Schedule Interviews with Candidates

Once you've identified qualified candidates, you can schedule interviews directly from their candidate profile. Trakstar Hire makes it easy to coordinate interviews with candidates and your hiring team while keeping all interview details, communications, and feedback in one place.

This article walks through creating an interview, inviting interviewers, communicating with candidates, collecting feedback, and syncing your calendar.

Create an Interview

To schedule an interview:

1. Select Candidates from the left navigation menu.
2. Open the candidate's profile.

3. Click the Interview icon within the candidate's current hiring stage.

If you're using a preconfigured Interview stage, a larger Interview button will also be available.

The interview creation window opens.

Choose an Interview Type

Select the interview method that best fits your hiring process.

Available options include:

• Phone
• Face to Face
• Teams
• Zoom meeting
• Other supported interview types

Depending on the interview type you choose, you'll be prompted to enter additional information, such as:

• Phone number
• Meeting location
• Meeting ID
• Other meeting details

These options are not direct integrations with those platforms. Instead, Trakstar Hire provides a place to store and share the interview information with interviewers and candidates.

Need to interview with Zoom or Teams? Connect your Zoom or Teams account to Trakstar Hire to schedule Zoom and Teams interviews directly.

Note: Interview details such as the phone number, meeting location, or Skype ID are required only when the interview is marked as Confirmed. They are optional if the interview is marked To Be Confirmed by Candidate.

Invite Interviewers

Next, add the people who will participate in the interview.

To invite Trakstar Hire users:

• Begin typing their name.
• Select them from the list.

You can also invite people who are not Trakstar Hire users by entering their email address.

When you invite a non-user:

• A Hiring Team Member profile is automatically created.
• The invited person receives view-only access to the candidate profile.

Important: Do not add the candidate's email address here. Candidate communication is handled separately later in the interview setup.

Select the Interview Date and Time

Choose the interview date, start time, and duration.

Click inside the Start Time field to open the scheduling calendar.

If you need a duration that isn't listed, simply type the desired length into the Duration field.

For example:

• 1 hour 45 minutes

Custom durations are supported.

Let Candidates Choose Their Interview Time

If you'd prefer candidates to select their own interview time, you can use Trakstar Hire's self-scheduling feature.

For detailed instructions, see the article on Let Candidates Self-Schedule Interviews.

Check Interviewer Availability

If your calendars are synchronized with Trakstar Hire, you can review interviewer availability while scheduling.

Select View/Edit Slot to see when invited interviewers are available before finalizing the interview time.

This helps avoid scheduling conflicts and makes it easier to find a time that works for everyone.

Notify the Candidate

After configuring the interview, you can choose whether to send an email invitation to the candidate.

The candidate email section appears beneath the interview details.

If you don't want to notify the candidate immediately, change the setting to Disabled.

Note: Interviewers are automatically sent their interview invitations when the interview is saved. This setting only controls whether the candidate receives an email.

Personalize the Interview Email

When composing the candidate email, you can insert interview information automatically by using placeholders.

Click the { } placeholder icon to insert details such as the interview date, time, and location into the email.

Edit an Interview

After an interview has been created, it appears in the candidate's Timeline on the right side of the candidate profile.

To make changes:

1. Locate the interview in the Timeline.
2. Click the three-dot menu in the upper-right corner of the interview.
3. Select the appropriate action.

View Candidate Communications

If you sent the interview email to the candidate during setup, a copy of the message is automatically saved.

To review the communication:

1. Open the candidate's profile.
2. Select the Emails tab.

The interview email is stored alongside all other candidate communications, providing a complete history of messages sent through Trakstar Hire.

Leave Interview Feedback

After the interview has taken place, interviewers can complete an evaluation directly from the candidate profile.

Note: Only users who were invited to the interview can submit interview feedback.

When evaluations are pending, they appear in the candidate's Feedback section.

Complete an Evaluation

Open the pending evaluation and complete the interview feedback form.

Your organization may use different evaluation forms depending on the interview stage or hiring process.

Once submitted, the evaluation becomes part of the candidate's profile.

Review Completed Feedback

Completed interview evaluations remain available on the candidate profile.

To review detailed feedback:

1. Open the Feedback tab.
2. Select View Details.

The full evaluation, including comments submitted by interviewers, is displayed.

Sync Your Calendar

Connecting your calendar to Trakstar Hire allows interview scheduling to work more efficiently.

Once your calendar has been synchronized:

• Colleagues can view your Free/Busy availability while scheduling interviews.
• Interview appointments are automatically added to your calendar.
• Scheduling conflicts become easier to avoid.

Invite Non-Trakstar Hire Users

You can invite people who do not have Trakstar Hire accounts to participate in interviews.

To do this:

1. Enter the person's email address in the Interviewers field while creating the interview.

Trakstar Hire automatically:

• Sends them an interview invitation.
• Creates a Hiring Team Member profile.
• Grants them view-only access to the candidate profile.

This allows external interviewers to participate without requiring a full Trakstar Hire user account.

Need Help?

If you have questions about interview scheduling or calendar synchronization, contact the Trakstar Hire Support team at hire@trakstar.com.

Best Practices

• Use preconfigured Interview stages whenever possible to speed up scheduling.
• Invite only the users who need to participate in the interview.
• Use Private Interviews for confidential hiring conversations.
• Confirm interview details before sending candidate communications.
• Include calendar invitations for confirmed interviews.
• Sync your calendar to improve scheduling accuracy and prevent conflicts.
• Complete interview evaluations promptly while feedback is still fresh.
• Use interview reminders to reduce missed interviews.