diff --git a/content/applications/hr/recruitment.rst b/content/applications/hr/recruitment.rst index 7d3bef80d..2bfb0cb25 100644 --- a/content/applications/hr/recruitment.rst +++ b/content/applications/hr/recruitment.rst @@ -518,212 +518,15 @@ stage, drag and drop the applicant's card to the :guilabel:`First Interview` sta :alt: An applicant's card moves from one stage to another by using the click and drag method. .. tip:: - The :guilabel:`First Interview` stage can be modified so when the applicant's card moves to the - :guilabel:`First Interview` stage, an email is automatically sent to the applicant stating an - interview is requested. In this pre-configured email template, a link to the recruiting team's - calendar appears, allowing the applicant to schedule their interview. + The :guilabel:`First Interview` stage can be modified, so when the applicant's card moves to the + :guilabel:`First Interview` stage, an email is automatically sent to the applicant, stating an + interview is requested, and :ref:`requests the applicant to schedule their interview + `. :ref:`Edit ` the :guilabel:`First Interview` stage, and select the :guilabel:`Recruitment: Schedule Interview` for the :guilabel:`Email Template` field, to automate this action. -.. _recruitment/schedule-meetings: - -Schedule a meeting -~~~~~~~~~~~~~~~~~~ - -An interview can be scheduled in one of two ways: either manually by the recruitment team, or by the -applicant themselves. - -If the :guilabel:`First Interview` stage was modified to send the :guilabel:`Recruitment: Schedule -Interview` email template when an applicant reaches that stage, the applicant received a link to the -recruitment team's calendar, and can schedule the interview on their own. The recruitment team's -availability is reflected in the calendar. - -If the interview needs to be scheduled by the recruitment team, they should reach out to the -applicant for a date and time that works. When a date and time have been agreed upon for both the -applicant and interviewer, the interview can be scheduled. To schedule an interview, whether a phone -or in-person interview, click the :guilabel:`Meeting` smart button at the top of the applicant's -record. - -.. note:: - The meeting smart button displays :guilabel:`No Meeting` if no meetings are currently scheduled. - For new applicants who are new to the :guilabel:`First Interview` stage, this is the default. - - If there is one meeting already scheduled, the smart button displays :guilabel:`1 Meeting`, with - the date of the upcoming meeting beneath it. If more than one meeting is scheduled, the button - displays :guilabel:`Next Meeting`, with the date of the first upcoming meeting beneath it. - -Doing so loads the *Calendar* application, showing the currently scheduled meetings and events for -the user. The meetings and events displayed are for the employees who are listed under the -:guilabel:`Attendees` section on the right side of the calendar view. To change the currently loaded -meetings and events being displayed, uncheck the person who's calendar events are to be hidden. Only -the checked attendees are visible on the calendar. - -The default view is the :guilabel:`Week` view. To change the calendar view, click the -:guilabel:`Week` button, then select the desired view from the drop-down menu. The other options are -either :guilabel:`Day`, :guilabel:`Month`, or :guilabel:`Year`. - -An option to display or hide weekends is available. Click the :guilabel:`Week` button, then click -:guilabel:`Show weekends` to deactivate it (the default is to show weekends). If a check mark is -next to :guilabel:`Show weekends`, weekends are visible. If there is no check mark, weekends are -hidden. - -To change the displayed date range for the calendar, either use the :icon:`fa-arrow-left` -:guilabel:`(left arrow)`, :icon:`fa-arrow-right` :guilabel:`(Right arrow)`, or :guilabel:`Today` -buttons above the calendar, or click on a date in the calendar on the right side of the displayed -calendar. - -.. image:: recruitment/calendar.png - :align: center - :alt: The calendar view, highlighting how to change the displayed meetings. - -To add a meeting to the calendar when in the day or week view, click on the start time of the -meeting and drag to the end time, to select the date, time, and the length of the meeting. A meeting -can also be added in this view by clicking on the day *and* the time slot the meeting is to take -place. - -Both methods cause a :ref:`New Event ` pop up window to appear. - -.. _recruitment/event-card: - -New event pop-up window -*********************** - -Enter the information on the form. The only required fields to enter are the :guilabel:`Meeting -Title`, and the :guilabel:`Start` and :guilabel:`End` fields. Once the card details are entered, -click :guilabel:`Save & Close` to save the changes and create the interview. - -The fields available to populate or modify on the :guilabel:`New Event` card are as follows: - -- :guilabel:`Meeting Title`: enter the subject for the meeting. This should clearly indicate the - purpose of the meeting. The default subject is the :guilabel:`Subject/Application Name` on the - applicant's card. -- :guilabel:`Start` and :guilabel:`End`: select the start and end date and times for the meeting. - Click on one of the fields and a calendar pop-up window appears. Select both the start and end - date and times, then click :guilabel:`Apply`. -- :guilabel:`All Day`: if the meeting is an all-day interview, check the box. If this box is - checked, the :guilabel:`Start` and :guilabel:`End` fields are hidden from view. -- :guilabel:`Attendees`: select the people who should be in attendance. The default employee listed - is the person who is creating the meeting. Add as many other people as desired. -- :guilabel:`Videocall URL`: if the meeting is virtual, or if there is a virtual option available, - click :guilabel:`+ Odoo meeting` and a URL is automatically created for the meeting and populates - the field. -- :guilabel:`Description`: enter a brief description in this field. There is an option to enter - formatted text, such as numbered lists, headings, tables, as well as links, photos, and more. Use - the powerbox feature, by typing a `/`, and a list of options are presented. Scroll through the - options and click on the desired item. The item appears in the field and can be modified. Each - command presents a different pop-up window. Follow the instructions for each command to complete - the entry. - -More options -^^^^^^^^^^^^ - -To add additional information to the meeting, click the :guilabel:`More Options` button in the -lower-right corner of the pop-up window. Enter any of the following additional fields: - -- :guilabel:`Duration`: this field auto populates based on the :guilabel:`Starting At` and - :guilabel:`Ending At` times entered. If the meeting time is adjusted, this field automatically - adjusts to the correct duration length. The default length of a meeting is one hour. -- :guilabel:`Recurrent`: if the meeting should repeat at a selected interval (not typical for a - first interview), check the box next to :guilabel:`Recurrent`. Several additional fields appear - when this is enabled: - - - :guilabel:`Timezone`: using the drop-down menu, select the :guilabel:`Timezone` for the - meetings. - - :guilabel:`Repeat`: using the drop-down menu, select when the meetings repeat. The available - options are :guilabel:`Daily`, :guilabel:`Weekly`, :guilabel:`Monthly`, :guilabel:`Yearly`, or - :guilabel:`Custom`. If :guilabel:`Custom` is selected, a :guilabel:`Repeat Every` field appears - beneath it, along with another time frequency parameter (:guilabel:`Days`, :guilabel:`Weeks`, - :guilabel:`Months`, or :guilabel:`Years`). Enter a number in the blank field, then select the - time period using the drop-down menu. - - :guilabel:`Repeat on`: if :guilabel:`Weekly` is selected for the :guilabel:`Repeat` field, the - :guilabel:`Repeat on` field appears. Click on the corresponding day to select it. - - :guilabel:`Day of Month`: if :guilabel:`Monthly` is selected for the :guilabel:`Repeat` field, - the :guilabel:`Day of Month` field appears. Using the drop-down menu, select either - :guilabel:`Date of month` or :guilabel:`Day of month`. If :guilabel:`Date of month` is selected, - enter the date the meeting repeats. If :guilabel:`Day of month` is selected, use the drop-down - menus to determine the frequency. Select either :guilabel:`First`, :guilabel:`Second`, - :guilabel:`Third`, :guilabel:`Fourth`, or :guilabel:`Last` for the first drop-down menu, then - select the day (:guilabel:`Monday`, :guilabel:`Tuesday`, etc.) in the second drop-down menu. - - :guilabel:`Until`: using the drop-down menu, select when the meetings stop repeating. The - available options are :guilabel:`Number of repetitions`, :guilabel:`End date`, and - :guilabel:`Forever`. If :guilabel:`Number of repetitions` is selected, enter the number of - total meetings to occur in the blank field. If :guilabel:`End date` is selected, specify the - date using the calendar pop-up window, or type in a date in a XX/XX/XXXX format. - :guilabel:`Forever` schedules meetings indefinitely. - -- :guilabel:`Location`: enter the location for the meeting. -- :guilabel:`Tags`: select any tag(s) for the meeting using the drop-down menu. There is no limit to - the number of tags that can be used. -- :guilabel:`Appointment`: if an appointment is associated with this meeting, select it form the - drop-down menu, or create a new appointment by typing in the appointment name, then click - :guilabel:`Create & Edit...`. A :guilabel:`Create Appointment` form loads. Enter the information - on the form, then click :guilabel:`Save & Close`. -- :guilabel:`Privacy`: select if the organizer appears either :guilabel:`Available` or - :guilabel:`Busy` for the duration of the meeting, using the drop-down menu. Next, select the - visibility of this meeting, using the drop-down menu to the right of the first selection. Options - are :guilabel:`Public`, :guilabel:`Private`, and :guilabel:`Only internal users`. - :guilabel:`Public` allows for everyone to see the meeting, :guilabel:`Private` allows only the - attendees listed on the meeting to see the meeting, and :guilabel:`Only internal users` allows - anyone logged into the company database to see the meeting. -- :guilabel:`Organizer`: the employee who created the meeting is populated in this field. Use the - drop-down menu to change the selected employee. -- :guilabel:`Reminders`: select a reminder from the drop-down menu. Default options include - :guilabel:`Notification`, :guilabel:`Email`, and :guilabel:`SMS Text Message`, each with a - specific time period before the event (hours, days, etc). The reminder chosen alerts the meeting - participants of the meeting via the selected option at the specified time. Multiple reminders can - be selected in this field. - -.. image:: recruitment/new-event.png - :align: center - :alt: A new meeting card with all the details populated, and ready to save. - -Send meeting to attendees -************************* - -Once changes have been entered and the meeting details are correct, the meeting can be sent to the -attendees via email or text message from the expanded :guilabel:`Event Form` (what is seen when the -:guilabel:`More Options` button is clicked on in the event pop-up window). - -To send the meeting via email, click the :icon:`fa-envelope` :guilabel:`Email` button next to the -list of attendees. A :guilabel:`Contact Attendees` email configurator pop-up window appears. A -pre-formatted email using the default :guilabel:`Calendar: Event Update` email template populates -the email body field. The followers of the document (job application), as well as the user who -created the meeting are added as :guilabel:`Recipients` by default. Add the applicant's email -address to the list to send the email to the applicant as well. Make any other desired changes to -the email. If an attachment is needed, click the :guilabel:`Attachments` button, navigate to the -file, then click :guilabel:`Open`. Once the email is ready to be sent, click :guilabel:`Send`. - -.. image:: recruitment/email-event.png - :align: center - :alt: Enter the information to send the event via email. - -To send the meeting via text message, click the :icon:`fa-mobile` :guilabel:`SMS` button next to -the list of attendees. A :guilabel:`Send SMS Text Message` pop-up appears. - -At the top, a blue box appears if any attendees do not have valid mobile numbers, and lists how many -records are invalid. If a contact does not have a valid mobile number listed, click -:guilabel:`Close`, and edit the attendee's record, then redo these steps. - -When no warning message appears, type in the message to be sent to the attendees in the -:guilabel:`Message` field. to add any emojis to the message, click the :guilabel:`Add Emoji` icon -on the right-side of the pop-up window. - -Beneath the message field, the number of characters, as well as the amount of text messages required -to send the message (according to GSM7 criteria) appears. Click :guilabel:`Put In Queue` to have the -text sent later, after any other messages are scheduled, or click :guilabel:`Send Now` to send the -message immediately. - -.. image:: recruitment/send-sms.png - :align: center - :alt: Send a text message to the attendees of the meeting. - -.. note:: - Sending text messages is not a default capability with Odoo. To send text messages, credits are - required, which need to be purchased. For more information on IAP credits and plans, refer to - the :doc:`../essentials/in_app_purchase` documentation. - .. _recruitment/second-interview: Second interview @@ -735,9 +538,9 @@ applicant's card to the :guilabel:`Second Interview` stage, or click on the :gui Interview` stage button at the top of the individual applicant's card. When the applicant's card moves to the :guilabel:`Second Interview` stage, there are no automatic -activities or emails configured for this stage. The recruiter can now :ref:`schedule a second -interview ` with the applicant, following the same process as the -first interview. +activities or emails configured. The recruiter can now :doc:`schedule a second interview +` with the applicant, following the same process as the first +interview. .. _recruitment/contract-proposal: @@ -864,9 +667,16 @@ Fill out the rest of the form. For detailed information on the fields, refer to :doc:`employees/new_employee` documentation. When done, the employee record is saved in the *Employees* app. +.. seealso:: + - recruitment/new_job + - recruitment/schedule_interviews + - recruitment/add-new-applicants + - recruitment/refuse_applicant + .. toctree:: :titlesonly: recruitment/new_job + recruitment/schedule_interviews recruitment/add-new-applicants recruitment/refuse_applicant diff --git a/content/applications/hr/recruitment/schedule_interviews.rst b/content/applications/hr/recruitment/schedule_interviews.rst new file mode 100644 index 000000000..d4e3dabf1 --- /dev/null +++ b/content/applications/hr/recruitment/schedule_interviews.rst @@ -0,0 +1,323 @@ +=================== +Schedule interviews +=================== + +Schedule in-person, virtual, and phone interviews with Odoo through the *Recruitment* app. + +An interview can be scheduled in one of two ways: either by the :ref:`recruitment team +`, or by the :ref:`applicant +`. + +.. _recruitment/schedule_interviews/recruitment-scheduled: + +Recruitment team scheduled interviews +===================================== + +When an applicant reaches the interview stage, the recruitment team should schedule the interview, +by first coordinating a suitable date and time with the applicant and interviewers. + +To schedule the interview, navigate to the applicant's card, by first going to the +:menuselection:`Recruitment app`, and clicking the relevant job card. This opens the +:guilabel:`Applications` page for that job position. Then, click the desired applicant's card to +view their detailed applicant form. + +To schedule an phone, virtual, or in-person interview, click the :guilabel:`No Meeting` smart button +at the top of the applicant's record. + +.. note:: + The *Meetings* smart button displays :guilabel:`No Meeting` if no meetings are currently + scheduled. For applicants who are new to the :guilabel:`First Interview` stage, this is the + default. + + If there is one meeting already scheduled, the smart button displays *1 Meeting*, with the date + of the upcoming meeting beneath it. If more than one meeting is scheduled, the button displays + *Next Meeting*, with the date of the first upcoming meeting beneath it. + +Clicking the *Meetings* smart button loads a calendar, showing the scheduled meetings and events +for the currently signed-in user, as well as the employees who are listed under the +:guilabel:`Attendees` section, located to the right of the calendar. + +To change the currently loaded meetings and events being displayed, uncheck an attendee whose +calendar events are to be hidden. Only the checked attendees are visible on the calendar. + +.. image:: schedule_interviews/calendar.png + :align: center + :alt: The calendar view, highlighting how to change the displayed meetings. + +To add a meeting to the calendar when in the *Day* or *Week* view, click on the start time of the +meeting and drag down to the end time. Doing so selects the date, time, and the length of the +meeting. + +A meeting can also be added in this view by clicking on the desired day *and* time slot. + +Both methods cause a :ref:`New Event ` pop-up window to +appear. + +.. _recruitment/schedule_interviews/event-card: + +New event pop-up window +----------------------- + +Clicking a grid, corresponding with the time and date, opens the :guilabel:`New Event` pop-up window +to schedule a meeting. + +Enter the information on the form. The only required fields to enter are a title for the meeting, +along with the :guilabel:`Start` (and end date/time) fields. + +Once the card details are entered, click :guilabel:`Save & Close` to save the changes and create the +interview. + +After entering in a required name for the meeting, the fields available to modify on the +:guilabel:`New Event` card are as follows: + +- :guilabel:`Meeting Title`: enter the subject for the meeting. This should clearly indicate the + purpose of the meeting. The default subject is the :guilabel:`Subject/Application Name` on the + applicant's card. +- :guilabel:`Start`: start and end date and times for the meeting. Clicking either of these fields + opens a calendar pop-up window. Click :guilabel:`Apply` to close the window. +- :guilabel:`All Day`: tick the box to schedule an all-day interview. If this box is ticked, the + :guilabel:`Start` field changes to :guilabel:`Start Date`. +- :guilabel:`Attendees`: select the people who should attend the meeting. The default employee + listed is the person who created the meeting. Add as many other people as desired. +- :guilabel:`Videocall URL`: if the meeting is virtual, or if there is a virtual option available, + click :icon:`fa-plus` :guilabel:`Odoo meeting`, and a URL is automatically created for the + meeting, which populates the field. +- :guilabel:`Description`: enter a brief description in this field. There is an option to enter + formatted text, such as numbered lists, headings, tables, links, photos, and more. Use the + powerbox feature, by typing a `/` to reveal a list of options. + + Scroll through the options and click on the desired item. The item appears in the field, and can + be modified. Each command presents a different pop-up window. Follow the instructions for each + command to complete the entry. + +More options +~~~~~~~~~~~~ + +To add additional information to the meeting, click the :guilabel:`More Options` button in the +lower-right corner of the :ref:`New Event ` pop-up +window. Enter any of the following additional fields: + +- :guilabel:`Duration`: this field auto populates based on the :guilabel:`Start` (and end) date and + time. If the meeting time is adjusted, this field automatically adjusts to the correct duration + length. The default length of a meeting is one hour. +- :guilabel:`Recurrent`: if the meeting should repeat at a selected interval (not typical for a + first interview), tick the checkbox next to :guilabel:`Recurrent`. Several additional fields + appear when this is enabled: + + - :guilabel:`Timezone`: using the drop-down menu, select the :guilabel:`Timezone` for the + recurrent meetings. + - :guilabel:`Repeat`: choose :guilabel:`Daily`, :guilabel:`Weekly`, :guilabel:`Monthly`, + :guilabel:`Yearly`, or :guilabel:`Custom` recurring meetings. If :guilabel:`Custom` is selected, + a :guilabel:`Repeat Every` field appears beneath it, along with another time frequency parameter + (:guilabel:`Days`, :guilabel:`Weeks`, :guilabel:`Months`, or :guilabel:`Years`). Enter a number + in the blank field, then select the time period using the drop-down menu. + - :guilabel:`Repeat on`: enabled when the :guilabel:`Weekly` option is selected in the + :guilabel:`Repeat` field. Choose the day the weekly meeting falls on. + - :guilabel:`Day of Month`: configure the two drop-down menu options to select a specific day of + the month, irrespective of the date (e.g. the first Tuesday of every month). To set a specific + calendar date, choose :guilabel:`Date of Month` and enter the calendar date in the field (e.g. + `15` to set the meeting to occur on the fifteenth of every month). + - :guilabel:`Until`: using the drop-down menu, select when the meetings stop repeating. The + available options are :guilabel:`Number of repetitions`, :guilabel:`End date`, and + :guilabel:`Forever`. If :guilabel:`Number of repetitions` is selected, enter the number of + total meetings to occur in the blank field to the right. If :guilabel:`End date` is selected, + specify the date using the calendar pop-up window, or type in a date in a XX/XX/XXXX format. + :guilabel:`Forever` schedules meetings indefinitely. + +- :guilabel:`Location`: enter the location for the meeting. +- :guilabel:`Tags`: select any tags for the meeting using the drop-down menu, or add a new tag by + typing in the tag and clicking :guilabel:`Create "tag"`. There is no limit to the number of tags + that can be used. +- :guilabel:`Appointment`: if an appointment is associated with this meeting, select it from the + drop-down menu, or create a new appointment by typing in the appointment name, then clicking + :guilabel:`Create & Edit...` from the resulting drop-down men. A :guilabel:`Create Appointment` + form loads. Enter the information on the form, then click :guilabel:`Save & Close`. +- :guilabel:`Privacy`: select if the organizer appears either :guilabel:`Available` or + :guilabel:`Busy` for the duration of the meeting. Next, select the visibility of this meeting, + using the drop-down menu to the right of the first selection. Options are :guilabel:`Public`, + :guilabel:`Private`, and :guilabel:`Only internal users`. :guilabel:`Public` allows for everyone + to see the meeting, :guilabel:`Private` allows only the attendees listed on the meeting to see the + meeting, and :guilabel:`Only internal users` allows anyone logged into the company database to see + the meeting. +- :guilabel:`Organizer`: the employee who created the meeting is populated in this field. Use the + drop-down menu to change the selected employee. +- :guilabel:`Reminders`: select a reminder from the drop-down menu. Default options include + :guilabel:`Notification`, :guilabel:`Email`, and :guilabel:`SMS Text Message`, each with a + specific time period before the event (hours, days, etc). The chosen reminder chosen alerts the + meeting participants of the meeting, via the selected option at the specified time. Multiple + reminders can be selected in this field. + +.. image:: schedule_interviews/new-event.png + :align: center + :alt: A new meeting card with all the details populated, and ready to save. + +Send meeting to attendees +------------------------- + +Once changes have been entered on the :ref:`New Event ` +pop-up window, and the meeting details are correct, the meeting can be sent to the attendees, via +email or text message, from the expanded event form (what is seen when the :guilabel:`More Options` +button is clicked on in the :guilabel:`New Event` pop-up window). + +To send the meeting via email, click the :icon:`fa-envelope` :guilabel:`Email` button next to the +:guilabel:`Attendees` field on the expanded meeting form. + +A :guilabel:`Contact Attendees` email configurator pop-up window appears. A pre-formatted email, +using the default :guilabel:`Calendar: Event Update` email template, populates the email body field. + +The followers of the job application, as well as the user who created the meeting, are added as +:guilabel:`Recipients` by default. If needed, add the applicant's email address to the list to send +the email to the applicant, as well. Make any other desired changes to the email. If an attachment +is needed, click the :guilabel:`Attachments` button, navigate to the file, then click +:guilabel:`Open`. Once the email is ready to be sent, click :guilabel:`Send`. + +.. image:: schedule_interviews/email-event.png + :align: center + :alt: Enter the information to send the event via email. + +To send the meeting via text message, click the :icon:`fa-mobile` :guilabel:`SMS` button next to +the :guilabel:`Attendees` field on the expanded meeting form. A :guilabel:`Send SMS Text Message` +pop-up window appears. + +At the top, a blue banner appears if any attendees do not have valid mobile numbers, and lists how +many records are invalid. If a contact does not have a valid mobile number listed, click +:guilabel:`Close`, and edit the attendee's record, then redo these steps. + +When no warning message appears, type in the message to be sent to the attendees in the +:guilabel:`Message` field. To add any emojis to the message, click the :icon:`oi-smile-add` +:guilabel:`(smile add)` icon on the right-side of the pop-up window. + +The number of characters, and amount of text messages required to send the message (according to +GSM7 criteria) appears beneath the :guilabel:`Message` field. Click :guilabel:`Put In Queue` to have +the text sent later, after any other messages are scheduled, or click :guilabel:`Send Now` to send +the message immediately. + +.. image:: schedule_interviews/send-sms.png + :align: center + :alt: Send a text message to the attendees of the meeting. + +.. note:: + Sending text messages is **not** a default capability with Odoo. To send text messages, credits + are required, which need to be purchased. For more information on IAP credits and plans, refer to + the :doc:`../../essentials/in_app_purchase` documentation. + +.. _recruitment/schedule_interviews/applicant-scheduled: + +Applicant scheduled interviews +============================== + +By default, the recruitment interview stages are **not** set up for applicants to schedule their own +interviews. + +However, if the :guilabel:`First Interview` or :guilabel:`Second Interview` stages are modified to +send the :guilabel:`Recruitment: Schedule Interview` email template when an applicant reaches that +stage, the applicant receives a link to the recruitment team's calendar, and can schedule the +interview on their own. The recruitment team's availability is reflected in the calendar. + +In order for applicants to be able to schedule their own interviews, a :ref:`stage must first be +modified ` in the *Recruitment* app. + +.. _recruitment/schedule_interviews/modify-stage: + +Modify stage +------------ + +To modify either the :guilabel:`First Interview` or :guilabel:`Second Interview` stage, first +navigate to the main :menuselection:`Recruitment` app dashboard. Next, click on the desired job card +to navigate to the :guilabel:`Applications` page for that job position. + +Hover over the name of the stage, and a :icon:`fa-cog` :guilabel:`(gear)` icon appears in the +upper-right hand side of the stage name. Click the :icon:`fa-cog` :guilabel:`(gear)` icon, and a +drop-down menu appears. Then, click on the :guilabel:`Edit` option, and an :guilabel:`Edit: (Stage)` +form appears. + +.. image:: schedule_interviews/edit-stage.png + :align: center + :alt: The drop-down that appears after clicking the cog. + +The :guilabel:`Email Template` field is blank, by default. Using the drop-down menu, select +:guilabel:`Recruitment: Schedule interview` for the :guilabel:`Email Template` field, then click +:guilabel:`Save & Close` when done. + +.. image:: schedule_interviews/interview-template.png + :align: center + :alt: The Recruitment: Schedule Interview email template populating the Email Template field. + +Send email +---------- + +After either the :guilabel:`First Interview` or :guilabel:`Second Interview` stages are +:ref:`modified to send the ` :guilabel:`Recruitment: +Schedule interview` email to the applicant upon moving their applicant card to one of those stages, +the following email is received by the applicant: + +`Subject: Can we plan an interview together for your (Job Position) application?` + +`Congratulations! +Your application is really interesting and we'd like to plan an interview with you. +Can you please use the button below to schedule it with one of our recruiters?` + +`Plan my interview` + +Schedule interview +------------------ + +When the applicant received the email, they click the :guilabel:`Plan my interview` button at the +bottom of the email. This navigates the applicant to a private online scheduling page, which is +**only** accessible through the emailed link. + +This page displays the :guilabel:`MEETING DETAILS` on the right side of the screen. This includes +the format and length of the meeting. In this example. the interview is virtual +(:icon:`fa-video-camera` :guilabel:`Online`) and the duration is a half hour (:icon:`fa-clock-o` +:guilabel:`30 minutes`). + +First, if there is an option of who to meet with, the user selects who they are scheduling their +meeting with, by clicking on their icon and name. If only one person is available to interview the +applicant, this step is not available. If the applicant does not wish to chose an interviewer, they +can just click :guilabel:`See all availabilities` :icon:`fa-arrow-right`. + +.. image:: schedule_interviews/select-interviewer.png + :align: center + :alt: The first screen seen after clicking 'Plan my interview', where the applicant selects their + interviewer. + +.. note:: + If the applicant selects an interviewer, the applicant is shown a :guilabel:`Select a date & + time` page, and **only** sees the dates and times that specific person is available. In addition, + that interviewer's information (name, email, and phone number) appears on the right-side of the + screen, under the heading :guilabel:`OPERATOR`, located beneath the :guilabel:`MEETING DETAILS`. + + If the applicant clicks :guilabel:`See all availabilities` :icon:`fa-arrow-right` instead, or if + there are no interviewer options available, the user is navigated to the same :guilabel:`Select a + date & time` page, but there is no :guilabel:`OPERATOR` section visible. + +Then the applicant clicks on an available day on the calendar, signified by a square around the +date. Once a day is selected, they click on one of the available times to select that date and time. + +.. image:: schedule_interviews/select-date-time.png + :align: center + :alt: The calendar screen with dates and times to schedule an interview. + +.. tip:: + Be sure to check the :guilabel:`Timezone` field, beneath the calendar, to ensure it is set to the + correct time zone. Changing the time zone may alter the available times presented. + +Once the date and time are selected, the applicant is navigated to an :guilabel:`Add more details +about you` page. This page asks the applicant to enter their :guilabel:`Full name`, +:guilabel:`Email`, and :guilabel:`Phone number`. The contact information entered on this form is how +the applicant is contacted to remind them about the scheduled interview. + +When everything is entered on the :guilabel:`Add more details about you` page, the applicant clicks +the :guilabel:`Confirm Appointment` button, and the interview is scheduled. + +.. image:: schedule_interviews/confirmation.png + :align: center + :alt: The confirmation page with all the details for the interview displayed. + +After confirming the interview, the applicant is taken to a confirmation page, where all the details +of the interview are displayed. The option to add the meeting to the applicant's personal calendars +is available, through the :guilabel:`Add to iCal/Outlook` and :guilabel:`Add to Google Agenda` +buttons, beneath the interview details. + +The applicant is also able to cancel or reschedule the interview, if necessary, with the +:guilabel:`Cancel/Reschedule` button. diff --git a/content/applications/hr/recruitment/calendar.png b/content/applications/hr/recruitment/schedule_interviews/calendar.png similarity index 100% rename from content/applications/hr/recruitment/calendar.png rename to content/applications/hr/recruitment/schedule_interviews/calendar.png diff --git a/content/applications/hr/recruitment/schedule_interviews/confirmation.png b/content/applications/hr/recruitment/schedule_interviews/confirmation.png new file mode 100644 index 000000000..d2b06695b Binary files /dev/null and b/content/applications/hr/recruitment/schedule_interviews/confirmation.png differ diff --git a/content/applications/hr/recruitment/schedule_interviews/edit-stage.png b/content/applications/hr/recruitment/schedule_interviews/edit-stage.png new file mode 100644 index 000000000..524397f34 Binary files /dev/null and b/content/applications/hr/recruitment/schedule_interviews/edit-stage.png differ diff --git a/content/applications/hr/recruitment/email-event.png b/content/applications/hr/recruitment/schedule_interviews/email-event.png similarity index 100% rename from content/applications/hr/recruitment/email-event.png rename to content/applications/hr/recruitment/schedule_interviews/email-event.png diff --git a/content/applications/hr/recruitment/schedule_interviews/interview-template.png b/content/applications/hr/recruitment/schedule_interviews/interview-template.png new file mode 100644 index 000000000..04653f20b Binary files /dev/null and b/content/applications/hr/recruitment/schedule_interviews/interview-template.png differ diff --git a/content/applications/hr/recruitment/new-event.png b/content/applications/hr/recruitment/schedule_interviews/new-event.png similarity index 100% rename from content/applications/hr/recruitment/new-event.png rename to content/applications/hr/recruitment/schedule_interviews/new-event.png diff --git a/content/applications/hr/recruitment/schedule_interviews/select-date-time.png b/content/applications/hr/recruitment/schedule_interviews/select-date-time.png new file mode 100644 index 000000000..0528ebcc2 Binary files /dev/null and b/content/applications/hr/recruitment/schedule_interviews/select-date-time.png differ diff --git a/content/applications/hr/recruitment/schedule_interviews/select-interviewer.png b/content/applications/hr/recruitment/schedule_interviews/select-interviewer.png new file mode 100644 index 000000000..cd003f710 Binary files /dev/null and b/content/applications/hr/recruitment/schedule_interviews/select-interviewer.png differ diff --git a/content/applications/hr/recruitment/send-sms.png b/content/applications/hr/recruitment/schedule_interviews/send-sms.png similarity index 100% rename from content/applications/hr/recruitment/send-sms.png rename to content/applications/hr/recruitment/schedule_interviews/send-sms.png