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