This article provides a comprehensive guide to creating, publishing, and managing Interview Guides within the Recruitment module. Understanding and utilising this functionality allows you to standardise your interview process, ensure consistent evaluation of candidates, and equip your hiring managers with the tools they need to succeed.
How to Create an Interview Guide
Navigate to Administration → Recruitment → Interview Guides.
Select the New Interview Guide button to begin.
In the Settings tab, enter a clear and descriptive Name for your guide (e.g., "Phone Screen - Marketing Manager" or "Final Round - Senior Developer").
You can optionally enable scoring for the guide. Tick Enable Section Weighting to assign a weight to each section, or tick Enable Question weighting for each section to weigh individual questions.
Switch to the Questions tab to build the structure of your interview.
Select Add New Section. Give the section a title, such as "Introduction," "Technical Skills," or "Closing Remarks."
Within each section, select Add New Question. For each question you add, you can choose to enable a rating scale by ticking the Enable Rating checkbox.
After you have added all necessary sections and questions, select Publish in the top right corner to make the guide available for use.
How to Edit a Published Guide
Once an interview guide has been published, it cannot be directly edited. To make changes, you need to create and publish a new version.
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you wish to change click Actions → View → Create Draft
A pop-up will appear, confirming you want to change the status to Draft Mode
Make your desired changes to the settings, sections, or questions.
Once you are finished, select Publish. The new version will now be available for any future interviews that are scheduled.
Click the Discard Draft should you want to discard any changes you've made to the interview guide.
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Important Note: The updated guide will automatically apply to any new requisitions created after it is published. For any jobs you already have open, you'll need to manually select the updated guide when you schedule the next interview to ensure you're using the latest version.
Editing Draft Interview Guides
Interview guides that show a Status as "Draft" indicates that they are yet to be published and available to be used. Should you want to make adjustments to an Interview Guide that is yet to be published
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you wish to change click Actions → View → Edit
Make the required changes to either the Settings or Questions
Ensure to Publish the article to allow the system to reflect the changes
Managing Question Sections in Interview Guide
Editing a Question section
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you wish to change click Actions → View → Edit → Questions
Click the Pencil icon and make the required adjustments to the question section
Deleting a Question Section
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you wish to change click Actions → View → Edit → Questions
Click the Bin Icon to delete a Question section from an Interview Guide
Moving a Question section
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you wish to change click Actions → View → Edit → Questions
Click the Arrow icons to move and adjust the order in which questions appear in the Interview Guide
AI-Generated Interview Guide Questions
Navigate to Administration → Recruitment → Interview Guides
Create a new guide or edit an existing one.
Go to the Questions tab. In the toolbar for any question section, click the new AI icon.
A window will appear with five AI-generated question suggestions. These suggestions are based on the Interview Guide Title, the Section Title, and the Section Instructions.
From here, you can:
Use the "Select all" checkbox to add all five questions.
Individually check the boxes for the questions you want.
Click the Regenerate icon next to any question to get a new suggestion.
Click "Insert Selected" to add the questions to your guide.
Once added, the questions are fully editable. You can change the wording, delete them, or click the AI icon again to generate even more ideas.
Troubleshooting a Guide That Won't Publish
If the 'Publish' button is unavailable, it is typically for one of two reasons:
Empty Question Sections: Check every section in your guide. If a section is intended to contain questions, it must have at least one question inside it before you can publish. Sections designed only for commentary, like an "Introduction" or "Conclusion," should contain instructional text for the interviewer instead of being left as an empty question section.
Incomplete Weighting: If you have enabled "Section Weighting" or "Question Weighting," you must assign a percentage value to every section or question. The total weighting for all sections must add up to exactly 100%. Similarly, within a single section, the total weighting for all its questions must also add up to 100%. The guide cannot be published if the total is 99% or 101%.
Viewing Interview Guides
To check the settings or the sections of an interview guide, follow the guided steps below:
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you wish to change click Actions → View
Click either the Settings or Questions tab
Deactivate an Interview Guide
If a guide is no longer needed, you can archive it to keep your list of available guides clean and current.
Navigate to Administration → Recruitment → Interview Guides.
Find the guide you want to remove from your active list.
On the right-hand side, click the Actions → Deactivate
A confirmation pop-up will appear. Click Ok to confirm. The guide will be moved to your Inactive list and will no longer be available for selection on new requisitions.
Reactivate an Interview Guide
If you want to reactive an interview guide, follow the steps below:
Navigate to Administration → Recruitment → Interview Guides.
Click All drop-down (located next to the Search Box)
Select Inactive → Actions → Reactivate
A confirmation pop-up will appear. Click Ok to confirm. The guide will be moved to your Active list andbe available for selection on new requisitions.
Frequently Asked Questions (FAQs)
What is the difference between an Instructional Section and a Question Section?+
An Instructional Section is for providing guidance to the interviewer, such as an introduction script or closing remarks. A Question Section is for listing the specific questions to be asked and, if you choose, rated by the interviewer.
I've updated an Interview Guide, but when I schedule an interview for an existing job, the old guide still appears. Why?+
Changes to an interview guide will only apply automatically to new requisitions created after the updated guide was published. For any existing requisitions, you will need to manually select the new version of the guide when you schedule the interview.
How is the final interview score calculated?+
The final score is an average of the ratings given by all interviewers. This average is then multiplied by the weighting you have assigned to each question and/or section. If no weighting is used, all questions are treated equally in the calculation.
Can I change the order of the questions in my guide?+
Yes. When you are editing a draft of a guide (or creating a new version), you can click and drag the "Move" icon located next to each question or section to reorder them as needed.
What should I do if the questions being generated are not what I need, or aren’t specific enough?+
In this case it’s recommended to add more detail into the information that the AI uses to generate the questions. The more context it has, the more relevant the generated questions will be. The section’s “Instructions” field is a good place to add extra detail, as it’s a long text field. This information can always be deleted after generating the questions if customers do not want it to show up in their interview guides.