Interviewer tags for auto interviewer replacement or suggestion

• Default off

• Self-service

This feature makes scheduling easier by adding user interviewer tags. This lets users easily group interviewers and define interviewer pools for easier assignments and improved rescheduling in case of interviewer declines.

Key improvements include:

• User interviewer tags and pooling: Tags can be manually created and managed by authorized users, enabling them to easily group interviewers based on criteria (like skills or location) for faster selection.

• Load balancing visibility: Schedulers can see crucial load data (interviews in the previous week and the next week) for interviewers matching the required tags, ensuring fair distribution of assignments.

• Automatic interviewer replacement or suggestion: If an interviewer assigned through a tag declines an invitation, the system automatically finds a replacement based on matching tags, availability, and lowest load. This functionality operates in two configurable modes:

  • Replace mode: instantaneously assigns the best replacement.

  • Suggest mode: notifies the scheduler with recommendations for manual selection.

Users

Recruiters, Schedulers, Customer Admins

Value

• Currently, users face challenges in effectively managing interviewers, including:

  • Inability to group interviewers based on shared attributes.

  • Lack of load balancing visibility for interviewers.

  • High scheduling overhead due to manual selection and rescheduling efforts.

• This feature adds user interviewer tags (skills, roles) to identify pools of suitable interviewers. When a meeting invitation decline occurs, the system automatically finds a replacement who matches the required tags, is available in the same time slot, and has the least load (based on interviews in the last and next seven days).

• With this feature, customers benefit from a reduction in recruiter time spent rescheduling interviews. Load balancing visibility helps ensure fair workload distribution, leading to a reduction in interviewer decline/reschedule rates.

Impact on existing workflows

• The feature is managed via the interviewer_replacement_mode config, defaulting to SUGGEST. In SUGGEST mode, the system suggests a replacement using email, requiring manual confirmation; in REPLACE mode, the replacement is automatically executed, and the scheduler is notified.

• Interviewers added directly or from a role (for example, Hiring Manager) aren't eligible for automatic replacement, even if auto-replace is enabled.

• If all suitable interviewers matching the required tags decline or are unavailable, the scheduler receives a declined email, and the same status is displayed within the product.

• Auto-replacement and Suggest aren’t attempted for interviews sent in 'Hold interviewer time' mode, Event Scheduling, or Open Scheduling workflows. Also, they aren’t attempted for optional interviewers who decline a meeting.

Initial setup

To configure this feature, read Configure user interviewer tags, pools, and auto replacement.