Round Robin Groups enable your AI Assistant to automatically distribute interviews to users that are included in the group so that interviews are more evenly spread across a team. This page provides a breakdown of Round Robin groups including how to configure them, their functionality, and where they are used.

Use cases

• Teams who want to remove the burden from schedulers to decide who gets each candidate interview.
• Teams who want to more evenly schedule interviews across a group of interviewers.

Navigation

Navigate to Round Robin Management by clicking the All Apps button in the top left corner of the screen and then the Settings app from the drop-down menu that opens. When the Settings page opens, select Round Robin Management under the Scheduling section.

Configuration

Step #1: Set default Round Robin Group settings 

At the account level, you can establish the default settings for Round Robin Group. Whenever a new group is created, it will inherit the settings configured at the account level.

To update these settings, follow the steps below.

1. Click the settings icon in the top right corner of Round Robin Management page.
   
   
    
2. A slide-out drawer will then open and display the following settings. Update these settings as needed.
   1. Utilize Prioritization – Toggle this on to allow users to be prioritized in a Round Robin Group, making them more likely to be scheduled as the interview attendee. When users are added to a group, a priority pill will appear next to each user in the group. Update the priority from its default Medium to Highest, High, Low, or Lowest. Availability checks will start from the highest priority level within the group and offer those time slots first.
      • Limit Interview Requests to Highest Priority – This will only be available to use when the Utilize Prioritization toggle is enabled. Toggle this setting on to only send times from users marked as the highest priority level first.
   2. Phone/Virtual Interview Distribution – When enabled, interviews that are scheduled for a Round Robin Group as phone interviews or virtual interviews will be distributed based on the location of each of the employees.
      • Use Case: This could be used by a large grocery store company that has 4 recruiters and 40 store locations. Each recruiter is in charge of candidates for 10 locations. You would like for candidates to be auto-scheduled for phone interviews with the recruiter who is in charge of the location selected by the candidate during apply.
      • IMPORTANT NOTE: When the Phone/Virtual Interview Distribution toggle is off, the system does not check user permissions for location when scheduling phone or virtual interviews via a Round Robin Group. This means users may be scheduled for interviews at locations they do not have access to. To ensure location-based permissions are enforced, make sure this toggle is enabled.
   3. Default Number of Attendees – Select the default required number of available users for each time slot. By default, this value will be 1.
      • Note: If more users are available than the required amount for a specific time slot, then the users with the least number of interviews scheduled will be selected as attendees for that time. If prioritization is enabled, then the system will generate and send times to the candidate for Round Robin Panel interviews where prioritized users are available.
        
        
         
3. Click Save. 
4. When you save, you will have the option to apply the default settings to all existing groups in the account or only to newly created groups. Make your selection and then click Confirm.
   
    

Edit default settings

You can update the default settings at any time by clicking the settings icon in the top right corner above the Round Robin Groups list and making the necessary changes.

Step #2: Create a Round Robin Group

When the Round Robin Management page opens, complete the following steps:

1. Click the + Create New button.
2. A slide-out drawer will then open. Enter in the name of the Round Robin Group. 
3. Update this group’s settings if they should be different from the default selections. Group-level settings will always take priority over the default/account-level settings. These settings include:
   1. Utilize Prioritization – Toggle this on to allow users to be prioritized in a Round Robin Group, making them more likely to be scheduled as the interview attendee. When users are added to a group, a priority pill will appear next to each user in the group. Update the priority from its default Medium to Highest, High, Low, or Lowest. Availability checks will start from the highest priority level within the group and offer those time slots first.
      • Limit Interview Requests to Highest Priority – This will only be available to use when the Utilize Prioritization toggle is enabled. Toggle this setting on to only send times from users marked as the highest priority level first.
   2. Phone/Virtual Interview Distribution – When enabled, interviews that are scheduled for a Round Robin Group as phone interviews or virtual interviews will be distributed based on the location of each of the employees.
      • Use Case: This could be used by a large grocery store company that has 4 recruiters and 40 store locations. Each recruiter is in charge of candidates for 10 locations. You would like for candidates to be auto-scheduled for phone interviews with the recruiter who is in charge of the location selected by the candidate during apply.
      • IMPORTANT NOTE: When the Phone/Virtual Interview Distribution toggle is off, the system does not check user permissions for location when scheduling phone or virtual interviews via a Round Robin Group. This means users may be scheduled for interviews at locations they do not have access to. To ensure location-based permissions are enforced, make sure this toggle is enabled.
   3. Default Number of Attendees – Select the default required number of available users for each time slot. By default, this value will be 1.
      • Note: If more users are available than the required amount for a specific time slot, then the users with the least number of interviews scheduled will be selected as attendees for that time. If prioritization is enabled, then the system will generate and send times to the candidate for Round Robin Panel interviews where prioritized users are available.
        
        
         
4. Enter an External ID, if preferred, that can be used by an external system (ATS) to schedule this Round Robin Group. If you do not want to utilize this field, skip to step #5.
   • Note: For User Feeds, we are able to add users to a Round Robin Group automatically by mapping to the group’s ID.
5. Enter in the name of the users who should be added to this Round Robin Group in the Search employees field. Select all preferred users from the dropdown list that opens.
6. Click Apply.
7. All added users will be listed in the Group Members section. You can then complete the following actions from this section:
   1. Remove Employees as needed by clicking the trash can icon next to their name. 
   2. If you have prioritization enabled, then click the status pill and select the corresponding prioritization status of the user depending on who should be more likely to be scheduled as the interview attendee. Availability checks will start from the highest priority level within the group and offer those time slots first.
      
      
       
8. Click Create in the bottom right corner of the drawer.

The Round Robin group will then be added to the list.

Edit a group

You can easily edit a Round Robin Group by either clicking the group from the Round Robin Groups list or hovering over the preferred group, clicking its action menu, and then selecting Edit Group from the list that opens. The Round Robin Group will open in a slide-out drawer where you can make and save the necessary changes.

Duplicate a group

You can easily duplicate a group to make the Round Robin Group creation process easier by hovering over the preferred group, clicking its action menu, and then selecting Duplicate Group from the list that opens. A copy of this group will then be added to the list.

Archive a group

You have the option to archive a group to temporarily prevent it from being used in scheduling. Archiving a group will remove it from the Active Groups list but allows users to reactivate it in the future. To initiate the archive of a group,

1. Complete one of the following actions:
   1. Hover over the preferred group, click its action menu, and then select Archive Group in the menu that opens.
      
      
       
   2. Open the preferred group from the list and then, in the slide-out drawer that opens, click the Archive button in the bottom left corner of the drawer.
      
      
      
       
2. A warning modal will then display. Click Archive Group to finalize the archiving of this group. 

Reactivate a group

Archived groups cannot be edited, but they can be reactivated from the Archived list and then edited as needed. To do this, follow the steps below.

1. Click Archived in the left panel of the Round Robin Management page.
2. Complete one of the following actions:
   1. Hover over the preferred group, click its action menu, and then click Reactivate Group in the menu that opens.
      
      
       
   2. Open the preferred group from the list and then, in the slide-out drawer that opens, click the Reactivate button in the bottom right corner of the drawer.
      
      
       
3. A confirmation modal will then display. Click Reactivate to finalize the archiving of this group. 

Step #3: Scheduling with Round Robin Groups

Round Robin Groups can be used with both auto-scheduling and manual scheduling.

Auto-scheduling configuration

For those using jobs or groups, you can configure auto-scheduling on a job/group. To do this,

1. Open the preferred job/group.
2. Navigate to the Candidate Journey section.
3. Scroll down to the Scheduling stage.
4. Select Auto-Schedule as the Interview Type.
5. Choose the preferred Round Robin Group from the Attendees selector.
   
   
    

6. Click Save.
7. Publish the job.

Manual scheduling

As long as manual scheduling has not been disabled, a user will have the ability to manually schedule a Round Robin Group for interviews. A user with access to manually schedule a candidate's interview can add a Round Robin Group in place of an interviewer.

All members of the group will then be listed in the Interviewers section along with the group’s default settings set in Round Robin Management. From here, you can complete the following actions.

• View each user’s priority level.
• Update the Number of Attendees selection, if needed.
  • Note: If you update this setting or any other settings from the scheduling slide-out drawer, then a warning will display at the bottom of the group attendees list, noting that this group no longer connects to the parent settings configured for that group in Round Robin Management.
    
    
     

Choose a time

When a group with prioritization is selected as an attendee and the user clicks Choose Time when scheduling, then a Show high priority availability only checkbox will be checked by default, and the selectable times will only be the highest priority attendees’ available times. This setting can be deselected if needed.

For round robin groups, you can only select the Schedule over unavailable times toggle when the number of attendees matches the number of users in the round robin group. Learn more about the Schedule over unavailable times toggle here.

Ensure to click Schedule for your AI Assistant to schedule the interview.

Conversation Builder

Round Robin Groups can also be used in conversations.

• Templated Conversation – When configuring a templated conversation, a Round Robin Group can be added to the Screening and Actions section when an interview is set to be scheduled.
• Custom Conversation – A Schedule Interview question causes an Add Interview Details button to appear at the bottom of the section where a Round Robin Group can be selected.

Journey Targeting

Under the Candidate Journey section, Round Robin Groups can be configured in place of the attendee when updating the Scheduling stage.

Round Robin scheduling logic

Your AI Assistant will keep track of the number of interviews each user in a Round Robin Group has scheduled. When an interview request is sent that has been associated with a particular group, the times that are sent to the candidate will be prioritized by the user with the least amount of interviews scheduled.

For example, if you have Marc, Stasia, and Roberto as your interviewers for a Round Robin Group, and they have 8, 4, and 6 interviews scheduled, respectively, then your AI Assistant will check the availability of Stasia first, Roberto second, and then Marc third.

If a candidate clicks the View Additional Times button, then they will be able to see all open availability of any member in the Round Robin Group. If a candidate chooses a time in which multiple interviewers are available, then the interview will be scheduled with the user who has the least amount of interviews scheduled.

In order to avoid a loop of declined invitations and continual rescheduling messages sent to the candidate, the interviewer will no longer be considered as available for the interview once they decline an invitation. Your AI Assistant will then continue to send the invitation to the other interviewers. If all interviewers decline the invite, then the candidate will move to a No Availability status and be notified that there are currently no available times for an interview until the interview is edited, rescheduled, or canceled.

Prioritization impact

When the Utilize Prioritization setting is enabled for a group, then those with a higher priority level will be more likely to be scheduled as the interview attendee. Options for prioritization include:

• Highest
• High
• Medium (default)
• Low
• Lowest
  
  

Employees in the Group Members section will then be organized by priority (Highest will be first) and then in ascending alphabetical order by first name. Availability checks will start with the highest priority level within the group and offer those time slots first. The system will follow the process below to ensure the candidate has plenty of available times to choose from:

• If there are at least 3 available times at the highest priority level for each day in the scheduling timeline, these times will be presented to the candidate. For example, if the scheduling timeline is 10 days, the system will attempt to find and send at least 30 time slots to candidates from that priority level.
• If there aren't enough available times at the highest priority level, the system will check the next priority level to find more slots. Once the required number of slots (30 in this example) is met, it will present these times to the candidate. The system will continue checking all priority levels until enough availability is found or all priority levels are exhausted.

Important Note: To ensure the candidate has enough options and is scheduled promptly, the highest priority times may not always be included in the initial request.

Prioritization + limiting requests

When the Limit Interview Requests to Prioritized Times setting is enabled, then the system will only look at and send users' availability from the highest priority level along with a View Additional Times link.

When this link is clicked, the system will display additional times at the same priority level based on the number of open interview times. If needed, candidates can load additional times at lower priority levels by clicking the Get More Availability button.

Complex cases (20+ users)

The Get More Availability button will also display to candidates if a Round Robin Group exceeds 20 users. This allows the system to split up the processing of those groups into subgroups. 

Subgroups will be based on “pages” of 20 users in a group (if there are more than 20 users). The system will then look at 20 users with the least amount of interviews scheduled. 

• If there are at least 3 available windows for each of the days in the scheduling timelines, then those times will be presented to the candidate (e.g. if there are 10 days for the scheduling timelines, the system will look until there are 30 times to present to the candidate). 
• If there aren’t enough available windows of time, then the system will look at 10 more users in the Round Robin Group based on those with the lowest number of interviews actively scheduled for them (and with permissions to the candidate). The system will continue to do so until the threshold for availability highlighted above is met.
• If the availability found in each subgroup doesn’t work for the candidate, the candidate can use the Get More Availability button. When all availability is shown, the button is disabled. For cases when all the group’s availability is displayed, that button does not appear.

Round Robin panels

It is possible to configure panel interviews using our Round Robin functionality. By using the Number of Attendees setting, users can specify how many attendees should be selected from a group for a panel interview.

• Note: The number of attendees on a panel interview cannot exceed 10.

Candidate rescheduling Round Robin interviews

When a candidate reschedules an interview that was originally scheduled with a Round Robin Group, the system will reset any manually added interview instructions and attempt to send the default instructions for the new attendee. If the new attendee does not have default instructions configured, no instructions will be sent. This is expected behavior and differs from interviews scheduled with a specific user, where instructions are maintained after rescheduling.

Interview attendee indicators

Candidate Profile

If a Round Robin Group is tied to an interview, then an additional attendee row will display for each Round Robin Group selected alongside the individual attendees selected for that group in the Candidate Profile.

Edit Interview drawer

When editing a scheduled interview, a calendar icon will display next to the names of the current interview attendees for easy reference.

Permissions

The below permissions are the default permissions, but access to this page and its functionality can be granted or restricted from the Round Robin Management child permission.