Every company handles walk-in candidates differently. While we do encourage you to discuss how to handle walk-in candidates with your management team and/or your CS Representative, here are some tips to assist you in supporting walk-in candidates.

Step #1: Collect candidate information

When a candidate first walks in, you will first need to gather their information in order to create a Candidate Profile for them in the CEM. You can do this in one of two ways:

• Manually enter candidate information
• Use Chat-to-Apply

Option #1: Manually enter candidate information

If you have the ability to add candidates to the Candidate Inbox, then you are able to manually enter candidate information into the CEM. To do this, follow the steps below.

1. Select the plus icon in the bottom corner of the Candidate Inbox's left panel.
   • Note: If this icon is not visible, then you may not have access to add a candidate manually. Contact your manager for assistance.
2. In the drawer that opens, enter the candidate's information, including the location and job that they are interviewing for.
3. Select the down arrow next to the Add Candidate button's text and select Add & Schedule.
   • Notes: 
     • You also have the option of adding the candidate and then:
       • Moving the candidate into the Invite to Interview status by selecting the candidate's current status and then Invite to Interview.
       • Selecting the …More button and then Schedule.
     • You have the option to select Add & Screen, if you have this permission enabled for your user role, so that your AI Assistant can screen the candidate first before they are sent an interview invite, if automatically scheduled.
4. A scheduling drawer will then open. Select Interview as the Scheduling Type.
5. In the new page of the drawer, enter in the interview details and either select:
   • Choose Time – Select the current time or the nearest time to the current as the interview time.
   • Let Olivia Schedule – Your AI Assistant will send the scheduling message to your candidate. Have them select any time, as this interview will be canceled anyways.

Option #2: Use Chat-to-Apply

If you want candidates to complete the screening and application process via Chat-to-Apply, then complete the process below.

Prerequisite

If your store does not have the QR code set for your location, then you will need to retrieve the QR code and/or the phone number from the Phone Numbers page.

1. Select the All Apps button in the top left corner of the header and then Settings from its drop-down menu.
2. When the Settings page opens, select Phone Numbers under the Platform section.
3. The Phone Numbers page will then open. Select Short Code Keywords from the left panel.
4. Open the keyword associated with the position/location. From here, you can:
   • Download the QR code if you have this permission. You can do this by clicking the Download button that displays below the QR code. Once downloaded to your device, you can print the QR code.
   • Copy and write down the Keyword and short code number from the Edit Keyword modal that opens. This can be found underneath the QR code. From here, you can post the short code number and keyword for a candidate to reference when they walk in.

Candidate scans code/sends message to your AI Assistant

If your location already has a QR code and/or short code keyword already printed or you gathered this information yourself, show this to your candidate for them to initiate their conversation with your AI Assistant. Once the candidate completes their screening, then they will be added into the system. 

• Note: If auto-scheduling is configured for your account and/or a job, then the candidate will receive a notification asking them to select their preferred interview time. They can select any time, as you will adjust this in the following step.

Step #2: Cancel any scheduled interviews

If an interview ended up being scheduled for a time beyond the current time, then you will need to cancel the scheduled interview by completing the steps below.

1. Navigate to the candidate's profile in the CEM. 
2. In the navy blue interview banner listed on their profile, select Update to view the interview details.
3. A slide-out drawer will then open. Select Cancel Interview. 
4. A dialog box will display with the message sent to the candidate. Click Confirm.

Step #3: Interview the candidate

Facilitate an interview with the candidate. Nothing needs to be added into the CEM at this time unless you want to add notes to the Applications tab of the Candidate Profile.

Step #4: Complete interview feedback (optional)

If your company utilizes the Candidate Interview Feedback feature, then you may be required to complete an Interview Feedback survey from the Candidate Profile. Click here to learn more about completing this survey.

Step #5: Update the candidate's status

After the interview, return to the CEM and manually update the candidate’s status to the next stage/status from their Candidate Profile.

• Note: Typically, if a process is put in place for walk-in candidates, then custom Next Step options will be listed in a status's drop-down menu when you attempt to update their status. Choose from one of these options if they are present.