Overview
Gem Scheduling’s Superdays functionality allows you to create preset interview times for high-volume interview processes, helping you to schedule these interviews more efficiently. You can use superdays for group interviews (e.g. multiple candidates being interviewed at the same time) or individual interviews, with one or multiple interviewers. This article covers how to create superdays, and how to invite candidates to superdays either in bulk or individually.
Requirements
- Admin access is required to create superdays.
- Self-scheduling needs to be configured for any interview stage which you want to use in superdays. See Gem Scheduling: Configure a job for scheduling for more details.
The Superdays tab
The Superdays functionality is visible when at least one superday has been created. Once you have set up a superday for a particular job, you will then see a Superdays tab alongside the standard set of tabs for that job.
When you select the Superdays tab you will see all active superdays, and from here you can select an individual superday to see who - if anyone - is scheduled for an interview.
Create a superday
Each superday includes one time block by default - i.e. the day on which it takes place. If you want a superday to include more than one session (e.g. multiple sessions on a single day, or sessions over multiple days), you can do so using multiple time blocks.
Follow these steps to create a superday with a single time block:
- From the Jobs page in Gem, select the job you want to create a Superday for.
- If this is the first time you’ve created a superday for the job in question, select the Actions button at the top of the screen then choose Create a superday from the drop-down.
- If you have already created a superday for the job in question, instead select the Superdays tab and then select the + New superday button.
- Whichever option you use, this will open the Create a superday pop-up.
- Fill in the details for your superday, and select an interview stage and at least one interviewer.
- The Interview duration field will default to what was set for the interview stage you chose, but you can adjust this if needed.
- The Candidates per slot field defaults to 1, but if your superday is for a group interview you can set a higher number here.
- If you want to add another time block to your superday, see the Create a multi-block superday section below.
- Select the Save button to create your new superday.
Create a multi-block superday
If you want your superday to include multiple time blocks, for example if you’re running the same interview in parallel with another interviewer, you can create a multi-block superday.
To create a multi-block superday, once you’ve populated all of the details for your first time block, follow these additional steps:
- Select the + Add another time block button. This adds a second time block underneath the first, with an identical set of fields to populate.
- Fill in the fields as before, but with the details of your second time block.
- By default, the Date field will be set to the same date as the original time block. Leave it as it is if you want your second block to be a different time on the same day, or change it to set your second block on another day.
- Repeat these steps as many times as required if you want to include several time blocks.
Invite candidates to a superday
You can invite candidates to a superday individually or in bulk - the latter being the more common path when using superdays for high-volume interviews.
Invite in bulk
Sending superday invitations in bulk works in the same way as sending regular self-scheduling links in bulk - see Gem Scheduling: The self-scheduling workflow for more details.
Follow these steps to send a superday invitation in bulk:
- Select the Scheduling Queue page from the left-hand navigation in Gem.
- Use the Add filter option at the top of the page to narrow the candidate selection down. Select Job from the drop-down list to choose the specific job you’re looking for, then you can also use Job stage to narrow things down even further, and make sure you’re only seeing candidates for the specific job and stage that you’re looking for.
- Search for and select the job for which you want to send superday invitations.
- Use the Select option next to a candidate’s name to add them to a selection, then continue to do this until you’ve selected all of the candidates who you would like to invite.
- Select the Bulk self-schedule button.
The maximum number of candidates that you can bulk self-schedule is 35.
- On the Bulk self-schedule page that follows, select the Schedule via Superday option at the top of the screen.
Note that the Schedule via Superday option is only visible when there is an upcoming superday for the particular job stage (past superdays are not considered).
- Select a superday from the Superday drop-down. Note the Partially defined by Superday label, which denotes that some of the interview details - interviewer(s), date and duration are drawn directly from the superday rather than the interview stage, as they would normally be for a regular self-schedule request.
- Select the Bulk send self-scheduling links button to send all of the invitations.
Once candidates schedule using the self-scheduling link, you will receive email notifications confirming their interviews and calendar events will appear on your calendar. There will be separate events for each candidate.
In addition, you can see which candidates are scheduled for which time slots by finding the relevant superday on the Superdays tab and then selecting the time block to expand it.
Select a candidate’s name from this page to open their candidate record.
Send invites individually
If you need to invite a single candidate to a superday, you can send an invitation in the same way you would send a self-scheduling request.
Follow these steps to send an individual superday invitation:
- From either the Scheduling Queue or the Application section of a candidate’s profile, select Self-schedule from the scheduling button.
The scheduling button will default to Self-schedule if the stage that a candidate is in has been set to self-scheduling as the default, but you can select it from the drop-down if needed.
- On the Send self-schedule request pop-up, select the Schedule via Superday option at the top of the screen.
- Select a superday from the Superday drop-down.
- Note the Partially defined by Superday label, which denotes that some of the interview details - interviewer(s), date and duration - are drawn directly from the superday rather than the interview stage, as they would normally be for a regular self-schedule request.
- Select the Send self-schedule request button
Once the candidate schedules using the self-scheduling link, you will receive an email notification and a calendar event will be added to your calendar. In addition, you can see which candidates are scheduled for which time slots by finding the relevant superday on the Superdays tab and then selecting the time block to expand it.
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.