Gem Scheduling: Reschedule an interview

Audience

External

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Article

Overview

You may need to reschedule an interview once it’s been scheduled, for example if the candidate or interviewer’s availability changes. This article covers how to reschedule interviews in Gem, including how to manage situations in which you only need to reschedule one interview from a larger group.

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This article specifically covers rescheduling interviews. For more information about updating interviews, see Gem Scheduling: Update an interview. For steps to cancel or delete interviews, see Gem Scheduling: Cancel an interview.

For a video walkthrough of how to reschedule an interview, watch Gem Scheduling How-to: Rescheduling (4 mins). This covers all of the steps for rescheduling an interview.

Requirements

Your team must use Gem Scheduling.
You must have a Job access level which includes the Schedule interviews capability.

The reschedule interview process

The process for rescheduling interviews is largely the same whether you’re rescheduling one interview or several, however there are some differences that are worth being aware of. We’ll go through the process of rescheduling an individual interview first, then take you through two alternative options in separate sections:

Reschedule one or more interviews within a schedule
Move a whole schedule to another day

Reschedule an individual interview

The first step in rescheduling an interview is to update an interview schedule, after which you can edit the details of the specific interview.

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For a full walk-through of updating an interview (e.g. amending its name, or changing interviewers) see Gem Scheduling: Update an interview.

Follow these steps to reschedule an interview:

From either the Scheduling Queue or the Application tab of a candidate record, select the Update schedule option from the Schedule button.

The ‘Scheduling Queue’ page, with the scheduling button showing the ‘Update schedule’ option highlighted.

If the candidate only has a single schedule, you’re redirected to the calendar page.
Choose which schedule to update, if the candidate has more than one schedule.
Drag and drop the interview you want to edit, to move it to a different time slot.
Alternatively, select the interview you want to edit from the calendar page - this opens an Edit interview pop-up.

The ‘Edit interview’ pop-up for a ‘Phone screen’ interview, with two interviewer seats populated.

Select the Event date and/or Event time fields in the Edit interview pop-up to make whatever changes are required. You can also edit the interview’s name and interviewers at the same time.
When you’re ready, select the Update button. The changes you made are reflected on the calendar page, but haven’t been published yet.
Select the Select schedule & continue → button at the top-right of the screen.
Review the changes on the Update schedule page. Note the Events will be updated automatically label, which shows that changes have been made.

The ‘Update schedule’ page showing an ‘Events will be updated automatically’ label, and with the ‘Update schedule’ button highlighted.

Select the Update schedule button.
On the Update schedule for pop-up, select whether you want to send calendar update emails to the candidate and/or interviewers.

The ‘Update schedule for’ pop-up, with options to send calendar update emails to the candidate and/or interviewers.

Select the Update schedule button. With that done, the Schedule successfully updated page displays to confirm the new schedule details.

The ‘Schedule successfully updated’ page, confirming the new details of an updated schedule.

Select one of the options at the bottom of this page to return to the Scheduling Queue, go to the job pipeline, or go to the candidate profile.

Reschedule one or more interviews within a schedule

If a schedule consists of multiple interviews back-to-back, there might be occasions when you need to reschedule one or more interviews, but not all of them.

For example, you might have scheduled a candidate for an on-site interview round consisting of three interviews, all scheduled back-to-back. If the candidate gets in touch to say that they no longer have the availability to attend all of the interviews, you can reschedule one of the interviews to another day.

In this instance, when you reschedule one interview within a schedule, Gem will split the schedule into two blocks: one containing the remaining interview(s) from the original group, and one containing the interview you just updated.

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You’re not restricted to splitting a schedule into just two blocks - you can create as many blocks as required. For example, you could split a three-interview schedule into a three-block schedule, with each interview on a separate day.

Here are the steps to follow to change the date of one interview from a schedule:

Follow steps 1 to 3 from the Reschedule an individual interview section above.
Select one interview from the calendar page.
Change the Event date or Event time from the Edit interview pop-up.

The ‘Scheduling calendar’ page showing three back-to-back interviews, with the ‘Edit interview’ pop-up selected.

Select the Update button to confirm your changes.
On the calendar page, you’ll see the schedule has been updated to a multi-day schedule, with each day showing how many interviews are scheduled.

The ‘Scheduling calendar’ page for a multi-day schedule, with the calendar tabs showing how many interviews are scheduled for each day highlighted.

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You can switch between those two tabs to see the calendar for each day.

Select the Select schedule & continue → button.
On the next page, the two schedules are separated into tabs. Switch between these tabs to review the calendar events for each block. On the right-hand side of the screen, you’ll also see that the summary has been updated. Now it shows the number of days alongside the number of interviews, with the breakdown of interviews across the days clearly listed.

The ‘Update schedule’ page with the two schedule tabs highlighted, as well as the updated schedule date details.

Select Update schedule if you’re happy with all the details.

With that done, you will see the usual Schedule successfully updated page confirming the new details for the schedule.

Move a whole schedule to another day

If you need to reschedule an entire multi-interview schedule to a different day, it's quicker and simpler to move all interviews at the same time rather than adjusting them one at a time.

Here are the steps to follow to change the date of every interview in a schedule to the same day:

Follow steps 1 to 3 from the Reschedule an individual interview section above.
From the calendar page, select the dropdown arrow next to the date towards the top-left of the screen, and choose a new date from the date picker. Note that dates where the candidate has availability are highlighted in blue.

The ‘Schedule calendar’ page with the date picker highlighted.

When you’re happy with the new date, select the Select schedule & continue → button.
Review the changes on the Update schedule page. Note the Events will be updated automatically label, which shows that changes have been made.

The ‘Update schedule’ page with the updated schedule date highlighted.

Select the Update schedule button. With that done, the Schedule successfully updated page displays to confirm the new schedule details.

Additional resources

To learn more about Gem Scheduling, check out the following resources.

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.

Overview
Requirements
The reschedule interview process
Reschedule an individual interview
Reschedule one or more interviews within a schedule
Move a whole schedule to another day
Additional resources