Sending interview invitations

Learn how to invite candidates to complete a video interview using the stand-alone platform or integrated with the ATS.

Sending invitations via the stand-alone platform

If you are using VI as a stand alone platform you will need to use the following steps to invite candidates to carry out your video interview.

1 - Create a Position

From the menu on the left-hand side of the screen select Positions.  

2 - + Create Position

With your cursor select the green + Create Position icon at the top left of your screen.

3 - Name

Enter the name of your position in the white blank field and select the green Create icon once you have finished.

4 - Position created

At this point you will be presented with a new screen prompting you to assign your interview.

5 - Video interview

Select the relevant video interview from the right-hand side of the screen.

  

and complete the positions details and configuration

6 - Invite candidates

You can invite candidates via email to carry out your interview from the Positions screen.

At the top of the screen there is an orange banner - at the bottom right of the banner is a button + Add candidate, select it.

7 - Invite screen

You will be presented with a new screen where you have 2 options;

1. Import a CSV file of candidates.
2. Add and invite candidates individually.

Import

Select the import button and you will be presented with a pop-up, the pop-up shows you exactly how your CSV file must look in terms of format in order for it to be imported successfully.

If you choose the import option (because you want to send a bulk invitation), prepare your CSV file ensuring the format is correct and then revert to selecting the Import button and Choose File, you will then need to select your CSV file from your own computer (wherever you have saved it).

8 - Add candidates - individually

If you want to add candidates individually simply enter the email address, first and surname.

You can still add more than 1 candidate on an individual basis, just keep selecting the Add another button.

To remove a candidate, select the Delete button.

See image below.

9 - Interview open and expiry dates

Next you need to enter the interview open and expiry dates, think about how long you want to allow your candidate to complete the interview.

If you set the end date as the 30th, the video interview will expire at 23:59:59 on the 30th.

10 - Email

The final step is to send an invitation via email so the candidate is notified, select the drop down arrow and select Default invitation email.

11 - Email invitation

You will be presented with a pop up which you can manually format to your own communication style so that it represents your organisation.

Please ensure that the link remains within the content as the candidate will select this to carry out your interview.

12 - + Add Candidates

Once you are happy with the email content, select + Add candidates.

A green pop-up will appear in the bottom right of your screen letting you know your submission has been successful.

Any candidates that you add directly to the VI platform will appear in the candidate menu if you search by name.

Sending invitations via the ATS

Once your video interview has been created you need to assign the interview to the relevant job within the ATS.

1- Assigning a video to a job

On the first page of the job creation process scroll down to Job Application Settings and Tribepad Video Interviewing.

From the drop-down menu select your video interview.  At this point you can continue with the job creation process and publish your job.

You can also assign video interviews to the candidate’s application journey, if you would like that feature enabled, please speak to your Account Manager at Tribepad.

2 - Sending invitations

Once you are ready to invite candidates to your interview, select the relevant job from your Job List. and navigate to the candidate view, most likely those candidates in the Shortlist stage.

Select the check-box next to the candidate/s that you would like to invite and then select the cog menu that has now become available.

Scroll down the list of options to Video Interview Options, move across to the right to expand the menu and you will see the option to Send Video Interview Invites.

The other options will be unavailable simply because this is your first attempt at sending the relevant candidate an invitation, once you have sent one, you will have options to;

• Resend the invite.
• Extend the expiry date.
• Withdraw the interview.

See image below.

3 - Email

Once you have made your selection you will be presented with a pop-up invitation.

The start and expiry dates will be populated by default, you can edit the dates if you would like to.

You can also edit the main content however, ideally, the email will have already been formatted within the Manage platform in advance.  The Manage platform holds all of the emails driven from the ATS which can be modified by our customers. 

It’s really important that the Interview URL remains in the content of the email.

If you would like to attach a document, select Upload files, perhaps you would like to add some additional guidance for example.

Once you are happy with the invitation you can select Send.

As soon as the interview has been sent an icon will appear against the candidate/s name;

Hover over the icon to view some information about the interview.

The icon will change colour depending on the interview status.

You will also be able to view the status of any scoring criteria.

Note:

Once you have sent your invitation, the following options also become available from the same menu;

• Resend VI interview invites.
• Extend VI expiry dates.
• Withdraw invite.