferred option for building your schedule and running your interview process, as described next.

Overview of Sessions

After creating a session, you must decide whether applicants will self-schedule or if you will manually assign them. Once you determine the method, turn on the interview session visibility, and move them to the Invited & Ready for Scheduling status, you can send any communications to coordinate the interview process.

Important: an applicant logging in to the Interview Portal will only see your program's interview invitation if you have completed the following steps:

  1. You added the applicant to the Interview Invitation phase in the Program Portal (i.e., Invitation Process Step 1).
  2. You enabled session visibility so applicants can see the session and select it (i.e., Invitation Process Step 4).
  3. You placed the applicant in the Invited & Ready for Scheduling status (i.e., Invitation Process Step 5).
  4. You sent the applicant an email invitation to interview and instructed them to log in to the Interview Portal (i.e., Invitation Process Step 3).
    • When you send interview invitations, be sure to instruct applicants to create their Interview Portal accounts at https://interviews.residencycas.com/login using the same email as their ResidencyCAS application. Additionally, consider adding a link to the Participating in Interviews guide for applicants, which provides key information about the portal

Enabling Session Visibility

ResidencyCAS Interview Portal - Session Visibility.

Invited & Ready for Scheduling Status​​​

ResidencyCAS Interview Portal – Invited and Ready for Scheduling Status.png    

Option 1: Allow Self-Scheduling

Prerequisite Tasks

To let applicants self-select their session, you must complete the following before you send them an invitation to interview:

  1. Add the applicants you will interview to the Interview Portal. 
  2. Create a session and ensure it's visible to applicants.
  3. Place the applicants in the Invited & Ready for Scheduling status. 
  4. Enable the self-scheduling option via Program Settings.

    ResidencyCAS Interview Portal – Enable Self-schedule.png

Self-Scheduling Process

Once the prerequisite tasks are completed, notify applicants through the Program Portal that they are invited to interview. Be sure to direct them to create their account at https://interviews.residencycas.com.

  1. 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.

    ResidencyCAS Interivew Portal – Selc-schedule Step 1.png

    ResidencyCAS Interivew Portal – Selc-schedule Step 2.png
     
  2. Upon accepting, the applicant selects their first choice session (even if there is only one option).

    ResidencyCAS Interivew Portal – Selc-schedule Step 3.png
     
  3. If you have multiple sessions, applicants choose a second choice in case their first choice becomes unavailable.

    ResidencyCAS Interivew Portal – Selc-schedule Step 4.png
     
  4. Once the applicant submits their preferences, they are confirmed for the session.  

    ResidencyCAS Interivew Portal – Selc-schedule Step 5.png

    Additionally, in your version of the Interview Portal, the applicant's confirmed session appears in the Applicants section. 

    2024-09-19_09-40-35.png

    Note that 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 (as pictured in step 4).

    ResidencyCAS Interivew Portal – Selc-schedule Step 6.png

Option 2: Manually Assign Applicants to Sessions

This process closely mirrors self-scheduling, except that once an applicant selects their first choice session, you must manually assign it. 

Prerequisite Tasks

Similar to self-scheduling, you must complete the following before you send applicants an invitation to interview:

  1. Add the applicants you will interview to the Interview Portal. 
  2. Create a session and ensure it's visible to applicants. 
  3. Place the applicants in the Invited & Ready for Scheduling status. 

However, unlike self-scheduling, you must disable the self-scheduling option via Program Settings.

Manual Assignment Process

Once the prerequisite tasks are completed, notify applicants through the Program Portal that they are invited to interview. Be sure to direct them to create their account at https://interviews.residencycas.com. 

From here, the process mirrors self-scheduling: 

  1. 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.
  2. Upon accepting, the applicant selects their first choice session (even if there is only one option).
  3. If you have multiple sessions, applicants choose a second choice in case their first choice becomes unavailable.

At this point, the process works slightly differently than self-scheduling: once the applicant submits their preferences, they are not automatically confirmed for the session. Instead, they see the program as pending.

ResidencyCAS Interview Portal – Manual Session Assignment – Pending.png

In your version of the Interview Portal, the applicant's preferred session choices appear in the Applicants section, and you can manually assign an option. 

PDF.png

Once you manually assign the session, it moves from Pending to Confirmed for the applicant.

Note that if you're using the Interview Portal to conduct your interviews, you can finalize the schedule so applicants can see their specific interview rounds and times.

 

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