This page is a breakdown of each default Scheduling status in a Candidate Journey.

Invite to Interview

There are two experiences that a user can have when a candidate is moved into the Invite to Interview status.

1. The user will be prompted to complete a scheduling request for the candidate. The scheduling drawer will open, and the user will be able to input the interview details for the job.
2. The System Journey is configured for a job/group to auto-schedule, and the candidate is scheduled based on what was configured.

Candidate stuck in Invite to Interview status

If a candidate gets stuck in an Invite to Interview status, then it may be due to the following reasons:

• Auto-scheduling logic requires interview details and job configuration to be in place before the candidate is moved to the interview stage.
• If candidates are created or moved to interview before the job/interview details exist, auto-scheduling will not trigger.

Check to see if the job/interviewers existed at the time that the candidate was created and if the interview type is set to auto-schedule.

No Availability

A candidate can fall into No Availability when your AI Assistant attempts to schedule them for an interview with an interviewer who has no additional availability to meet. Interviewers will be notified when they have no more availability and can update their calendars to continue with the auto-scheduling functionality, but if a user does not update their availability in the 14 day time window, then the candidate will fall into No Availability and will need to be manually scheduled for the interview moving forward. Click here to learn more about this logic.

Olivia Coordinate

Interviews will fall into the Olivia Coordinate status when a user is manually scheduling an interview and toggles on the Have Attendee Schedule Interview advanced setting in the scheduling drawer.

Olivia Coordinate Expired

If an interview has been moved to this status, it means that your AI Assistant's request to the interview owner has expired. Your assistant will reach out to the original interview owner to take follow-up action to schedule this interview.

Interview Pending

Interview Pending is the status that is reached when an interview request has been sent to a candidate, and your AI Assistant is waiting for the candidate to respond. A candidate can also reach the Interview Pending status if a user initiates a reschedule. The interview will essentially be canceled and a new interview request will be sent to the candidate.

From this status, users can complete the following available actions:

• Edit Interview – This will allow a user to edit the interview in the Edit Interview slide-out drawer.
• Cancel Interview – This will allow a user to cancel the interview and review and edit the cancellation message sent to the candidate.
  • Note: The copy provided in both buttons can be customized by your CS Representative.

The candidate will receive reminders from your AI Assistant to follow up on the scheduling request. 

Status expiration logic

• The expiration logic for candidates in the Interview Pending status is based on the interview request creation date, not the candidate creation date.
• If the expiration timeframe (e.g., 30 days) is updated in the configuration, only interview requests created after the change will follow the new expiration logic. Existing interview requests created before the change will not be affected.
  • Note: To confirm the logic, test with a new candidate and verify that their interview request expires after the configured period.

Interview Request Canceled

Candidates reach the Interview Request Canceled status when an interview is canceled by a user while the candidate is in the Interview Pending status. A candidate can only reach this status if they have not completed the scheduling request. Candidates will receive a message that will notify them that their interview has been canceled.

Interview Request Expired

Candidates reach the Interview Request Expired status if both of the following occur:

• They have not responded to your assistant during the Interview Pending status to schedule their interview.
• The expiration timeline set up on the account has been reached.

Interview Scheduled

A candidate can reach the Interview Scheduled status in two ways.

• The standard scheduling workflow, where a candidate chooses a time for the interview depending on the availability presented to them by your AI Assistant (most common).
• A user uses the Choose Time functionality and only presents one time to the candidate. This will immediately move the candidate to the Interview Scheduled status.

At this point, your AI Assistant will create the calendar event, send it to all of the interview attendees, and then confirm with the candidate that the interview has been scheduled.

Interview In-Progress

The Interview In-Progress status is the status that a candidate will move into when their interview begins. The following actions will be available for use when candidates are in this status:

• Interview Complete – This overrides the current system logic and marks the status as complete. Moving a candidate to this status will allow a user to access the preconfigured Candidate Journey statuses and their actions.
  • Note: For sequential interviews, selecting this action will mark both completed and uncompleted interviews as Completed. For example, if a candidate has completed 2 out of 3 interviews, then clicking this action will mark all 3 as Completed. Pending sequential interviews will have this action disabled.
• Reschedule –  This will allow a user to reschedule the interview from the Reschedule Interview slide-out drawer.
• Cancel Interview – This will allow a user to cancel the interview and review and edit the cancellation message sent to the candidate.

Interview Canceled

A candidate will reach the Interview Canceled status only after the interview has been scheduled and the candidate or a user cancels the interview.

• Candidate Cancelation
  • When the candidate attempts to cancel a scheduled interview, your AI Assistant will ask them to confirm this cancelation.
  • After confirming, the candidate will be moved to the Interview Canceled status, and the interview attendees will be notified that the interview has been canceled.
• User Cancelation
  • A user can cancel an interview at any time. When canceling an interview, the user can edit the cancelation message that will be sent to the candidate. This message uses the default message configured on the account but can be customized for each candidate if needed.

Interview Complete

Interview Complete is reached when the end time of a scheduled interview has passed.

FAQs