Recruitment (Set Up the Interview Process)
Set Up the Interview Process
Recruitment>>Recruitment>>Interviews>>Interview Criteria
How to Add Interview Criteria/Questions
Interview Criteria/Questions
HR sets up evaluation factors for applicants, such as Communication, Initiative, and Skills, along with their descriptions, effectively creating a bank of Interview Questions/Criteria. You can build a collection of questions for all positions by entering the desired interview questions. If competencies are already set up, you can pull them in and edit them to create job-specific questions.
Criteria Code: Enter a user-defined code.
Description: Enter a user-defined description.
Interview Criteria/Questions
Details: Enter questions you want to ask at the interview. Multiple questions can be entered. Save the record and repeat to add more questions.
Recruitment>>Recruitment>>Interviews>>Interview Stages
How does it work?
1. Enter your company’s interview stages for the respective job: In each row, select the company and describe each interview stage in the Interview Stage field.
2. Define the Rating Scale: Input the user-defined rating scale, specifying the minimum and maximum scores that can be assigned for each interview question.
3. Set the Order: Indicate the sequence in which the interview stages will occur.
4. After entering the details, save each record and press Tab to move to the next row. Once all data is entered, click Submit.
How to Set Up Interview Stages for a Job
Interview Stages
Distinct stages, phases or steps within the interview process, such as initial screening interviews, technical assessments, and final interviews must be set up before an interview is conducted.
HR defines the interview stages and corresponding rating scales tailored to your organization's hiring process. This setup varies based on the job or position being filled. For example, lower-ranked jobs may require only one stage, while management or technical roles may involve multiple stages.
To streamline the process for similar roles, you can use the Duplicate button to replicate the interview stages set up for one job across other jobs within the same or different companies.
Step 1: Set Up Interview Stages
• For each job/position, enter your company’s user-defined interview process. This may be 1 stage (for lower-ranked jobs) or several stages (for management-type jobs).
In each respective row, select the Company. In the Interview Stage field, enter a description of each stage. The Rating Scale is user-defined and shows the range – the minimum and maximum scores that an employee can score on an interview question. The Rating scale used here must match the Ratings Standard set in Recruitment Setup>>Ratings.
The Order shows the sequence of the interview stages.
Save each record and press Tab to move from row to row. Click Submit when data entry is completed.
Step 2: View Interview Stages
Click this button to duplicate the interview stages, set up for a particular job, to other Jobs within
the same or different Companies.
Step 3: Duplicate Interview Stages (To Set Up More Jobs)
Recruitment>>Recruitment>>Interviews>>Panelist Interview Form
How to Set Up the Panelist Interview Form for each Stage of the Interview Process
Panelist Interview Form
For each staff requisition, HR creates the appraisal form used to evaluate applicants by selecting the questions/criteria for each stage, the linked rating scale with the minimum and maximum score, as well as the weight assigned to each factor.
These evaluation factors and rating scales are then displayed in the Panelist Interview Form, which the interview panel uses to assess and score applicants. The completed forms contribute to the Applicant Interview Report for a comprehensive review of each candidate.
Step 1: Set Up Panelist Interview Form
• A Panelist Appraisal Form must be set up for each Interview Stage before Interview Schedules
can be set up.
Criteria Code/Description/Details: Select the various questions that are to be asked in each
interview stage.
Interview Stage: Select the stage the questions are for if the interview has multiple stages.
Weight: enter a weight for each question - a user-defined number that indicates the importance of the selected question. The values used are dependent on the rating scale used (1-5, 1-10). Simply enter ‘1’ in this field if no weighting system is being used.
Step 2: View the Questions for Each Interview Stage
Recruitment>>Recruitment>>Interviews>>Panel Members
How to Select Panel Members for each Stage of an Interview
Selecting Panel Members
HR selects employees, based on their User Roles and associated Job Roles, to serve as members of the Interview Panel for a specific staff requisition and interview stage.
Among the panel members, designate one individual as the panel manager who has the authority to make amendments to interview questions as needed. Other panel members should be informed to send their suggested adjustments to this designated person, who will update the questions accordingly.
Step 1: Set Up Panel Members
Note: The persons available for selection on the panel are those which where set up for the interview
Task in the Job Templates. Select Job Roles for Task
Badge Number/Pno/First Name/Last Name: Select the employee to place on the panel.
Interview Stages: Select the interview stage for which he/she is a panel member. Edit Form: Check if this panel member will be allowed to edit the interview form. Repeat to add additional records.
The employee/panel member will be displayed on the list grouped by Interview Stages.
Step 2: View Panel Members
Recruitment>>Recruitment>>Interviews>>Interview Schedule
How to Set Up the Interview Schedule
Setting up the Interview Schedule
For each staff requisition, HR organizes the interview schedules for applicants at specific interview stages by entering the dates and times. Applicants are scheduled for interviews based on their progress, with those at previous stages needing approval before moving on to the next stage. Selection for interviews is made from the final shortlist of candidates.
At this point, additional panel members can be added to an interview stage if needed. Once the panel members are set, HR can proceed with scheduling interviews with the selected applicants.
Step 1: Set Up Interview Schedule
Applicant Name: Select the Applicant. Note that only APPROVED applicants will be visible for
selection for an interview.
Date/Time: Enter the dates and times for the interviews.
Venue: Enter the venue of the interview.
Interview Stage: Select Applicant for a specific Interview Stage.
Note: You may add an Applicant to any Interview Stage (in the event you wish to bypass an interview stage). However, please note that Applicants at the previous interview stage must first be approved before they can proceed to the next interview stage.
This approval is done via Recruitment>>Interviews>>Applicant Appraisal Report. Only Applicants who have completed the final interview stage will be considered to fill the job position.
For ease of use, the screen displays Panel Members and Applicants, categorised by Interview Stage.
A panel member can be added to an Interview Stage at this point if required.
A Panelist Appraisal Form MUST be set up for an Interview Stage before an Interview Schedule can
be entered. How do I Set Up the Panelist Interview Form for each Stage of the Interview Process?
Step 2: View Interview Schedule
Recruitment>>Recruitment>>Interviews>>Interview Schedule
How to Invite an Applicant to an Interview
Send Mail to Applicant
HR can directly email applicants from within HRplus to notify them of their interview details. An email button is conveniently displayed next to each applicant for this purpose. After the interviews, HR updates the applicant’s status (Present/Absent). If an applicant is marked as absent, no further activity is recorded for that candidate.
Step 1: Select Applicant to Invite
Applicant Email: The applicants' stored email will auto-populate but can be edited if needed.
Template: Select the invitation template.
Step 2: Generate Form/Letter
Step 3: Send Mail
The following message prompts will display:
Applicant Email Account>>Interview Letter
Step 4: View Email and Download Letter
Interview_Letter.pdf
Step 5: View Letter
Home (Employee Self-Service)>>My Calendar>>My Calendar
OR
Home (Employee Self-Service)>>Notifications OR
Recruitment>>Recruitment>>Interviews>>Interview Schedule (HR View)
How to View my Interview Schedule as a Panel Member
Interview Schedule
When Panel Members log in to HRplus, they can access their calendar to view upcoming interviews, including the applicants and dates, organized by staff request. This allows them to see all scheduled interviews at a glance.
There are three (3) ways to view your Interview Schedule:
Interview Schedule via the Recruitment Module. (HR Recruitment Permission required)
Interview Schedule via My Calendar
Interview Schedule via Notifications
If the panel member is part of the Recruitment Staff or HR with permission to the Recruitment
Module.
Interview Schedule via the Recruitment Module
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