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Using the Interview Scheduler

This feature is available in the UK only and only on S-Release.

Required Features: Interview Scheduler

The Interview Scheduler is an optional, paid add-on for UK clients that allows users to arrange multiple interviews with different candidates for the same job all at once. From the job record, users can quickly generate and send emails customized with all of the interview information to each of those candidates as well as to the job's contact. As an administrator, you use the Interview Scheduler to create the templates that users will need to complete the scheduling process.

To enable the Interview Scheduler, contact Bullhorn Support. Once enabled, both a new Interview Scheduler tab as well as new, customized workflow icons depicting the new interview stages appear on all job records. For administrators, the Interview Templates option also becomes available on the Tools menu.

To Schedule Multiple Interviews and Send the Candidates and Contact Confirmation Emails

On the job record, click the Interview Scheduler tab.

Select the check boxes to the left of the candidates to schedule interviews for.

From the Selected Candidates  (or, if using Bullhorn 2013 Release, Select an Interview) drop-down, select the appropriate interview type. If there are no options in this drop-down, contact your administrator.

For each candidate listed, select the date and time for the interview.

Select the check boxes in the Email Candidate? column for some or all of the candidates to generate their confirmation emails. The contact email will generate no matter what.

Click Confirm and Send Emails to create Bullhorn appointments for each of the scheduled candidate interviews as well as to automatically compose confirmation emails to both each of the selected candidates and the contact on the job from the interview template you selected in step 3.

  • Note that Bullhorn tracks these appointments in the Related Appointments section, and not the Interviews section, of the job record’s Activity tab. The appointments do not automatically appear on your Outlook calendar; you must either add them manually or open the appointment from the Activity tab and re-save it so that it will sync.

Notes:

  • If, after clicking Confirm and Send Emails, you see an error message stating I'm sorry, there was a problem. Please contact support, if you haven’t already, please follow the instructions listed in the Troubleshooting section of this article and try again. If the error persists, contact Bullhorn Support.

  • If you're on Bullhorn S Release, and your company uses Google Apps for Business, any formatting (e.g,., bold, highlighting) in your interview scheduler templates will not carry over to Gmail's New Message screen.

  • If you're on Bullhorn S Release, and your company uses Microsoft Exchange, the Interview Scheduler will launch Bullhorn's Compose a Message screen instead of Outlook's. Please note that you can only send up to five candidate emails at once (six including the contact email). If you need to schedule interviews for and send emails to more than five candidates, you must do so in batches (i.e., groups of five). If you are not sending emails and instead just scheduling the interviews, you can do more than five. Your browser must have pop-ups enabled in order for this to work.

In the New Message windows that launch, review the content for accuracy and completeness, paying special attention to verifying that no merge codes (e.g., $candidate.firstName$) display.

  • Unlike Bullhorn’s own personalize tags for the Mass Mailing feature, record-specific data should display in these emails in place of the merge codes before you send them.

Add, modify, or delete any information as necessary.

For each email, click Send.

  • ​​Depending on which interview type you selected, Bullhorn shades the corresponding workflow icon on the job record. You may have to refresh the page.

To Schedule Multiple Interviews Without Sending Emails

  1. On the job record, click the Interview Scheduler tab.
  2. Select the check boxes to the left of the candidates to schedule interviews for.
  3. From the Selected Candidates (or, if using Bullhorn 2013 Release, Select an Interview) drop-down, select the appropriate interview type. If there are no options in this drop-down, contact your administrator.
  4. For each candidate listed, select the date and time for the interview.
  5. Click Confirm Interview Times to create Bullhorn appointments for each of the scheduled candidate interviews.
    • Note that Bullhorn tracks these appointments in the Related Appointments section, and not the Interviews section, of the job record’s Activity tab. Depending on which interview type you selected, Bullhorn shades the corresponding workflow icon on the job record. You may have to refresh the page. The appointments do not automatically appear on your Outlook calendar; you must either add them manually or open the appointment from the Activity tab and re-save it so that it will sync.

To Cancel an Interview

  1. On the job record, click the Activity tab.
  2. Expand Related Appointments.
  3. Click the subject of the interview to cancel.
  4. Click Delete.
  5. Back on the job record Activity tab, expand Shortlists.
  6. Click the expand arrow to the left of the candidate who's interview you just deleted.
  7. Do one of the following:
    • If you are rescheduling the interview:
      • Click the X to the left of the Interview Scheduled submission status.
      • Click OK.
      • Reschedule the interview using the Interview Scheduler.
    • If you are canceling the interview completely:
      • Click Update.
      • From the Shortlist Status drop-down, select the reason for canceling (e.g., Candidate Rejected, Withdrawn).
      • In the Comments field, enter any additional details (this will add a note to the candidate's record).
      • Click Save.

Troubleshooting

If you're using the Interview Scheduler in Internet Explorer, to ensure all functionality works properly, please do the following:

  1. Run the Bullhorn’s configuration script.
    • This script, among other things, enables ActiveX controls and adds *.bullhorncloud.com to your list of Trusted Sites.
  2. Add Stax to your list of Internet Explorer Trusted Sites, and enable the Initialize and script ActiveX controls not marked as safe for scripting setting:
    • On the Internet Explorer Tools menu, select Internet Options.
    • Select the Security tab.
    • Click the Internet icon.
    • Click Custom Level.
    • In the ActiveX controls and plug-ins section, select the Enable radio button for the Initialize and script ActiveX controls not marked as safe for scripting setting.
    • Click OK.
    • Click the Trusted Sites icon.
    • Click Sites.
    • In the Add this web site to the zone field, enter the following addresses, clicking Add after each:
      • *.staxapps.​net
      • *.bullhorncloud.​com (if not already listed)
    • Click Close.
    • Click OK.
    • Close all Internet Explorer browser windows and reopen Internet Explorer.

If you're on Bullhorn S Release, the Interview Scheduler is not yet supported in Safari.