Sharing Interview Schedules with Applicants

Step 1: Creating Email Templates to Notify Applicants of Interviews in WebAdMIT

Part of sharing interview information with applicants in the CAS Applicant Portal includes notifying them of the interview. While applicants will receive notifications and alerts within the application, it is a best practice to also send an interview email directly from you via WebAdMIT.

To simplify this process, when creating an interview template, you can add an email template to be sent when you assign the interview to an applicant (either as a school-scheduled interview or an applicant-scheduled invitation). See the Creating Email Templates article to learn how to create email templates and review Using Interview Merge Fields in Email Templates for best practices for Interview mail merge fields.

You will want to customize your email template depending on how you choose to share interview information. For example, if you create an interview template where you select the interview date, time, and location, you can customize the email template to include that data as merge fields.

Conversely, if you allow applicants to self-select their interview date and time, you'll want to have a more generic email template with a call to action.

Step 2: Creating Interview Templates That Share Interview Data in WebAdMIT

Before proceeding, first review the Creating Interview Templates section of the Managing Interview article to learn how to set up a basic Interview template and best practices.

We also recommend that you first create and test the Interview template and associated emails in the WebAdMIT prelaunch environment to confirm that it is configured correctly. You can make limited edits to Interview templates once they're assigned to applicants.

To create an interview template that shares interview data in the CAS Applicant Portal:

1. Using the Menu Bar, open the Management panel, then click Interviewing.
2. Click New Interview Type.
3. Enter an internal name.
4. Select the Template can be shared with the CAS checkbox.
5. Enter an external name for the template; this is what the applicant will see in the CAS Applicant Portal.
6. Select an email template that will automatically be sent to applicants that alerts them to your interview information in the CAS Applicant Portal.
7. Select the associated programs. If you don't select programs when you create your Interview, your template is marked as deactivated. Once you reactivate it, the template will automatically have all programs selected. Additionally, if you deselect all remaining activated programs, the template is marked as deactivated.
8. Add schedule information. You must:
   • Select dates and enter start times.
   • Enter a maximum seat number for each time slot. This prevents you from over-assigning this date/time.
   • For the Allow Applicant Selection checkbox:
     • If you select an applicant's interview date and time, you must select this checkbox for at least one time slot (applicants will still only see your selection in the CAS Applicant Portal).
     • If you allow applicants to self-select their interview date and time, then select this checkbox for all dates and times you want applicants to choose from.
9. Select your program's interviewing time zone. Applicants will see this next to the dates and times, and can compare it to their own time zone.
10. Select if you want to use locations, where you can record where Interviews occur (e.g., Room 121B, North Campus, Zoom, etc.).
    • If you select an applicant's interview date, time, and location, then applicants can see the location in the CAS Applicant Portal.
    • If you allow applicants to self-select their interview date and time, you must wait until the applicant selects and saves their interview information before you can select the location in WebAdMIT.
11. Then, configure the rest of your Interview template, using guidance from the Creating Interview Templates section of the Managing Interview article.

Step 3: Assigning Interviews That Share Interview Data in WebAdMIT

Once you create your interview template, assign it to applicants so they can view their interview information in the CAS Applicant Portal. See the Assigning Interviews section of the Managing Interviews page for guidelines and best practices, including how to assign interviews individually and in batch.

If you want to select the applicant's interview date, time, and location:

1. Navigate to the Applicant Details page.
2. Go to the Interviews panel.
3. Click New Interview. This button only appears when at least one Interview Type exists for the applicant's designation.
4. In the window, select the interview template from the drop-down.
5. Select the Share interview details with the applicant checkbox.
6. Select the Send email? checkbox. The email you attached to the interview template will automatically be sent once you save this interview window.
7. Select the interview date, time, and location (if applicable).
8. You can also assign the interviewer, though applicants will not see their interviewer's name in the CAS Applicant Portal; be sure to review the Working with Interviewer Availability section of the Managing Interviews page for guidelines and best practices.
9. Click Submit to save or click Cancel to discard.

If you want the applicant to self-select their interview date and time:

1. Navigate to the Applicant Details page.
2. Go to the Interviews panel.
3. Click New Applicant Sched Interview. This button only appears when at least one Interview Type exists for the applicant's designation.
4. In the window, select the interview template from the drop-down.
5. Select an expiration date for the interview schedule invitation. Applicants have until this date to log in to the CAS Applicant Portal and select their desired interview date and time.
6. Select the Send email? checkbox. The email you attached to the interview template will be sent automatically when you save this interview window.
7. Click Submit to save or click Cancel to discard.

If an applicant cannot or does not wish to select their own interview date and time, you can delete the applicant‑scheduled invitation from the Interviews panel and then create a standard New Interview where you select the interview date and time for that applicant instead. This lets you switch from applicant‑scheduled to school‑scheduled while still sharing details with the CAS Applicant Portal.

Step 4: Applicant Interview Notifications in CAS Applicant Portal

Once you assign your interview template to an applicant, the applicant will be notified of your interview in several ways.

• Via the email you attached to the interview template.
• Via a notification from within the CAS Applicant Portal.
  
  You select the interview date, time, and location
  
  
  
  Applicant self-selects their interview date and time
  
  
  
  
• Via a What's Next tile on the applicant dashboard with a link to the My Interviews section.
  
  You select the interview date, time, and location
  
  
  
  Applicant self-selects their interview date and time
  
  

Step 5: Applicants View and Schedule Interviews from the My Interviews Section in CAS Applicant Portal

Applicants can view all their program interviews within the CAS Applicant Portal. To access them, they can either:

• Click the View My Interviews or View Interview Invitations link under the What's Next tile on the dashboard.
• From the Applicant Menu (person icon), click the My Interviews section.

If you selected the applicant's interview date, time, and location, they can view that information here:

If you allow the applicant to self-select their interview date and time, they can click the Schedule button to select their preferred interview date and time. Note that:

• The available time slots are pulled from WebAdMIT in real-time.
• If an applicant has a time slot selected, but another applicant selects and saves it first, the original applicant will be prompted to choose another time slot from the remaining available options.
• If no time slots remain (e.g., all time slots have been filled or the interview was removed), then the applicant sees a message indicating that no interview times are currently available.
• If your chosen expiration date for the interview invitation in WebAdMIT passes, the invitation appears as expired in the My Interviews page, and the applicant cannot select a time. If you want to remove the interview from the My Interviews page, then delete it from the Interviews panel in WebAdMIT.

Step 6: Viewing Applicant-Selected Interview Date and Time in WebAdMIT

If you allow applicants to self-select their interview date and time, that information appears in WebAdMIT once they save their selection in the CAS Applicant Portal.

Before the applicant selects an interview date and time:

After the applicant selects an interview date and time (you can then edit the interview template to include a location and interviewer, if desired):

Note that applicants cannot cancel or reschedule their interviews from the CAS Applicant Portal; instead, they need to contact you directly, and you can make the change in WebAdMIT. If you delete the interview assignment or change the date and time, then the original time slot becomes available for other applicants to select from.