How to message applicants and schedule interviews

Open the application in Recruitment ‣ Applications ‣ All Applications and use the chatter (below the form on a narrow screen, on the right on a wide one): Send message writes to the applicant and the followers, Log note is for your team only, and Activity schedules a task. The Meeting button at the top opens the calendar to book the interview. Everything stays on the application, so a colleague can read the whole conversation, even when they could not attend the interview.

Who	Users with the Recruitment ‣ Officer: Manage all applicants access right, and the interviewers assigned to the application.
App	Recruitment, with Calendar

Before you start

• Record the application with the applicant’s email address. See How to add an application in Recruitment.

• Your database must be able to send emails (an outgoing email server).

How do I send a message to the applicant?

1. Go to Recruitment ‣ Applications ‣ All Applications and open the application.

2. In the chatter, click Send message. The To line lists the applicant; add the followers you want to reach.

3. Type the message and click Send.

4. To add a subject, attachments such as a form to fill in, or the formatting toolbar, click the expand icon of the box. The Compose Email window opens.

The applicant’s replies come back to the same application, in the same conversation.

How do I let colleagues follow an application?

Followers see the application and receive the messages. Click the followers button (the person icon with the number of followers) to see them, and Add Followers to add more. Choose the contacts and switch on Notify Recipients if you want to tell them now.

Followers need an email address in their contact, or they cannot receive the messages.

How do I book an interview?

1. Click the Meeting button at the top of the application. It reads No Meeting until you book one, then shows the number of meetings and the date.

2. In the calendar, click the day and the time of the interview. Viindoo names the meeting after the applicant and invites the applicant, the manager of the department and the recruiter. Change the title, add attendees if needed and click Save.

3. Viindoo also schedules a task on the application, due on the day of the interview, so nobody forgets it. It appears under Planned Activities in the chatter.

For the other ways to book a meeting, see How to book a meeting in Viindoo.

How do I schedule a follow-up task?

Click Activity, choose the Activity Type, type a Summary, set the Due Date and the person it is Assigned to, then click Save. Use it to remind a manager to give an opinion or to call the applicant back.

How do I discuss the application with my team?

Click Log note, write your assessment, and type @ followed by a name to tag someone. The note is seen by your team only, never by the applicant. Use it for the impression after an interview or a question to the manager about the next step.

Common errors

Problem	What to do
You must define a Contact Name for this applicant.	Fill in the applicant’s name on the application, then click Meeting again.
The applicant says they received nothing.	Check the email address of the applicant and that your database has an outgoing email server.
A follower does not receive the messages.	Add an email address to the contact of that follower.

Next steps

• How to move applications through the recruitment stages: move the application to the next stage after the interview.