Gem Scheduling: Update an interview

Audience

External

Displayed Description

Page Type

Article

Overview

There may be occasions when you need to update an interview schedule, for example if you need to swap in a different interviewer, change a meeting room, or add another interview to an existing schedule. This article covers how to update an interview, add an interview to an existing schedule, or create a new schedule with an additional interview.

ℹ️

For more details of specifically rescheduling interviews, see Gem Scheduling: Reschedule an interview.

Requirements

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

Update an interview

Follow these steps to update an existing interview or interview schedule:

Go to either the Scheduling Queue or the Application tab of a candidate record.
Select the Update schedule option on the Schedule button.

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

ℹ️

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.

The ‘Update schedule’ pop-up showing two possible schedule options to select.

This opens the Scheduling calendar page, which displays calendars for the candidate, interviewer(s), and (if appropriate) meeting room(s).

The ‘Scheduling calendar’ page displaying calendars for a candidate and two interviewers, with one interview scheduled.

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 fields in the Edit interview pop-up to make whatever changes are needed.

Field	Description
Interview name	The name that the candidate will see on their calendar event.
Event date	The date that the interview will take place. Note: For a more detailed look at how to change the date of an interview, see Gem Scheduling: Reschedule an interview.
Event time	The time and duration of the interview. Note that you can extend the duration beyond what it was originally set at.
Interviewers	The interviewer or interviewers assigned to the interview.

When you’ve made your changes, 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.

The ‘Select schedule & continue’ button which is shown at the top 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.

Add an interview to an existing schedule

As well as editing existing interviews, there may be times when you need to add an interview to an existing schedule - for example if you have an interview stage consisting of two or more interviews, but you were previously unable to schedule all of them.

ℹ️

By default, adding a new interview to an existing schedule will always add it into the same schedule, using the same calendar event. If you want to add an interview and generate a separate calendar event, see the Add an interview as a separate schedule section below.

Follow these steps to add an interview to an existing schedule:

Go to either the Scheduling Queue or the Application tab of a candidate record.
Select the Update schedule option on the Schedule button.
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.
On the calendar page, drag and drop to select a time slot for your new interview. This opens a Create interview pop-up.

The ‘Create interview’ pop-up, where you can choose which interview to create.

From the Interview dropdown, select which interview you want to schedule. The available options are determined by what interviews are set up in the specific stage the candidate is in.

If you choose an interview which has already been scheduled, you will see a note which reads “An instance of this interview is already part of your schedule”. If you’re happy to create a duplicate interview, ignore this note and proceed.

Fill in the rest of the details, including entering an Interview name if you want to use something different to the default, and selecting one or more interviewers.
Select the Create button to add the new interview into the schedule.
Select the Select schedule & continue → button.
Amend the calendar events if needed, then 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.
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.

Add an interview as a separate schedule

If you want to add a new interview and generate a separate calendar event, you can do so by creating a brand new schedule. Follow these steps to create a new schedule:

Go to either the Scheduling Queue or the Application tab of a candidate record.
Select the dropdown next to the Schedule button, then choose the Schedule option.

⚠️

Make sure you choose the Schedule option, not Update schedule.

Follow the normal process for scheduling an interview. See Gem Scheduling: Schedule an interview for full details of this process.

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
Update an interview
Add an interview to an existing schedule
Add an interview as a separate schedule
Additional resources