Interview Step 2: Schedule an Interview and Send Email Invitation to Interviewer

This guide outlines how to complete the Schedule Interview task in Workday as the Primary Recruiter, Search Committee Assistant, or Search Chair, including entering interview details, assigning interviewer(s), selecting time slots, and choosing whether to send the system-generated interview invitation. Completing this task automatically triggers the Interview Feedback task for each assigned interviewer.

Workday

Navigate to the Job Requisition. [See Interview Step 1 for navigation tips. ](https://scribehow.com/viewer/Interview_Step_1_Moving_a_Candidate_to_the_Interview_Stage__-W72RtDbSYKsFQHUiHTiUw)

Navigate to the **Candidates** tab on the requisition.

After moving a candidate to the **Interview** stage (see the *Interview Step 1* guide for additional support), the **Schedule Interview** task will automatically trigger. You can access this task by clicking **Schedule** in the **Awaiting Me** column, or by locating it in your **My Tasks** inbox or **Recruiting Hub**. This task may be held until interview details are confirmed with the candidate. Alternatively, the Primary Recruiter may choose to move candidates to the **Interview** stage only after interview availability has already been confirmed.

Within the **Schedule Interview** task, the individual who initiated the task (Primary Recruiter, Search Chair, or Search Committee Assistant) enters the interview schedule in Workday. Once scheduled, the **Interview Feedback** task automatically triggers for the listed **Interviewer(s)**. ### Required Information - **Interview Date** – Date of the interview - **Interviewer(s)** – Individual(s) responsible for submitting interview feedback - **Interview Duration** – Length of the interview in minutes ### Optional Information - **Interview Type** – In-Person or Video/Phone - **Interview Questionnaire** – Allows interview notes or documentation to be uploaded with feedback ### Additional Guidance (Strongly Recommended) Even if the interview day includes multiple interviews with multiple participants, when possible, schedule **a single interview slot** and list **only the Primary Recruiter** (or EOC) as the interviewer within the Schedule Interview task. This does not limit who participates in the actual interview outside the Workday system; it simply ensures that only **one Interview Feedback task** is required in Workday. If multiple interviewers are listed, **all listed interviewers must submit feedback** before the candidate can move forward. If even one interviewer does not respond, the candidate will be blocked in the process.

After entering the interview schedule and identifying the interviewer(s), the system prompts the initiator of the Schedule Interview task to select a specific interview time on the chosen date. To schedule the time, either click the appropriate time slot on the calendar grid or click the **Schedule** button. **Note:** Workday integrates with Outlook to display the selected interviewer’s calendar availability. Calendar holds will appear in the calendar grid below.

In the pop-up window, enter/confirm the designated interview time and then click OK.

Once the interview time on the selected date is scheduled, a hold will appear on the interviewer’s calendar. Click **Next** to continue.

Because Workday integrates with Outlook, once the **Schedule Interview** task is completed, the selected interviewer(s) will receive a calendar hold in their Outlook calendars. **This calendar hold is not sent to the candidate.** Use this page to edit the calendar hold sent from Workday to the interviewer(s). You may update the **subject line**, **message body**, and attach any documents you want included. **Important Consideration:**\ If you attach documents to the calendar hold (for example, interview questions) and later forward the Workday-generated calendar hold to the candidate, **all attachments will be included**. For this reason, **do not forward or repurpose the Workday-generated calendar hold for candidate communication**.

When ready, click **Submit**.

**Next Steps:**\ After submission, Workday displays a confirmation message. Once the scheduled interview time has passed, interviewer(s) will receive the **Interview Feedback** task in their **My Tasks** inbox. This is where the rationale supporting the candidate’s next movement is documented. [Refer to the Submitting Interview Feedback as an Interviewer guide for next steps.](https://scribehow.com/viewer/Submitting_Interview_Feedback_as_an_Interviewer__8bvRWfI7QLuSRBiPuvkvIg) After all required interview feedback has been submitted, the Primary Recruiter, Search Committee Assistant, or Search Chair will receive the **Maintain Interview Feedback** task in their My Tasks inbox. \ [Refer to the *Maintain Interview Feedback* guide for next steps.](https://scribehow.com/viewer/Step_4_Maintain_Interview_Feedback__3dcHFyvySvKeReWG2STbdQ)

Interview Step 2: Schedule an Interview and Send Email Invitation to Interviewer

Workday

Navigate to the Job Requisition. [See Interview Step 1 for navigation tips. ](https://scribehow.com/viewer/Interview_Step_1_Moving_a_Candidate_to_the_Interview_Stage__-W72RtDbSYKsFQHUiHTiUw)

Navigate to the **Candidates** tab on the requisition.

In the pop-up window, enter/confirm the designated interview time and then click OK.

Once the interview time on the selected date is scheduled, a hold will appear on the interviewer’s calendar. Click **Next** to continue.

When ready, click **Submit**.