This article provides comprehensive instructions for managing interviews after they have been scheduled. Understanding how to change an interview guide, the finality of completed feedback, and how to access notes from previous requisitions will help ensure a seamless process for your hiring team.
Managing Interviews under a Requisition
Navigate to Recruitment → Requisitions → Open the Requisition
Click the Interviews tab to see all scheduled, In‑progress, and Completed interviews for that role.
From the requisition’s Interviews tab, click the candidate’s interview entry to open the full interview (questions, responses, status). Click onto the Candidate name, should you want to view further details of the candidate and any other relevant details available.
⚠️ | If wanting to enter notes or Complete an Interview, this can be done by going into Recruitment > Interviews. Accessing an interview via the Requisition does not allow you to enter notes or mark the interview as complete |
Reschedule Interview for Candidate under Interview Details
Navigate to Recruitment → Requisitions → Open the Requisition
Click the Interviews tab → Click on the Relevant Interview
Click Reschedule, adjust date/time, attendees, and (if needed) the Interview Guide.
Save your changes.
Rescheduling may trigger notifications based on your templates.
Cancel Interview for Candidate under Interview Details
Navigate to Recruitment → Requisitions → Open the Requisition
Click the Interviews tab → Click on the Relevant Interview
Click Cancel Interview and confirm.
This may send a cancellation email and may trigger based on your notification configuration.
Add Attachment for Candidate under Interview Details
To add supporting files or clarifications after an interview, add them to the candidate’s profile within the same requisition (e.g., as a note/attachment). Interview notes are final once the interview is Completed and cannot be edited.
Mark an Interview as Complete
Completed interview notes are final and cannot be edited or deleted.
Navigate to Recruitment → Interviews from the left-hand menu, then open the Interview assigned to you. Alternatively as a Company Administrator, you can complete interviews on behalf of an Interview assignee.
Review the questions, enter your comments, and apply ratings as required by the interview guide.
Tick Mark Interview as Completed and click Submit to permanently record your feedback.
The overall interview remains In Progress until every assigned interviewer has submitted their feedback; once all are done, the interview status becomes Completed.
✔️ | Use Save only for drafts you plan to return to; drafts are not final and can be lost by other actions (e.g., guide updates, rejecting the candidate, session timeout). Do not skip interviews that are still pending; skipping removes saved (unsubmitted) notes and they can’t be recovered. |
How to change the interview guide for a scheduled interview
If you've scheduled an interview using the wrong guide, you can easily change it without needing to cancel and recreate the entire interview.
Navigate to the candidate's profile within the requisition.
Locate the scheduled interview activity and select the Reschedule button.
In the window that appears, you do not need to change the date or time. Simply select the correct Interview Guide from the dropdown menu.
Select Save to confirm the change. The new guide will now be attached to the interview.
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Notifications: Please be aware that rescheduling an interview may trigger notifications to the interviewers. To manage these, review the notification templates in the Recruitment Administration section to understand what messages are sent.
Editing or Deleting a completed interview
It's important to be certain of your feedback before finalizing it. Once all interviewers have marked their feedback as complete and the overall interview status is "Completed," the interview notes are considered final and cannot be edited or deleted.
If you need to add corrective or additional information after an interview is completed, the best approach is to add an attachment or a new note to the candidate's main profile within the requisition.
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Important Note: If an interview is skipped while it is still pending (meaning not all interviewers have marked their part as complete), any saved notes will be permanently removed and cannot be recovered.
Viewing Scheduled or Completed Interviews
Interview notes are a valuable part of a candidate's history, but they are tied to the specific job they were interviewed for.
Interview and reference check notes do not transfer with the candidate if you move them to a new requisition or a talent pool. To see feedback from a previous interview, you must navigate back to the original requisition where the interview occurred.
Here’s how to access past interview notes:
Click on Recruitment in the left-hand menu.
Select the Requisitions tab.
Search for the requisition where the interview was conducted.
Click on the Interviews tab within that requisition.
You should then see a list of all interviews, either completed or pending.
To view a specific interview, click directly on the candidate's interview entry. This will take you to a page displaying the interview questions and responses.
Alternatively, from the candidate's profile within the requisition, you can click on the Details button next to a completed interview to view the notes.
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The "Details" button in the candidate profile primarily shows information about when the interview was conducted and by whom, not the full interview notes. Full notes are accessible through the "Interviews" tab in the requisition.
Exporting Interview Notes and Ratings
Navigate to Recruitment → Requisitions → Open the Requisition
Click the Interviews tab to see all scheduled, In‑progress, and Completed interviews for that role.
From the requisition’s Interviews tab, click the candidate’s Interview entry
Click Export → Interview Guide Template or Interview Ratings
Frequently Asked Questions
An interviewer is on leave and cannot complete their feedback. How can we finalize the interview?+
An administrator with the appropriate permissions can log in on behalf of the absent interviewer to submit their notes and mark the interview as complete. Alternatively, an admin can often use the "Submit on behalf of" function directly from the Recruitment → Interviews page.
We skipped an interview by mistake, and now the notes are gone. Can we get them back?+
If an interview is skipped while it is still in a pending state (meaning not all interviewers have marked their part as complete), any saved notes will be permanently removed and cannot be recovered.
I unchecked the "Send notification" box when scheduling an interview, but the candidate still received an email. Why? +
The system uses two different notification templates for interviews:Initial Schedule Notification: This is the email controlled by the "Send notification" checkbox when you first schedule the interview. Unchecking this box correctly prevents this initial confirmation from being sent.Interview Reminder Notification: This is a separate, automated email that is triggered based on its own template settings (e.g., "send 1 day before the interview"). Unchecking the initial notification box does not disable this automated reminder. To prevent all communication about an interview, you must also temporarily disable the 'Interview Reminder' template in Administration General Notifications.
A user was deactivated but was an interviewer on a pending interview. How can we close it?+
To finalize the interview, an administrator will need to temporarily reactivate the user's account, log in as them to mark the interview complete, and then deactivate the user again.
Is it possible to remove an interviewer from a scheduled interview?+
Unfortunately, once interviewers have been scheduled, you cannot directly remove them. However, a workaround is to reschedule the interview (without changing the date and time) where you may be able to remove the unwanted interviewer. You can also consider impersonating the interviewer and marking the task as complete to remove it from their To-do list.
Can an assigned interviewer re-assign an interview or reference check to another user?+
Interviews and reference checks cannot be re-assigned by the assignee. However, a recruitment or company administrator can complete them on behalf of the original assignee.
How do I remove incomplete historical interviews from a user's "To Do" list?+
If the interview is in a "Pending" status, you can navigate to the Requisition → Interviews tab, select the interview, and choose Cancel Interview. This action will remove it from the list for all assigned users. If the interview status is "In Progress," it must be marked as "Completed" to be removed from the to-do list.
What notifications are triggered when an interview is canceled, and how can I manage them?+
When an interview is canceled, a cancellation notification may be sent. You can control these notifications within the Recruitment section of your system. There might be an option to disable specific notifications. If you need to ensure no cancellation notifications are sent, you would need to disable this feature before canceling.