Assigning interviewers and feedback forms to a stage

Choose the feedback form for an interview stage, name the interviewers on each event, and see what those interviewers receive.

Two things make an interview stage work: a feedback form on the stage, and named interviewers on the events that candidates are booked into. The form decides what interviewers are asked afterwards. The interviewers decide who is told about a booking, who gets a reminder and who is allowed to submit feedback. This article covers both, and who can change them.

What to have ready

You need a feedback form template. Templates are built under Settings then Feedback Forms, as described in "Interview feedback form templates". You also need the interviewers on the job's team. The interviewer pickers only list people who have been added to the job, so add them first on the job's Team step (or the Team tab) using Add Member. Choose Interviewer, Recruiter or Hiring Manager under Role in this job. Agency users cannot be added to a job team.

Choose the feedback form for a stage

1. Open the job's Pipeline step and find the stage whose type is Interview.
2. Open the Feedback Form (optional) list. It shows the interview feedback templates available to your organisation. It does not offer shortlisting checklists or video interview templates, because those belong to other stage types.
3. Choose a template, or choose None to take the form off the stage.
4. Save the pipeline.

To give every new job the same form, attach it to the Interview stage of a pipeline template instead, using Interview Evaluation Form (optional) in Settings then Pipeline Templates. Jobs that already exist keep what they have.

The same form can be used on as many stages and jobs as you like. Pass Threshold and Minimum Respondents, which sit beneath the form on the stage, are covered in "Interview feedback form templates".

When a stage has no form

An interviewer who opens the feedback page for that stage sees No feedback form for this stage, with a line explaining there is no scorecard to complete. Nothing can be submitted. The interview still appears on the interviewer's Feedback Required list with a Submit Feedback button, so the empty page is usually the first sign of the problem. Attach a form to the stage and ask them to reload.

Who can change these settings

Which stage settings and team members a person can change depends on their role and on the job's status. The form on the stage and the job team follow the same rules.

Interview events are stricter and do not depend on job status: only Admin and HR users can create, edit, publish or delete them. Hiring leads, recruiters and hiring managers on the job cannot save changes to an event.

Name the interviewers on an event

Interviewers are set on each event, not on the stage. This applies to Slot-based and Static events. Calendar availability events work from the calendars of their hosts and have their own form.

1. Open the job and go to the Events tab. Select Create Event, or open an existing event from the list.
2. Under Required Attendees, tick everyone who takes part in this interview. On a Slot-based event each person shows Calendar synced or No calendar, depending on whether they have connected a calendar.
3. Choose a Primary Interviewer from the dropdown, or leave it on No primary interviewer. Choosing someone also ticks them under Required Attendees, and their tick cannot be removed while they are primary.
4. Save the event, then select Publish when it is ready.

Publishing is refused with Set a primary interviewer or pool before publishing. until at least one person is named. A Slot-based event also needs at least one time slot before it can be published. On a Slot-based event, the primary interviewer's calendar decides which times candidates can book.

How the interviewer for an invitation is chosen

Every invitation is tied to one interviewer. Recruit picks that person when you invite a candidate, in this order:

1. The event's Primary Interviewer.
2. Otherwise, the first person in the event's Required Attendees.

People whose accounts have been deactivated are skipped, so a leaver never becomes the interviewer on a new invitation. If nobody qualifies, the invitation is not created and you see a message that the event has no interviewer configured. Name a Primary Interviewer or a Required Attendee on the event and invite again.

Who is told what

• The candidate receives the invitation email with the booking link, and later a confirmation of the booked time.
• The chosen interviewer receives an email as soon as a candidate is booked, whether the candidate picked the slot or a recruiter booked it, and whatever the interview format. It carries the candidate's name, the job, the date, the time and the location.
• For online interviews, the meeting is created on the Primary Interviewer's connected calendar. If theirs is not connected, Recruit tries the Required Attendees in turn and uses the first connected calendar. With none connected, no meeting is created.
• Reminders go out 24 hours before a booked interview to the chosen interviewer, to any hosts on the event and to every Hiring Manager on the job's team.

Required Attendees beyond the first are not emailed about bookings or reminders by Recruit. If they need to know the time, tell them or add them to the meeting yourself.

Each person controls the two emails they receive under Settings then Notifications: Interview scheduled and Interview reminder. Where your organisation manages notifications centrally, those switches are read-only. If a candidate's identity is hidden from someone because of confidential shortlisting, their email shows a label in place of the name.

Who can submit feedback

Admin and HR users can submit feedback on any interview. A Member can submit only when they are named on the event the candidate is booked into, as Primary Interviewer, Required Attendee or host. Anyone else sees You are not assigned to interview this candidate. Each person can submit once per candidate and stage.

What an interviewer sees

Admin, HR and Member users have Interviews in the main navigation. Agency users do not. The page shows the interview calendar, then Feedback Required, then Completed Interviews.

An interview appears under Feedback Required when all of these are true: the candidate is still in an interview stage, they are booked into an event, the start time has passed, and you have not yet submitted your own feedback. Once a candidate moves to another stage the interview leaves the list. Each row shows the candidate, job, stage and date. Submit Feedback opens the scorecard from the stage's form: its description, the questions, an Overall Recommendation and Additional Notes. After you submit, Recruit takes you to the candidate's Notes & Feedback tab, and the interview moves to Completed Interviews, where View Feedback shows it read-only.

Admin and HR users see every interview on every job they can access. A Member sees the interviews on jobs where they are on the team as a Recruiter or Hiring Manager. The Recruiters on the job team are emailed when anyone submits feedback, unless they have switched off Interview feedback completed.

If something looks wrong

• An interviewer is missing from the pickers: add them to the job team first.
• Publish is greyed out or refused: the event has no Primary Interviewer and no Required Attendees, or a Slot-based event has no time slots.
• You cannot change the form on a live job: only Admin and HR can. A hiring lead has to ask one of them.
• An interviewer cannot submit: check they are named on the event the candidate is booked into. Being on the job team is not enough for a Member.
• An interview is missing from Feedback Required: the candidate may have moved stage, or the start time may not have passed yet.