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Steps for Scheduling Interviews through AppliTrack

1. Sign in to AppliTrack from https://admin2.applitrack.com/broward/ 2. Click on “I Agree” when the security reminder window appears. 3. From the Welcome screen select “My Account”.

4. Select “My Interviews”.

5. Your “Interview Calendar” (list of interviews that have been scheduled) and your “Interview Series” (list of interview sessions, or interview appointments, you have created) will be displayed. To create an interview session, select “Create New Series”.

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6. The “Interview Series” window opens displaying several tabs. The window is set to begin you at the “Start” tab and then progress you through the various tabs.

You may either edit an existing interview series that has been created or you can create a new series. The following steps will guide you through creating a new series.

7. Select “Create new interview series” and then select an option. In general, you will want to select “Specific Posting” if you are setting up an interview for specific AppliTrack candidates.

Note that you will be required to select from a drop down of current vacancies (in our example we are using an elementary vacancy at “ABC School”). Click “Next” to move on to “Series Details”.

8. In “Series Details” you can change the title of the series, select the location the interviews will be held at, and customize the series by enabling/disabling phone interviewing and interview rescheduling by applicants. Click “Next” to move to the “Sessions’ tab. NOTE: Use the following naming convention when assigning a name to your interview series: Name of Location/Department, Position, Date (e.g. date of first interviews) Example: Western High, Biology, 10/6/2014

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9. Select “Add New Session”.

10. A window appears where you will indicate the specific date(s) and time(s) of your interview slots, email and additional instructions for the applicant. Click “Save Session”.

11. You will be brought back to the “Sessions” tab where you will now see the interview session you just created.

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Continue adding additional sessions (if multiple sessions are needed) by selecting “Add New Session”. Click “Next” when you are done to move to the “Participants” tab.

12. The “Participants” tab is where you will select the specific AppliTrack users who will be able to view the interview series you created. You can select from the list or simply type in a user’s name in the blank search field. Click “Next” to move to the “Questionnaires” tab.

13. The “Questionnaires” tab is used by the Talent Acquisition & Operations Department only at this time. You may skip this tab and click “Next”.

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14. The “Summary” tab is where you will see a snapshot of the interview series details you have just created.

If all the details appear correct, simply click “Save and Finish”. If not, you can click on the various tabs to go back and alter the interview series information.

You have just created an interview series for the vacancy you are conducting interviews for and have created interview sessions, or appointments, for interviewing applicants. Now, move on to these additional steps to schedule applicants in interview sessions:

15. Access the application for the applicant you wish to schedule for an interview (refer to “Steps for Reviewing and Selecting Applicants through AppliTrack” for a guide) and click the button to schedule an interview

16. Choose “Edit Interview Series” and choose the interview series you created for this vacancy from the drop down list and click the “Next” button.

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17. You will advance to the “Sessions” tab and from this tab you will see that the applicant you wish to schedule for an interview appears on the screen under the “Unscheduled Applicants” section.

From this tab you will either click “Assign to Session” to schedule the applicant for the specific interview session you wish, or (if you have scheduled more than one interview session) you can select “invite” to allow the applicant to choose an interview session from those you have created. Using the “invite” option is recommended as it allows the applicant to choose the time they are available and will reduce the need to reschedule applicants.

18. Once you make your selection (in the example below we have selected the “invite” option) the applicant will be sent an email invitation that will indicate they have been invited to an interview for the selected position and are asked to access their application and select an interview session.

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It is recommended that you do not change the default of the checked “Receive notification when scheduled” as this will enable you to receive an email notification through your CAB account advising you when the applicant has confirmed an interview session. Click “Sent Invitation” once you have entered any additional message (optional) into the text field.