You may need to reschedule an interview 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.
For steps to cancel or delete interviews, see our Gem Scheduling: Cancel an interview article.
For a video walkthrough of how to reschedule an interview, watch Gem Scheduling How-to: Rescheduling.
Requirements
- Your team uses Gem Scheduling.
- Appropriate permissions to update candidate schedules.
Update schedule
Follow these steps to reschedule an interview:
- Select the Update schedule option from the Schedule dropdown. This button is displayed on the Scheduling Queue page and on the candidate record page.
By default, the Update schedule option is selected for any candidate with a scheduled interview. If this option isn’t selected, you can select the arrow next to the scheduling button and choose Update schedule from the dropdown list.
- If the candidate only has a single schedule, you’re redirected to the calendar page.
- If the candidate has more than one schedule however, a pop-up displays to prompt you to choose which schedule to update. Select a schedule from the options listed here, then the Continue → button.
- This opens the Scheduling calendar page, which displays calendars for the candidate, interviewer(s), and (if appropriate) meeting room(s).
- From here, the process of updating a schedule is essentially the same regardless of what kind of schedule you’re updating. If you’re updating a multi-interview schedule and moving one or more of the interviews to a different date, however, there are some important differences, covered in the Multiple interview blocks section below.
Edit an interview
Follow these steps to edit an interview:
- Select the interview you want to edit from the calendar page - this opens an Edit interview pop-up.
- Select the fields in the Edit interview pop-up to make whatever changes are required. You can edit the interview’s name, date, time, duration, and interviewers.
- When you’re ready, select the Update button. The changes you made will be reflected on the calendar page. Note that these changes haven’t been published yet. You can go back to a previous step, and your changes won’t be live.
- Optionally, repeat the process for any additional interviews that you need to edit.
- 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.
- Select the Update schedule button. With that done, the Schedule successfully updated page displays to confirm the new schedule details.
- 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.
Update multiple interview blocks
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.
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:
- Select one interview from the calendar page.
- Change the date or time from the Edit interview pop-up.
- 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.
You can switch between those two tabs to see the calendar for each day.
- Select the Select schedule & continue → button.
- On the next page, you’ll see the two schedules 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.
- 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:
- 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.
- 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.
- Select the Update schedule button. With that done, the Schedule successfully updated page displays to confirm the new schedule details.
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.