📖 Read time: 3 minutes

Round is the term used for an interview step in candidate.fyi. The interview step could include one, or multiple interviews. Different companies may call this a hiring step or interview stage, internally.

BEFORE CREATING A ROUND

1. Set up Email and Calendar templates.

2. Know the duration of the interview(s) that will be included.

3. Know who will be responsible for scheduling the interview(s).

4. Have a naming convention ready to use, to keep Rounds well organized.

Recommendation: [YEAR][Internal Interview Title][Duration]

CREATING A ROUND

Step 1: Navigate to Rounds

• Go to Templates + Libraries on the left menu bar.

• On the left, under Scheduling, click Rounds.

  • This is where all created Rounds are housed. They show as oldest created first.

  • It is good hygiene practices to archive rounds that are no longer being used, each quarter.

Step 2: Create a New Round

• Click "New +" on the top right.

Step 3: Complete the Basic Information

• Name the Round.

  • This name is internal only.

  • Recommendation: Use a naming convention like:

    • [YEAR][Internal Interview Title][Duration]

• Add the Candidate Display Name

  • The is the name that the candidate and interviewers will see.

• OPTIONAL: Select a Job

  • Only select a job if this Round will be completely unique from all other rounds and the connected email and calendar templates are highly tailored to it. (i.e. Meet the CEO)

  • If this round can be structured and re-used across multiple roles, do not connect a specific job.

• OPTIONAL: Add a Default Scheduler

  • Only add a default scheduler if they will be responsible for scheduling and communication for this Round 100% of the time.

  • If this round will be re-used across multiple roles, do not connect a specific scheduler. This can be edited later.

• Add an Event Calendar

  • An event calendar MUST be added to create a round. Most companies have two or three calendars max. Usually this consists of an Interviewer Calendar (for schedulers to view all internal interviewer events,) a Candidate Calendar (for schedulers to view all candidate facing invites) and potentially a private Executive/Sensitive Hiring calendar that specific users can view.

  • If using a separate candidate calendar, click the box 'use separate calendar for candidate events and then select the calendar from the dropdown there.

• Enable Settings

  • Toggle ON the following if:

    • Multiple Interviews - the Round consists of more than one interview.

    • Self-Scheduling - if the Round will contain self-scheduling requests

    • Availability Entry - if the Round will contain requests for availability from candidates

    • Training Paths - if new interviewers who are part of a training path will be interviewer training using this Round

    • Debrief - If a debrief interview is needed to be scheduled with all interviewers on this round once the final candidate interview within the round is completed. This is used often for panel interview discussion.

Step 4: Click Create

• If these details need to be edited after creation, select the Round you need to edit, then click the Settings icon in the top right of the Round header. The side panel will have expandable sections to edit.

Step 5: Edit the Interview Setup Details

• Internal Title: Not candidate facing

• Duration: Interview length

• Conference Type: No conference (for in person interviews,) Phone, Zoom or Meets

• Interviewers

  • Use one of the following options:

    • Add a Smart Tag, to pull in a specific person dynamically based on what job this round is used on. i.e. Recruiter

    • Add a specific person, by entering their name into an Individual slot.

• Booking Rooms

  • OFF: No physical room is required for the interview

  • AUTO SELECT: The system will find a room based on the expanded fields (capacity + office location)

  • REQUIRED: Will prompt the choice when scheduling of offices to chose from at a specific location and capacity.

• Location: Add a physical address for interviews if required.

Step 6: Toggle from Interview Setup > Calendar Invites

• Click 'Import Template' to select the Calendar Template that was set up before the Round.

• Add any calendar specific attachments required here.

IF THE ROUND CONTAINS MORE THAN ONE INTERVIEW

1. Inside the Round, on the left block called 'Interviews' there is a copy icon under the recently created interview. Click this to add a second interview.

2. Repeat Steps 5 and 6 to set up any subsequent interviews that are part of this Round.

3. Under the same left side block titled 'Shared Calendar Invite' there are two options to select from when multiple interviews are configured in a Round