Interview Manager: Schedule and manage interviews

Schedule, organize and track interviews from one place

Interview Manager helps you manage interview activities for a requisition from a single workspace. You can schedule interviews, generate recommended interview times, manage attendees, review interview details, and track interview progress throughout the hiring process.

Why it matters

• Manage interview activity from a single location.
• Reduce the time spent coordinating interviews.
• Schedule interviews more efficiently.
• Track interview status throughout the hiring process.
• Improve visibility into interview activities.
• Help move candidates through the hiring process faster.

Who it's for

• Interview coordinators
• Hiring managers acting as interview coordinators
• Program office users
• Managed Service Provider (MSP) users responsible for scheduling interviews

How it helps

With Interview Manager, you can:

• Schedule interviews for candidates.
• Invite required and optional attendees.
• Generate suggested interview times.
• Manage interview details and participants.
• Review supplier-proposed interview times.
• Modify or cancel interviews when plans change.

Before you begin

Before scheduling interviews:

• Verify that Interview Manager is enabled for your organization.
• Confirm that you have access to the appropriate requests and candidates.
• Ensure interview attendees maintain accurate calendar availability if your organization uses Outlook or Google Calendar integrations.

Understanding interview options

Interview Manager provides multiple options to help you schedule interviews based on your organization's needs.

Supported interview types

You can schedule interviews using the following interview types.

Custom interview types used in the past are no longer supported. Contact your Client Operations Manager (COM) if you have questions about custom interview type mappings.

Candidate- or supplier-provided information

You can choose whether the candidate or supplier provides interview details.

What this does: Determines who supplies the information needed to complete interview scheduling.

Why this matters: Gives you flexibility to support different scheduling workflows.

Multiple interview rounds

Depending on your organization's configuration, you may be able to schedule multiple interview rounds for the same candidate without waiting for a previous interview to finish.

If a candidate is disqualified during an interview, any remaining scheduled interviews for that candidate are automatically canceled.

What this does: Allows you to schedule additional interviews on the same day, later in the week, or at any future date in advance.

Why this matters: Helps you move candidates through the interview process more efficiently.

Understanding schedule recommendations

Generate interview recommendations using calendar availability

Interview Manager can use Microsoft Outlook 365® or Google Calendar® availability to suggest interview times that work for attendees.

Why it matters

• Spend less time comparing calendars.
• Find available interview times more quickly.
• Reduce scheduling conflicts.
• Improve scheduling accuracy.

How it works

When you request suggested interview times, Interview Manager evaluates attendees' availability and recommends times based on their calendars. Schedule recommendations are based on client attendee availability. Supplier availability isn't considered when recommendations are generated.

Recommendation priority

If Interview Manager can't identify a recommended time, you can manually add one or more interview time options.

Information used to generate recommendations

Interview Manager evaluates:

• Availability status
• Free and busy time blocks
• Working hours
• Time zone information

Using supported Outlook settings

Interview Manager uses Outlook time zone and working hour settings when generating recommendations. Custom time zone configurations aren't supported and can prevent Interview Manager from accurately identifying working hours, availability, and available interview times.

What this does: Uses Outlook availability settings to determine when attendees are available.

Why this matters: Incorrect settings can prevent Interview Manager from identifying suitable interview times accurately.

For the best results:

• Keep your Outlook calendar up to date.
• Use a standard Microsoft Outlook time zone.
• Ensure your working hours reflect your normal availability.
• Maintain accurate busy, tentative, and out-of-office events.

Verify your availability settings

If Interview Manager can't find expected interview times or availability appears incorrect, review your Outlook settings before manually scheduling an interview. 

To review your availability settings

1. Verify that you're using a standard Microsoft Outlook time zone.
2. Confirm that your Outlook working hours reflect your normal availability.
3. Review your calendar and verify that availability information is current.
4. Generate recommendations again.
5. If recommendations still aren't available, manually add interview time options.

To update your Outlook time zone

1. Open Settings in Outlook.
2. Go to Calendar > Working hours and location or Time zones.
3. Select a standard Microsoft Outlook time zone.
4. Save your changes.
5. Generate recommendations again.

Using a standard Outlook time zone helps Interview Manager accurately align working hours, attendee availability, and scheduling recommendations.

Accessing Interview Manager

As your program’s interview coordinator, you’re the primary user of the Interview Manager. You might be a hiring manager, a managed service providers or a program office user. You can find step-by-step instructions for managing interviews in this section.

From Beeline Classic

From the Request page, take one of these actions.

From the Hiring Manager Experience

1. Select the Candidates app, and then select the open request you want to view.

   

2. Locate the candidate you’re interested in, and then select Manage Interviews from the Take Action list. Interview Manager displays showing you only the candidate you selected. To see all of the candidates submitted to a request, select Show All Candidates in the upper right corner.

Scheduling an interview

Interview Manager helps you create interview requests, invite attendees, generate suggested interview times, and manage interview details from a single workspace.

Why it matters

• Reduce manual scheduling effort.
• Coordinate interviews more efficiently.
• Generate recommended interview times using attendee availability.
• Keep interview information in one place.

Before you begin

Before scheduling an interview:

• Verify that you have access to the request and candidate.
• Confirm the interview type and meeting details.
• If your organization uses Outlook or Google Calendar integrations, ensure that attendee availability information is current.

To schedule an interview

1. From the Manage Candidates section on the Candidates tab, locate the candidate.
   TIP: Use Search Candidates to find candidates by name, candidate status, interview status, or supplier.
2. Select Schedule.

   

   The Schedule Interview dialog opens.
3. Select an option from the Interview Type list.

   What this does: Determines how the interview will take place.  Why this matters: Different interview types require different information, such as a physical location or an online meeting URL.

    

4. Complete the interview details. Depending on the interview type, enter a location, meeting URL, or other required information.
5. Optional. Choose whether the candidate or supplier provides interview details.

   What this does: Identifies who provides the information needed to complete scheduling. Why this matters: Gives you flexibility to support different interview scheduling workflows.

    

6. Verify the primary contact in the Contact field. Your name displays automatically. Select another contact if needed.
7. Optional. Remove yourself from the attendee list if you do not need to attend.
8. Select Add Attendee.
9. Add attendees.
10. Specify whether each attendee is Required or Optional.

    What this does: Defines who participates in the interview and who must attend. Why this matters: Availability recommendations are based on the attendees you include, and attendees can better manage their schedules when participation requirements are clear.

     

11. Repeat as needed to add additional attendees.
12. Optional. Remove attendees who are no longer needed.
13. Optional. Generate interview time recommendations. 

    a. Select Add Date and Time Option.

    b. Select a meeting duration.

    c. Select a time window.

    d. Enter a start date.

    e. Select Show Suggested Slots.

    What this does: Identifies potential interview times based on attendee availability. Why this matters: Helps you find available interview times more quickly without manually reviewing calendars.

     

14. Optional. Remove suggested times you do not want to offer.

    

    TIP: Time zones are automatically considered when recommendations are generated. Invitations are delivered using attendees' local time zones.

15. Optional. Manually add interview time options:
    1. Select Add Date and Time Option. Additional fields automatically display in the Date and Time Options frame.
    2. Use the Date Calendar to select the date for the interview.
    3. Select the time you want the interview to begin from the Start list.
    4. Select an interview duration from the End list. The end time is automatically calculated for you.
    5. Select the local time for the region or country where the interview is taking place from the Time Zone list.
16. Optional. Schedule additional interview rounds.

    What this does: Allows you to schedule multiple interviews for the same candidate. Why this matters: Helps move candidates through the interview process faster.

    
    TIP: This option may or may not be available based on your Enterprise configuration.

    

17. Optional. Add attachments:
    1. Select Add Attachment.
    2. Navigate to the file you want to attach and then select Upload.
    3. Add a label for the attachment in the Title field.
    4. Select Save. By default, the attachment is hidden from the supplier.
    5. Optional: Toggle the Make Visible to Supplier button to make the attachment available to the supplier.

    What this does: Provides interview participants with supporting files such as résumés and CVs. Why this matters: Gives attendees access to information they may need to prepare for the interview.

     

18. Optional. Add comments you want to send to the supplier.
19. Optional. Select Save for Later if you need to complete scheduling later.
20. Select Send Invite.

Result

The interview request is sent to the supplier. After the supplier confirms the interview, attendees receive interview notifications based on your organization's configuration. The notification also indicates whether their attendance is required or optional.

Viewing interview details

Use interview details to review interview schedules, attendees, locations, interview methods, and other interview information.

Why it matters

• Confirm interview details before meetings occur.
• Verify locations, attendees, and interview times.
• Review interview information without editing the interview.

To view interview details

• Select the Pending tab, and then select the Details button.
  OR
• Select the Scheduled tab, and then select the Interview link.

Result

The Interview Details dialog opens and displays the interview information.

Modifying an interview

Modify interview details when plans, attendees, locations, or interview times change.

Why it matters

• Keep interview information accurate.
• Update attendees when schedules change.
• Ensure participants receive the most current interview details.

To modify an interview

1. Navigate to the Interview Details dialog by taking one of these actions:
   • Select the Pending tab, and then select the Details button.
     OR
   • Select the Scheduled tab, and then select the Interview link.
2. Select the Edit link for any information you want to modify.
3. Change the information
4. Select Save.

5. Close the dialog.

Result

Interview Manager saves the updated interview information.

Canceling an interview

If an interview is no longer needed, you can cancel it and notify the appropriate participants.

If an interview is no longer needed, you can cancel it and notify the appropriate participants.

Why it matters

• Prevent unnecessary interview activity.
• Notify affected participants.
• Keep interview records current.

To cancel an interview

1. Navigate to the Interview Details dialog by taking one of these actions:
   • Select the Pending tab, and then select the Details button.
     OR
   • Select the Scheduled tab, and then select the Interview link.
2. Select Cancel this Interview. A Cancel Interview dialog box displays.

   What this does: Stops the interview from moving forward. Why this matters: Ensures attendees, suppliers, and other participants know the interview is no longer taking place.

    

3. Enter remarks explaining why you’re canceling the interview in the Comments field.
4. Select OK.

Result

Interview Manager cancels the interview and sends notifications based on the interview's status and your organization's configuration.

Reviewing supplier-proposed interview times

Suppliers can propose alternate interview times when the original options do not work.

Why it matters

• Keep the interview process moving.
• Reduce scheduling delays.
• Quickly identify acceptable alternate interview times.

To review proposed times

1. Select the Pending tab.

2. Locate the interview.

3. Select Review and Accept Time Slot.

4. Review the proposed interview times.

5. Select the date and time you want to use.

6. Select Accept Time Slot.

   What this does: Confirms the selected interview time. Why this matters: Allows scheduling to move forward and informs participants of the selected interview time.

    

7. Optional. If none of the proposed times work, select Cancel and edit the interview.

Result

The selected time is accepted and the interview continues through the scheduling process. Notifications are sent according to your organization's configuration.

Explore more…

• About Interview Manager
• Respond to interview requests
• Understanding the Outlook integration
• Microsoft Outlook Integration FAQs