If you need or want to hold an online job interview, you can use the HR-ON Recruit video meeting feature.
In this step-by-step guide, you can see how to use the video conferencing feature for both online job interviews and also internal video conference meetings with your colleagues and recruitment board.
This guide will cover the following:
- How to invite a candidate to an online job interviews
- How to attend a video meeting
- How to hold internal video meetings
How to invite a candidate to an online job interviews
Go into your job posting to see the applicants, and click on the candidate you want to invite for a video interview, to open their profile.
On the candidate's profile, hover the mouse over the scanner icon in the top right hand corner, next to the word Options. Then click on Send Email.
- A pop-up window will appear. On the right, under the word Template, select the email template Interview - video from the drop-down list.
You can then modify the message, but be sure to keep the "Video Conferencing Link" variable. All the variables (the gray boxes) are replaced with data from the system, which relate to the candidate, meeting details and link, sender's contact information, etc.
Under the email message, you can choose whether you prefer to set a fixed meeting time, where you choose the date and time, or alternatively let the candidate choose a time that suits them from a list of times pre-approved by you.
Note: If you select the latter, the variables "Meeting date" and "Meeting time" are no longer needed in the email message.
When you select the video email template, the check box for Make this a video conference? will automatically be checked.
Decide on the duration of the meeting and then select the date and time. Or if you selected the option where the candidate can choose from a number of options, you will now be able to put in a number of date and time options that suit you.
Under Members, where it says Add Members, you can select the people from the drop-down list who should attend the meeting (for example your colleagues). Then click Add.
You can also edit who the sender of the email should be - this is automatically set to you, but you can change it if necessary.
And you have the option of changing the status of the candidate in the system. For example if this will be the candidate's first interview, you can change the status to 'Invited - 1st interview'.
- When you click on Submit, the email will send to the candidate as well as to anyone else you have invited to join the video meeting. The link to the video conference will be included in this email.
The video conference room is active once you have sent the email, so it is possible to click on the link right away. We recommend that you do this well in advance of the meeting to check the audio and video work.
How to attend a video conference
- When you click on the link in the email you will have the opportunity to test your sound and video before going into the meeting room.
The bar on the left of the video image shows your sound. If the bar gives green fluctuations, you know it is working. If it remains black, your microphone is not detected. In that case, try selecting another microphone from the drop-down list under Microphone.
If you have any issues with camera and/or sound, check out this guide that tells you which settings should be turned on in the browser: Technical guide for video conferencing.
How to hold internal video meetings
You can also arrange an internal video meeting with your colleagues through your HR-ON Recruit account. An internal meeting can, for example, be with the members of the recruitment committee.
- On the main Overview page (front page of HR-ON Recruit) there is a blue button saying Host a video conference.
- When you click this button, an email-like window will appear from which you can invite the meeting participants.
There are two ways to invite your colleagues to a video conference:
You can either go to Select participants and click on Add. You will then get a list of the users created in your HR-ON Recruit account, and you can choose who you want to meet with.
You can also add yourself as a participant if you want to receive an email with the meeting link. Otherwise, you can access the meeting at any time via the conference link generated after you have sent out the invite. You'll find this under Conference Link at the bottom of the window.
Alternatively, go to Add external participants by email and enter the email addresses of the meeting participant, then click on Add. This can also be used for meeting participants who are not users of the recruitment system.
Once you've added the participants, select the date and time and write your message in the text field. You can see a preview of the email and then click on Send. The link is automatically inserted when you send the email.
Please note that we recommend a maximum of six participants in a video conference. It is possible to add more, but it can affect the quality.
Want to know more about HR-ON Recruit features? Also read: Sending responses to applicants.