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 panel interviews

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.

Hiring team role scheduling logic

When a Hiring Team Role is selected as the interview attendee, the Number of Attendees setting determines how Paradox schedules the interview. This logic applies consistently across all scheduling drawers and job types.

• Round robin scheduling
  • If Number of Attendees is less than the total number of users assigned to the role, Paradox schedules a round robin group interview and selects that number of users from the role.
• Panel scheduling
  • If Number of Attendees is equal to or greater than the total number of users assigned to the role, Paradox schedules a panel interview and invites all users on the role.
  • If Number of Attendees is set higher than the number of users currently assigned to the role, Paradox still schedules a panel interview and invites all available users on the role. 

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.