Managing Interview Availability and Meetings: A Guide for Hiring Managers
As a hiring manager, you're responsible for approving interview availability, and showing up to the interview. This guide will walk you through how to approve availability, handle rescheduling, manage limited availability, and outline the actions you can and cannot take.
Approving Interview Availability
When a recruiter moves candidates to a stage where you’ve been selected as the host (hiring manager), Taira will send you a message inside MS Teams. Here’s how to approve interview times:
Receive a Notification: When candidates are moved to the next stage, Taira will notify you in MS Teams that it’s time to approve your availability.
Click "Select Times": You’ll be prompted to click the "Select Times" button to begin approving your availability.
Choose Time Slots: From the available options, select the times that work best for you.
Click "Approve": After selecting your preferred times, click "Approve".
Candidate Notification: Once you approve, the candidates will receive an invitation to schedule their interview.
Here is a video describing the process. 👇
Rescheduling Meetings
If you need to reschedule a meeting, here’s how to do it:
Click "Reschedule": On the confirmation screen, click the "Reschedule" button. This will open the scheduling form.
Select New Times: Choose new available times for the interview.
Click "Reschedule": After selecting the new time slots, click "Reschedule".
Notify Candidates: Candidates will receive a notification about the rescheduled interview.
Here is a short video describing the process. 👇
Alternatively, to see all scheduled meetings:
1. Click the "meetings" tab
2. Click the "Scheduled Meetings" sub tab
3. This will show you all of your scheduled meetings. Click the "Reschedule" button on a meeting you want to reschedule, then update any necessary fields, and click "Reschedule"
Handling Limited Availability
Sometimes, you may encounter limited availability while approving interview times. Here’s how to handle it:
Warning for Limited Slots: If there are more available time slots than candidates, a warning will appear in the scheduling form.
Adjust Interview Duration or Participants: If needed, adjust the interview duration or adjust the participants to add more time slots.
Overbook with Targeted Slots: You can select “targeted slots” and overbook an unavailable time on your calendar if necessary.
Minimum Slot Requirement: Even if you have fewer slots than candidates, you must select at least one available slot for each candidate.
No Slots Available: If a candidate tries to schedule and no slots are available, Taira will notify you to add more slots.
Candidates Requesting Additional Slots: If a candidate requests more slots, Taira will alert you to add more.
Best Practice: It’s ideal to provide at least one-time slot for each candidate. If possible, offer three-time slots to ensure flexibility for the candidates.
Actions You Can and Cannot Take as a Hiring Manager
As the hiring manager, you have certain responsibilities and actions that are available to you. Here's what you can and cannot do:
Allowed Actions
If you’ve been assigned as the host of a meeting, you are authorized to:
Create a Meeting
Approve a Meeting
Edit Meeting Details
Reschedule a Meeting
Cancel a Meeting
Restricted Actions
Even if you are the host, you cannot interact with a meeting that:
You have canceled.
The TA has deleted
The candidate has deleted
You may also not delete a meeting
Important: You will only see the meetings that you have been assigned to as the host.
By following these guidelines, you’ll help ensure that the interview process runs smoothly and that both you and the candidates stay well-informed throughout the process.
Feel free to reach out to us with any questions via our Live Chat support or at help@myinterview.com. 💪