Interview Tokens and Communication Templates

Abstract

Interview Tokens and Communication Templates

Interview Templates

• This page describes the Interview Manager tokens that can be added to communications and lists suggested templates for use with Interview Manager.

• For more information on creating communication templates, see Configure Communications.

Required Interview Templates

It is required to create at least 2 interview templates as the token requirements are different for candidate and interviewers, however, it is recommended to create at least 3 different communication templates:

1. Candidate Availability Request. This communication must have one or both of these tokens but both are recommended:

   • Candidate Interview Request Link: [#InterviewStandard:CandidateInterviewRequesturl#]

   • Candidate Zone which is in the Candidate Zone category: [#Candidatezone:Candidatezoneurl#]

2. Candidate Invitation communication. This communication must have one or both of these tokens but both are recommended:

   • Candidate Interview Request Link: [#InterviewStandard:CandidateInterviewRequesturl#]

   • Candidate Zone which is in the Candidate Zone category: [#Candidatezone:Candidatezoneurl#]

3. Interviewer Invitation communication. This communication must have this token:

   • Interviewer Interview Request Link: [#InterviewStandard:InterviewerInviteurl#]

Merge Fields: Interview Standard Fields

• Candidate Interview Request Link: For use on Candidate Template only.

  • For a Candidate Availability Request this token links to the time slot selection page where candidate selects the time slots they are available to interview for. This page includes an optional comments box and the required action for candidate to send or decline times.

  • For a Candidate Interview Invitation this token links to scheduled interview page where candidate must Confirm or Decline their attendance.

• Interview Date & Time: Interview's confirmed date, start time, end time & time zone.

• Interview Description: Interview description as entered on the Interview Form.

• Interview Duration: Interview total time, shown in hours and minutes

• Interview Format: Interview format as selected when creating the interview. Examples include the phone number, or address of the interview.

• Interview Format Details: The details of the interview format selected.

• Interview Invitation Link. For use on Interviewer Templates only. Link to the calendar for the interviewer.

• Interviewer Salutation First Name. Populates the first name value for selected user, for each interviewer, or multiple interviewers in the case of panel or series interviews, when an invitation is sent with this token. Required for Panel and Series interviews, but also helpful for 1-on-1 interviews

• Interview Style: Interview style as selected when creating the interview.

• Interviewer Names: Selected interviewer name. If multiple interviewers exist, all would appear in a list separated by a comma.

• Interviewer Names & Schedules: Each selected interviewer with a corresponding time slot.

• Lead Coordinator Email: The lead coordinators email address.

• Lead Coordinator Name: The lead coordinator based on the users profile.

Creating Communications

The templates provided on these pages are designed to meet the needs of your organization. Each template is provided with a preview and text that can be copied into the email subject and body when creating communications. The Standard Tokens used in these templates populate with your interview and organization details in the system. It is recommended to edit the templates to your organizations needs and test the communications before sending to candidates or interviewers. Infinite takes no responsibility for issues relating to the sample templates provided.

Candidate Communications

Send candidate availability request

Preview:

Email subject:

[#InterviewStandard:InterviewFormat#] interview invitation - [#RequisitionStd:Title#]

Email body:

Dear [#Contact-info:FirstName#] [#Contact-info:LastName#], Thank you for your interest in the [#RequisitionStd:Title#] position. Our team has reviewed your information and you have been selected for a [#InterviewStandard:InterviewDuration#], [#InterviewStandard:InterviewFormat#] interview. Please go to the [#InterviewStandard:CandidateInterviewRequesturl#] to select your availability. (You can also decline the interview at this link if needed.) If you have trouble selecting your availability, go to the [#Candidatezone:Candidatezoneurl#] and then click the "Interviews" tab to select your availability. I'm looking forward to hearing from you! Sincerely, [#User-info:FirstName#] [#User-info:LastName#] [#User-info:Phone#] [#User-info:Email#]

Send invite to candidate (confirm date/time)

Preview:

Email subject:

[#InterviewStandard:InterviewFormat#] interview invitation - [#RequisitionStd:Title#]

Email body:

Dear [#Contact-info:FirstName#] [#Contact-info:LastName#], Thank you for your interest in the [#RequisitionStd:Title#] position. Our team has reviewed your information and the interview is set for [#InterviewStandard:InterviewDatetime#]. Please go to the [#InterviewStandard:CandidateInterviewRequesturl#] to confirm the scheduled date and time. (You can also decline the interview at this link if needed.) You will speak with: [#InterviewStandard:InterviewerNamesSchedules#] If you have trouble confirming the date and time, go to the [#Candidatezone:Candidatezoneurl#] and then click the "Interviews" tab to confirm the scheduled date and time. I'm looking forward to hearing from you! Sincerely, [#User-info:FirstName#] [#User-info:LastName#] [#User-info:Phone#] [#User-info:Email#]

Reminder

Reminders must be manually sent. There is no automatic reminder function in Interview Manager.

Preview:

Email subject:

Reminder for interview - [#RequisitionStd:Title#]

Email body:

Dear [#Contact-info:FirstName#] [#Contact-info:LastName#], This is a reminder that you have an interview with [#InterviewStandard:InterviewerNames#] for the [#RequisitionStd:Title#] position on [#InterviewStandard:InterviewDatetime#].[#InterviewStandard:InterviewerSchedule#]. If you need to reschedule or cancel for any reason, please let me know. Additionally, if you still need to process the original invitation; you can do so via [#InterviewStandard:CandidateInterviewRequesturl#] or [#Candidatezone:Candidatezoneurl#]. Details for the [#InterviewStandard:InterviewFormat#] interview:  [#InterviewStandard:InterviewFormatdetails#] Sincerely, [#User-info:FirstName#]  [#User-info:LastName#]  [#User-info:Phone#] [#User-info:Email#]

Cancel Interview

Preview:

Email subject:

Interview cancelled - [#RequisitionStd:Title#]

Email body:

Dear [#Contact-info:FirstName#] [#Contact-info:LastName#], I'm sorry to inform you that we need to cancel the interview that was set for [#InterviewStandard:InterviewDatetime#]. We will be in touch soon to discuss next steps. Sincerely, [#User-info:FirstName#] [#User-info:LastName#] [#User-info:Phone#] [#User-info:Email#]

Interviewer Communications

Send invite to interviewer (confirm date/time)

Preview:

Email subject:

Interview: [#RequisitionStd:Title#] 

Email body:

Dear [#InterviewStandard:InterviewerNames#], You have an interview with [#Contact-info:FirstName#] [#Contact-info:LastName#] for the [#RequisitionStd:Title#] ([#RequisitionStd:AutoReqId#]) position on [#InterviewStandard:InterviewDatetime#]. Agenda: [#InterviewStandard:InterviewerSchedule#] Accept the [#InterviewStandard:InterviewerInviteurl#] to receive a calendar invitation with further details. (You can also decline the interview at this link if needed.) Details for the [#InterviewStandard:InterviewFormat#] interview: [#InterviewStandard:InterviewFormatdetails#] Sincerely, [#User-info:FirstName#] [#User-info:LastName#] [#User-info:Phone#] [#User-info:Email#]

Interviewer Reminder

Reminders must be manually sent. There is no automatic reminder function in Interview Manager.

Preview:

Email subject:

Interview Reminder: [#Contact-info:FirstName#] [#Contact-info:LastName#] [#RequisitionStd:Title#]

Email body:

Dear [#InterviewStandard:InterviewerSalutationFirstName#], This is a reminder that you have an interview with [#Contact-info:FirstName#] [#Contact-info:LastName#] for the [#RequisitionStd:Title#] ([#RequisitionStd:AutoReqId#]) position on [#InterviewStandard:InterviewDatetime#]. Agenda: [#InterviewStandard:InterviewerSchedule#] If you need to reschedule or cancel for any reason, please let me know. Details for the [#InterviewStandard:InterviewFormat#] interview: [#InterviewStandard:InterviewFormatdetails#] If you haven't processed the original invitation, you can do so using [#InterviewStandard:InterviewerInviteurl#] Sincerely, [#User-info:FirstName#] [#User-info:LastName#] [#User-info:Phone#] [#User-info:Email#]

Cancel Interview - Interviewer

Preview of email:

Email subject:

Interview with [#Contact-info:FirstName#] [#Contact-info:LastName#] cancelled - [#RequisitionStd:Title#]

Email body:

Dear [#InterviewStandard:InterviewerSalutationFirstName#], The interview with [#Contact-info:FirstName#] [#Contact-info:LastName#] for the [#RequisitionStd:Title#] ([#RequisitionStd:AutoReqId#]) position has been cancelled. If you believe this cancellation was made in error, please contact me. Sincerely, [#User-info:FirstName#] [#User-info:LastName#] [#User-info:Phone#] [#User-info:Email#]