Learn all about our new video interviewing feature. đź“–Reading Time: 15 mins
đź“‘ Contents
🟣 Introduction
➡️What is Video Interviewing Integration?
Willo Video Interviewing is a third-party video interviewing solution now integrated within the Tribepad ATS. This integration replaces our previous video interviewing system, providing a specialised and seamless experience for recruiters and candidates.
The integration allows recruiters to create and manage video interviews directly within the Tribepad ATS, ensuring a smooth and efficient hiring process.
➡️ Why Use Our Video Interviewing Integration?
- Enhanced Functionality – Willo is a dedicated video interviewing platform offering more advanced features than our previous system.
- Seamless ATS Integration – Once switched on this integration works through our ATS, making it intuitive and easy to use.
- Automation & Efficiency – Video interviews can be set up to automatically send to candidates when they are moved to a new bucket, reducing manual effort.
- Ease Of Use – Recordings of candidates interviews are accessible from the candidates profile on the job within the ATS, making it quick and easy to watch them and fill in your score cards.
- Improved Candidate Experience – The ability to complete a video interview at a time that suits the candidate helps to streamline their application journey.
🟣 How to Use Video Interviewing Integration
➡️ How To Set Up Your Video Interview Integration & Questions
In order to set up the (new) Video Interviewing functionality you will need to set up the Integration.
To get started head to “Tools” followed by “Integrations”:
You will be taken to the “Integration Instances” page, where you will need to click on the purple “+” icon to create an integration instance:
You will now be taken to the “Create Integration” pop-up, where you will need to click on “Video Interview”:
You will now need to fill in all of the details to create your instance, including naming it, setting the department and language:
You will also need to add an “Intro Video” - this will need to have been previously recorded and hosted on a site such as Youtube or Vimeo.
You have the option here to set a deadline that this interview will be live from and add a further description if needed:
You will now need to add your Video Interview questions, start by clicking the purple “+” button:
Once on the “Add New Question” pop-up you will need to:
- Enter your question under “title”
- Choose whether you would like your question type to be video or audio
- Enter what order you would like this question to sit eg. for the first question you need to enter “1” here
- The maximum duration of the recording - this is listed in hours
- The maximum amount of retakes allowed - you can enter any number here
- The amount of thinking time allowed to answer this question - this is in seconds
Once you are happy with the above, click on “Create Question”:
You will now see your question listed, with all of your specifications underneath; such as question type, response length, amount of retakes allowed & order.
If needed you also have the option to edit your questions, using the “pencil” icon (1) or delete your questions using the “bin” icon (2) on the right:
Next you have options to amend how this integration will display on your ATS, for this example we have put “VI” for how we would like this icon to show:
Your final steps are to create “Integration Rules” by clicking on the purple “+” icon or the “Create Rule” button:
To start adding your new rule, create a name for it.
You will then need to add your conditions, for this example we are setting up Status > Equals > Received for our “Conditions - 1” followed by “Set Label Colour” and “Scorecards” for our “Actions - 2”.
Once you are happy with the above click “Create Rule”.
You will now see your Integration Rule listed.
If needed you also have the option to edit your integration rules, using the “pencil” icon (1) or delete your integration rules using the “bin” icon (2) on the right:
If you are happy with all of the above simply click on the “Create Integration Instance”:
You are now ready to set up your Score Cards for internal use.
➡️ How To Set Up Your Score Cards
Score Cards are used internally by hiring managers to score candidates video interviews in order to make hiring decisions.
To set up your Score Card, head to “Tools” on the ATS and click on “Score Cards”:
You will then see the following screen, click on the + symbol or “Create new score card”:
You will be taken to the “Create Scorecard” screen, where you can start editing your preferences:
At the top, after naming and creating a description, you need to choose the “type” of scorecard you would like to use:
As you can see, you have the option to score either numerically 1-5, stars 1-5 or via yes, no or maybe.
Once you have completed the above, it’s time to create your Question(s) (1):
In order to add more than one question, simply click the “+ Add” button (2).
Once you are happy with all of your questions, simply click “Create” to complete the process.
➡️ How To Add Video Interviewing To A Job
Video Interviewing functionality can be added to new jobs or by editing previously created jobs.
To get started head either to “Jobs” and “Add A New Job” or head to “Jobs” and “View Job List” to view the relevant job, scroll down to “Job Application Settings”, scroll down again until you get to the “Questionnaires” button and click on this (1):
You will then see a pop-up. First click on the “Type” drop down and select integrations (1), you will then need to click on the “Integrations” drop down and select your Video Interviewing integration (2) (this will be called whatever you chose to name this when setting up the integration) and finally click on the “Candidate Type” drop down (3) to select whether you want Video Interviews to be completed by External, Internal or all types of candidates:
Once you have clicked “add” you will see that your Video Interview Integration has now been added to your application flow:
This will automatically add your integration to the bottom of your application flow, but if needed you are able to move this using the 3 lines and arrow icon.
To move this to post application, drag the box to the bottom (just below personal statement) (1):
You now also have the option to automatically trigger a Video Interviewing at different stages if needed. To do this, simply click on the toggle to select “Auto” (1) and then select at what stage you want an interview to auto-trigger to the candidate.
To complete the process of adding Video Interviewing to your job, scroll to the bottom of the page and click on “finish/save and continue later” or “next” depending on whether you are editing a previously created job or creating a new one.
For further information about the Job Creation process 🖱️click here.
➡️ Viewing Candidate Submissions & Completing Score Cards
Once a candidate has completed their video interview you will get a notification in the notification system.
You will then be able to view a candidate's score card and interview via their profile under the relevant job.
To do this hover over the purple “VI” icon next to a candidate's name, this will bring up a link to the video interview recording as well as a mini score card:
To view the candidates video interview recording, simply click on the “recording link” button, this will then take you to a separate site to view:
Once you have viewed the candidates submission, head back to the ATS where you can view and complete the score card.
Under the review section of the mini score card you will see information such as:
- An average score that they have received (1)
- With the ability to view further information by clicking on the magnifying glass icon
- The score you have given to the candidate (2)
- With the ability to fill this in or edit this information by clicking on the pencil icon
To view the score card in more detail click on the magnifying glass icon, this will take you to a full score card where you can see how others have filled this in:
To complete the scorecard yourself, click on the pencil icon on the mini score card, this will take you to the full scorecard for you to complete:
To fill out the scorecard click on the relevant number or star scale or thumbs up or down (1) (this will be based on how the score card was previously set up), make sure to also fill in any relevant comments (2):
Once you are happy with your score and comments click either “save and continue later” or “complete”:
Once you have completed your score card you will be able to view your submission under the “Review” section of the mini profile:
As more score card submissions are completed, the average score will also change:
🟣 Candidate Invitation & Interview Process
Once you have completed your actions on the ATS ( for example shortlisting or inviting to interview depending on how you set up the integration) the candidate(s) will receive an email inviting them to a video interview:
Once they click the “Complete Assessment” button found at the bottom of the email, they will be taken to Willo where they will need to complete the video questions as set up by you:
At this stage your candidate will see a welcome video from someone at your organisation as well as information about the process, and then a “continue” button to get going.
After selecting the “Continue” button the candidate will be taken to a page with helpful hints and guidelines on how to record the best video or audio interview that they possibly can.
They will also be able to see how many questions to expect in the top left hand corner, and after scrolling to the bottom the ability to “practice with a sample question” before selecting the “Get Started” button:
After selecting the “Get Started” button the candidate will be taken to the first question. In this example we’re going to look at a Video question:
As you can see the question is listed with a “Record Now” button just below, and the candidates camera and microphone settings to the right.
The candidate will also see how much time they have to answer, and how many attempts they have:
When the candidate is ready to record their answer, simply select the “Record Now” button, a countdown will appear over the camera so that they can prepare:
Once the candidate has finished recording their answer, they must click the “Stop Record” button. They will then have the option to either save and continue or re-record:
Once “Save and Continue” has been pressed the answer will be uploaded and the following screen will be visible:
There is also the option to use Audio questions, where a candidate only needs to record their voice, rather than a video:
The process to record an audio answer is the same as the video example. Once a candidate presses the “Record Now” button, they will see a countdown to prepare. Once they are happy with their recording, they simply need to click “Stop Record” and either “Save & Continue” or “Re-Record” their answer:
Once all of the questions have been answered and recorded the candidate will have the opportunity to review their answers:
When they are happy with all of their answers they can save for later or go to the next step to submit their interview.
After the candidate has completed and submitted their video interview, they will see a screen to confirm completion as well as receiving an email to confirm receipt of this also:
