<aside> 💡 This guide will cover how to add schedule interview activities to interview plans to set up a structured interview process within Ashby.
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In this guide, we'll cover how to set up a structured interview process within Ashby. Schedule interview activity templates help to ensure each candidate that is considered for a job is assessed in the same way. Research has found that running a structured interview process better predicts job performance and reduces the impact bias has on hiring decisions.
Ashby facilitates building a structured interview process by adding schedule interview activities to the interview plan associated with a given job. You can build a template for your activity where you add the details for each structured interview, including detailed interviewer instructions, feedback forms, and standardized candidate communication.
Section Overview
When you add a Schedule Interview activity to your interview plan, you'll automatically be prompted to configure the interview and interviewers on the Schedule tab. The rest of this guide will detail how to create and configure a schedule interview activity, including configuring automation and reminders.
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If you’d like to establish settings to be used by default across schedule interview activities, please check out our guide on Scheduling Defaults.
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See the table below for information on the roles that have access to set up and edit schedule interview activities.
| Access Role | Has Access? |
|---|---|
| Limited Access | ❌ |
| Agency Users | ❌ |
| Elevated Access - External Recruiter (not linked to an agency) | ❌ |
| Elevated Access - Analyst | ❌ |
| Elevated Access - Hiring Team Member | ❌ |
| Elevated Access - Hiring Manager | ❌ |
| Elevated Access - Admin | ✅* |
| Elevated Access - Admin Private | ✅* |
| Organization Admin | ✅ |
*Elevated Access - Admin and Elevated Access - Admin Private users will only be able to edit the schedule interview activities on the roles they have access to.
To create a schedule template, navigate to the job settings page for a job you want to configure, then click on Interview Plan. Click Add Activity to on the stage you’d like to create a schedule interview activity for*,* then Schedule Interview.
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There are six tabs within a schedule template that can be configured:
Schedule: Determine the interview type/types, your interviewing panel and any interview rooms.
Communication: Configure the calendar invites sent out to both candidate and interviewer.
Meeting Hours: You can set specific meeting hours for this interview activity. More on setting meeting hours at Meeting Hours.
Direct Booking & Candidate Availability: Set scheduling limits and meeting buffers here.
Reminders: Configure any reminders that should be sent to interviewers and candidates pre-interview.
Automation: Automate the sending of a direct booking link or candidate availability link.
Indicators in the top-left corner will show whether or not direct booking links or candidate availability links can be generated for the activity automatically. If these show in green, you can send out direct booking links and/or candidate availability links to schedule in your interview.
What is a direct booking link?
A direct booking link provides the candidate with the interviewing panel’s availability so they can schedule in their interview directly.
What is a candidate availability link?
A candidate availability link can be sent out to the candidate so they can enter in their own availability for an interview. The interview is then scheduled manually based on the slots the candidate provides. This is commonly used for multi-event interviews (like an onsite with multiple interviews testing different skills).
