This article covers how to schedule interviews, complete interviews, and submit scorecards in Gem ATS.
You can view this video in the Gem ATS Video Library here.
Requirements
Your Gem team must have the Gem ATS feature enabled in order to follow these instructions. If you do not have this feature but are interested in adding it, please contact your Gem Customer Success Manager.
How to Schedule Interviews
Prerequisites:
- Set up an interview plan for a job (please see article Gem ATS: Jobs)
- Configure an interview with a name and duration (optional)
- Set a default “interviews” calendar
Interview Scheduling
- From your job’s Talent pipeline tab, move a candidate into the desired stage. Their status will automatically update to “Needs scheduling”
- Email the candidate to request their availability (outside of Gem)
- Manually set the candidate’s status to “Availability requested”
- After hearing back from the candidate on availability, from the application detail OR from My Interviews, click an Add scheduling details button to launch the interview scheduler
- From the interview scheduler, adjust details if necessary (date, interview time, interview duration, interviewer(s)) then click Add scheduling details.
The interview will be automatically scheduled on the candidate’s and interviewer’s calendars and an email will be sent to the candidate stating that the interview has been scheduled. The interview status will automatically update to “Scheduled”. If all interviews in a stage are scheduled, the candidate’s status will automatically update to “Scheduled”.
If either the interviewer or the candidate declines the invite, an email notification will be sent to the recruiter.
For more information on how to schedule an interview in Gem ATS, please see Gem ATS: Scheduling Interviews.
Rescheduling Interviews
- From the application detail OR from My Interviews, click pencil icon (Edit) to launch the interview scheduler
- In the interview scheduler, adjust as necessary, then click Update
The interview will be automatically moved or canceled on the candidate’s and the interviewer’s calendars.
How to Complete Interviews and Submit Scorecards
At the time of the scheduled interview, the interviewer is assigned a scorecard which can be found in the application detail OR from My Interviews. The interviewer is sent an email reminder one hour after the scheduled interview with a link to fill out their scorecard as well.
To submit a scorecard, the interviewer will:
- Click Fill out scorecard
- In the scorecard submitter, they will select an Overall rating and fill in their Overall recommendation then click Submit scorecard
Scorecard summaries
If a candidate has at least one completed scorecard, you can generate an AI-powered summary which aggregates all of the available scorecards and presents an overview of the candidate’s performance (including citations where appropriate, with links to the particular user’s feedback).
This allows you to get a sense of how a candidate has performed at a glance, which is particularly useful as a way of guiding discussions during debrief sessions. For example, if a summary highlights a particular set of strengths or areas of concern, you can then go through individual scorecards looking at those aspects in more detail - but the summary is a great way of quickly spotting the relevant topics of conversation.
To generate an AI scorecard, look for the Generate summary button against a particular role in the Scorecards section of a candidate’s record.
This will generate a new section labelled as Scorecard summary by Gem AI, marked with when it was generated and broken down into Strengths, Areas of concern and Contradictions.
Note: In order to generate a scorecard summary you must be either a team admin or part of the hiring team for the job in question. Any user who can see scorecards will be able to see a generated summary.
You can also update summaries if additional scorecards are subsequently added - simply click the Regenerate summary button.
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.