As the candidate converses with your AI Assistant, they can trigger different actions to be taken in regards to scheduling or updating an interview.

Scheduling an interview

When a candidate initiates a conversation with your AI Assistant, they are then screened to determine if they meet the general qualifications of the role. If they are determined to meet those qualifications, then one of two actions will take place:

• Manual scheduling: You will have to navigate to the candidate's profile and complete the manual scheduling process. If you choose the Let Olivia Schedule option, then your AI Assistant will follow the same logic outline for finding times that is described in the Automatic Scheduling option.
• Automatic scheduling: Your AI Assistant will look at available interview times to send to the candidate. Three times will be sent with the option to view more. These times are based on the following:
  • Interviewer Calendar Availability: Your AI Assistant checks the calendar(s) of the assigned interviewer(s) to find open time slots. Only times when the interviewer is available are considered.
  • Scheduling Timelines: The time frames in which interviews can be scheduled are dictated by Scheduling Timelines. These can be set at the company level by a Company/Account Admin with access to Client Setup or your CS Representative, but they can be overridden using Advanced Settings when manually scheduling an interview. The minimum and maximum time frames set here take priority over company-wide defaults.
  • Round Robin Groups: Round Robin groups have additional scheduling logic that ensures interviews are evenly spread across team members. Click here to learn more.
  • Buffer and Start Time Logic: Your AI Assistant respects any buffer times and interview start time preferences set by interviewers in their profiles. For example, if an interviewer wants a 15-minute buffer between interviews, your assistant will not offer candidates times that violate this rule. Click here to learn more.
  • Panel and Sequential Interviews: For interviews with multiple attendees, your AI Assistant tries to find overlapping availability that fits all required participants’ calendars and buffer/start time settings. Click here to learn more.

NLP conversation

In terms of scheduling, NLP functionality largely involves candidate communication with your AI Assistant. Candidates can utilize scheduling NLP to reschedule and cancel interviews. They will have to trigger the NLP through some variation of “I want to reschedule” or “I want to cancel.” NLP can also be utilized outside of scheduling for other features, like Q&A.

Additionally, NLP is used when the candidate is typing their preferred time to your AI Assistant when scheduling an interview. For example, the candidate typing “#1” would be an example of NLP used within scheduling.

Reschedule an interview

A reschedule will be triggered simply by the candidate texting/communicating with your AI Assistant that they wish to reschedule their interview. The candidate will need to state they they want to reschedule in order to trigger the reschedule functionality for NLP to kick in and initiate your AI Assistant's engagement with the candidate.

Cancel an interview

A cancellation will be triggered simply by the candidate communicating with your AI Assistant that they wish to cancel their interview. The candidate just needs to trigger the cancel functionality for NLP to kick in and initiate your AI Assistant's engagement with the candidate. Your assistant will then ask the candidate to confirm and then promptly cancel their interview.

No Availability

A candidate can fall into No Availability when an interview request is sent but there are no OITs on the interviewer’s calendar. Learn more about No Availability here.