While in an ideal world you would never need to cancel an interview once it’s been scheduled, in reality there will be times when a candidate pulls out of the interview process, or you need to cancel interviews for other reasons. This article covers the different ways you can cancel an interview in Gem Scheduling.
There are two ways to cancel or delete interviews, which offer slightly different uses and workflows:
- Cancel a schedule: Use this if you want to cancel a single interview, or all of the interviews within a schedule.
- Delete an interview: Use this to delete a single interview from a broader block of interviews.
For steps to reschedule interviews, see our Gem Scheduling: Reschedule an interview article.
Cancel a schedule
Follow these steps to cancel a whole schedule (whether it contains a single interview or multiple interviews):
- From either the Scheduling Queue or a candidate’s profile, select the arrow next to the scheduling button, then the Cancel schedules option in the dropdown list.
- From the Cancel schedules pop-up, select the schedule(s) you want to cancel.
This function is for cancelling all interviews within a schedule. If you need to cancel just one interview, see the Delete an interview section below.
- Choose whether to send cancellation notifications by email to the candidate and the interviewers.
- Select the Cancel 1 schedule button (note that this button will display the number of schedules being canceled, so the exact text will change depending on circumstances).
If you choose to notify candidates and/or interviewers by email, they will then receive cancellation emails informing them of the cancellation and removing the event from their calendars.
Delete an interview
If you need to cancel a single interview that’s part of a multi-interview schedule, you can use the Update schedule option from the scheduling button - if this isn’t the default option, you can select it from the dropdown list.
Selecting this will open the usual Scheduling calendar page showing the calendars for the candidate, interviewer(s) and (if appropriate) meeting room(s).
To cancel one interview from the schedule, follow these instructions:
- Select the interview from the calendar page to edit it, then select the Delete interview button from the bottom of the Edit interview popup.
The Delete interview button is only visible when editing one interview from a multi-interview sequence. If you want to cancel a single interview, see the Cancel a schedule section above.
- From the Delete interview? pop-up, select the Yes, delete interview button.
At this point you can still select the Exit button at the top of the screen if you decide you don’t want to cancel the interview after all. You can also make any other required edits to the interviews, including deleting one or more additional interviews.
- When you’re happy that you’ve made all of the updates you need, select the Select schedule & continue → button at the top of the screen.
- Check the new details of your schedule, including the updated number of interviews (you will also see a note confirming that calendar events will be updated automatically with any changes you’ve made). When you’re happy with everything on this page, select the Update schedule button to proceed.
- On the Update schedule? pop-up, choose whether you want to send email notifications to the candidate and/or the interviewer(s).
- To confirm the updated schedule, select the Update schedule button. With that done, you will see a Schedule successfully updated page confirming the new details for the schedule.
- Select one of the options at the bottom of this page to either return to the Scheduling Queue, or go to either the job pipeline or candidate profile.