Managing Candidates: (2) Screening Candidates & Finalizing Interview Schedules

Screening Candidates

Once you have selected candidates to screen, the hiring manager and the Primary Recruiter (if one was assigned on the job requisition) will receive an inbox task titled "Complete Questionnaire" for each candidate. This task will live in your inbox until you have screened the candidate and are ready to upload your notes.

Once you have completed the phone screen, return to your inbox to upload a Word or PDF document of your notes (no other file formats are accepted).

Screenshot of inbox item for screening notes

Once you have uploaded your screening notes and submitted that task, another inbox item will appear prompting you to either move the candidate forward to "Interview" or "Decline" them:

Screenshot of inbox item to move candidates to Interview stage

Screening Notes

Remember that interview and screening notes are legal documents, and anything uploaded to a candidate's profile is discoverable. Review your notes for accuracy, spelling, and grammar. HR can assist you in reviewing your screening/interview notes before they are uploaded. We are also willing to discuss best practices for reviewing, questions, and interview practices. See "Related Articles" for more information or reach out to us directly.

Finalizing Interview Schedules

Once you have decided to interview a candidate, you should discuss the interview schedule and details directly with them and anyone else who will be part of the interview process prior to completing any more tasks in Workday. 

Workday should only be to finalize the schedule, not communicate it to the candidate. While you can reschedule interviews in Workday and adjust interviewers, it's easiest for both you and the candidate to use Workday only to confirm what's already been discussed and decided.

Once you have moved the candidate to the "Interview" stage in Workday, the hiring manager and Primary Recruiter will receive the "Schedule Interview [Candidate Name]" task:

  1. Fill our the date of the interview
  2. Click the plus ("+") sign to add interviewers - each person added to this screen will receive an interview feedback task in Workday.
  3. Select the duration you expect the interview to last and feel free to add an interview type (in person, video, phone)
  4. Do not select a location or click "Use Same Location/Room" - no locations or rooms have been loaded into Workday Recruiting for this purpose)
  5. Click "Next"
    • Screenshot of the first Schedule Interview task
  6. Next, you will need to confirm the time of the interview. Click on the appropriate time on the schedule for each interviewer (even if it's the same, as for a group interview). 
  7. Once you put in the time(s), click "Schedule"
    • This information will be shared with the interviewers in Workday as a confirmation
    • Screenshot of the schedule interview time task
  8. A pop-up with the interview information will appear. Verify the required fields are correct (Interviewers, Date, time, Duration, and Type (In person, Video, Phone)) are correct.
    • If so, select "OK", then "Next"
  9. A final and full schedule of interviews will appear as below. If everything is correct, click "Submit"
    • Screenshot of finalized interview schedule
  10. The hiring manager will then get two tasks in their inbox: "Manage Interview Feedback" and "Give Interview Feedback". Do not complete these tasks until after the interview(s).

At this point, you have screened and dispositioned candidates and finalized the interview schedule. Next up is to interview the candidates. Information on this process is available in the "Related Articles" on the right.

Find more information on related topics in the "Related Articles" list. If you have any questions, please log a ticket here or reach out to humanresources@sju.edu.

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