> ## Documentation Index
> Fetch the complete documentation index at: https://docs.talview.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Recruiter FAQs - Live Interviews

### Introduction

This FAQ is designed specifically for recruiters, talent acquisition specialists, hiring coordinators, and recruitment operations professionals who schedule Live Interviews, manage candidate pipelines, oversee interviewer performance, monitor hiring compliance, and optimize the end-to-end recruitment workflow.

Whether you're scheduling **Live Interviews**, managing candidate communication, monitoring interview quality and bias, evaluating interviewer performance, or troubleshooting operational issues, this guide covers essential aspects of the platform to help you streamline your recruitment process, maintain hiring equity, deliver exceptional candidate experiences, and drive faster, better hiring outcomes for your organization.

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### 1. Scheduling and Confirmation

**Q1.** **What is the process for scheduling a Live Interview using Workflow Tools?**

To schedule an interview using Talview's Workflow Tools:

**Step 1: Login to Workflow Tools**

* Log into the Workflow Tools Platform
* Navigate to **More Apps > Workflow Tools**

**Step 2: Invite Candidates to the Workflow**

* Select the type of workflow and step from the dropdown menu
* Click **Add Candidates** to manually invite individuals to the workflow
* Click **Add and Continue** to proceed with invitations
* Send invitations to initiate the workflow process for selected candidates

**Step 3: Schedule Live Interviews within the Workflow**

* Monitor candidate updates and select candidates for further actions
* Select **Interview Provider** from the dropdown (choose Interview Rooms for live video interviews)
* Choose the appropriate **Interview Stage** (e.g., first round, technical round, final round)
* Select an **Interviewer** from the dropdown list of available team members
* Finalize the schedule and confirm with all participants
* The system automatically generates and sends interview links to the candidate and notifies the interviewer

**Step 4: Manage Candidate Progress**

* Monitor updates within the workflow as candidates progress through stages
* Schedule the next steps directly within the workflow interface
* Track completion of Live Interviews and evaluations in real-time mention 24-72 hours is the best lead time for interview scheduling that has a higher completion rate

**Q2. What is the optimal timing to schedule Live Interviews after a candidate applies?**

Best practices:

* 24-72 hours is the best lead time for interview scheduling that has a higher completion rate

**Q3. Can I schedule panel Live Interviews with multiple interviewers?**

Yes. When scheduling:

* Assign all interviewers who should participate in that interview
* All assigned interviewers receive notifications and can access the interview
* All interviewers have access to the candidate's profile and evaluation form
* Panelists can use private chat to communicate with each other during the interview
* Each panelist completes their own evaluation, but they see all evaluations post-interview
* **Recruiters can also join the Live Interview room** to verify that both the interviewer and candidate have joined successfully.
* If one participant has joined and the other is running late, recruiters can enter the room, communicate with the available participant, and inform them about the delay.

Coordinate with panel members beforehand to confirm availability and discuss interview strategy.

**Q4. Can candidates request to change their interview time or date?**

If a candidate requests to reschedule:

* **Check Availability** - Confirm the requested new time works for the assigned interviewer(s)
* **Update the System** - Cancel the original interview and create a new one at the mutually agreed time
* **Send Confirmation** - Send the candidate a new invitation with the updated time/date
* **Notify the Interviewer** - Confirm the new time with the interviewer

Flexibility in scheduling improves candidate experience and reduces no-shows.

**Q5. What if a candidate does not receive the interview invitation link?**

If a candidate says they didn't receive the email:

* **Check Email Spam/Junk -** Ask them to check spam folders first
* **Verify Email Address** - Confirm their email address is correct in your system
* Use **Notification Inbox** to forward the email

**Q6. Can I schedule multiple Live Interviews for the same candidate on the same day?**

Yes, you can, but consider:

* **Interviewer Availability** - Ensure different interviewers are available for each round
* **Candidate Fatigue** - Back-to-back Live Interviews (more than 2–3 in one day) may impact candidate performance
* **Break Time** - Allow at least 15-30 minutes between Live Interviews for candidate rest and reflection
* **Candidate Preference** - Ask the candidate's availability preference
* **Optimal Approach** - If feasible, schedule Live Interviews on different days (1-2 days apart) for better assessment quality

*Example: screening at 10 AM, technical interview at 1 PM (with 30-minute break) is reasonable.*

**Q7. How do I handle scheduling for candidates in different time zones?**

When scheduling across time zones:

* **Confirm Time Zone** – Always specify which time zone the scheduled time is in (e.g., "2:00 PM EST")
* **Offer Flexibility** – When possible, find times that are reasonable for both parties (avoid very early mornings or late evenings)
* **Document Clearly** – In the invitation, show both the recruiter's time zone and the candidate's time zone to avoid confusion
* **Send Reminders** – Include a time zone reference in the reminder emails as well

*Example: "Your interview is scheduled for Tuesday, DEcember 15 at 2:00 PM EST (11:00 AM PST)"*

**Q8. What information about the candidate should I share with the interviewer before the interview?**

Share the following with the interviewer:

* **Candidate Resume/CV** – Full employment history and qualifications
* **Profile Information** – Details the candidate provided in their application
* **Role Description** – Job title, key responsibilities, and required competencies

This preparation helps interviewers ask relevant questions and conduct focused assessments

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### 2. Rescheduling and Cancellation

**Q1.** **How can I reschedule an interview?**

Open the interview, select **Reschedule**, and choose a new slot. Updated invites are automatically sent to participants.

**Q2. What happens if the interviewer or candidate declines?**

If the **candidate** declines, the interview is canceled.

If the **interviewer** declines, recruiters can reassign a new slot or select another interviewer.

**Q3. What happens if the interviewer doesn’t join?**

If the interviewer fails to join within 5 minutes of the start time, the system flags it as a **potential no-show** and alerts the recruiter.

> Recruiters can proactively join the interview room to confirm participant presence. If either the interviewer or candidate is delayed, recruiters may join the session to engage with the available participant and communicate status updates or next steps.

**Q4. Candidate marked as “No Response” despite confirming - what does that mean?**

This can happen due to a **calendar sync delay** or if the candidate confirmed via a link that expired.

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### 3. **Reminders & Notifications**

**Q1. How many reminders are sent before an interview?**

By default, **one reminder** is sent.

**Q2. Can I customize reminder timings**

No. Reminder intervals are system-defined for consistency.

**Q3. Do recruiters need to send reminders manually?**

No. Reminders are automatically sent to both candidates and interviewers.

**Q4. Reminder not sent or received - what should I check?**

* Verify that the interview status is **Scheduled** (reminders don’t trigger for “Canceled” or “Draft”).
* Ensure reminder emails haven’t been filtered into spam.
* Ensure reminder emails is configured for the org.

**Q5. Candidate joined but interviewer didn’t receive a join notification - why?**

This can occur if the notification is enabled for the org.

**Q6. Can recruiters join the interview if one participant is late?**

Yes. Recruiters can join the Live Interview to ensure both participants have joined. If one participant is present and the other is late, recruiters can engage with the available interviewer or candidate and inform them about the delay or expected next steps.

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