February 17th 2022, Release Note: WFM UK | ATS: Managers Rescheduling Events, External Interviewer for Events – Fourth & HotSchedules Customer Success Portal

Summary

Select the release feature from the table below to be taken directly to that section of the release note.

Feature 1

Feature 2

Managers can now reschedule Events from the admin portal and subsequently notify candidates and interviewers alike so that they can choose an alternative Event or just be informed that the Event has changed.

External Interviewer for Events

Managers can now create Events and specify an external interviewer (who is not a user within the ATS) by free typing their name and providing an email address.

Release date for all features: February 17th 2022

Managers Rescheduling Events

Enabled by Default? - Yes
Set up by customer Admin? - No
Enable via Support ticket? - No
Affects configuration or data? - No

What's Changing?

New functionality within the Admin portal that will enable managers to reschedule existing Events,

Reason for the Change

To prevent managers from needing to contact candidates directly via email or phone and instead allow them to edit existing Events to reschedule without the need to set up a new Event.

Customers Affected

All ATS customers.

Release Notes/Steps

Refreshed User Interface when Creating or Editing Events

As part of this functionality, the user interface for creating/editing Events has been refreshed and updated to provide an improved user experience (see Fig.1).

Fig.1 - Refreshed UI for creating/editing Events

Editing an Event from the Calendar

To reschedule an Event from the Calendar page, simply select the pencil icon from the top-right hand corner of an Event Card

The Edit Event page will then display - see Fig.3.

Fig. 2 - Pencil Icon to Edit an Event

Fig. 3 - Edit Event Page

When rescheduling an Event, the following fields can be modified:

Start Date - cannot change to date to a date before today's date
End Date
Start Time
End Time
Location

When any of these fields are modified, the Edit Event Page will automatically display the 'Notification to candidate' section. Here, managers are required to provide a Reason for change so that this can be communicated to the relevant candidates as seen in Fig.4.

Please note: The Interviewer field can be modified but doing so will not reschedule the Event/move the candidate to a different step.

Fig. 4 - Notification to Candidate section within Edit Event Page

To save any changes made and proceed, select Save
To discard changes and navigate back to the Calendar page, select Cancel

Notifying Candidates when an Event is Rescheduled

Any candidates who have accepted an invitation to the rescheduled Event will automatically be moved back to the 'Invited To' step within the application process. They will receive email (see Fig.5) and SMS notifications.

Fig. 5- Preview of email notification sent to Candidates

If a candidate is no longer able to attend the interview for the new date, time or location, they are able to choose any other Events that are available to them within the Invited To step.

If candidates are unable to find a suitable Event in this step, they can use the 'Decline Events' functionality. Relevant managers will be informed so that new invitations can be sent out to the candidate as required.

Managers cannot reschedule Events in the past. If the date/time has elapsed, users will be presented with a message to inform them that they cannot edit the Event and all the fields will be inactive (see Fig.6).

Fig. 6 - Error message when attempting to edit an event in the past

Please note: Managers can only edit Events that they have created themselves (if they have sufficient permissions). Head Office users can edit any Event from the Calendar.

Notifying Interviewers when an Event is Rescheduled

Interviewers will also be notified when an Event is rescheduled - if a change is made to any of the following fields:

Start Date
End Date
Start Time
End Time
Location
Interviewer

Interviewers will receive a push notification via the Fourth app as well as an in-app Engage notification. Selecting the notification will navigate the user to the specific date of the Event within the ATS Calendar page.

If an interviewer was changed when rescheduling an Event, the notifications will be sent to the original interviewer.

In addition, the 'Interview Reminder' notification will be triggered immediately for the new interviewer if the Event is due within 24 hours.

Audit Trail of Event Updates

The Event history tab within the candidate application page is updated to display the following information:

Event Name - the Event type
Date/Time of Event - the date/time of when the Event was scheduled for
Update On/By - the date/time of when the Event was modified and the user that modified it
Change & Reason - combination of the type of change and reason:
- Declined by candidate
- Updated by manager

Any existing Events that have been accepted by the candidate and subsequently edited/modified via the calendar page will appear in the Event History audit trail with an 'Updated' status.

The reason provided by the manager at the time of rescheduling or editing the Event will also be displayed beneath the 'Updated' status, as seen in Fig.7.

Fig.7 - Change & Reason 'Updated' status

The Event History tab will also continue to display audit trails of any Events that have been declined (using the 'Declined' status) along with the reason provided by the candidate (as per current functionality).