The screening team uses the tool Calendly to schedule mentor interviews.
Before Orientation: The Screening team uses a Calendly function called “Round Robin” to provide interview slots for attendees during orientation. The day of orientation, the Screening Orientation Captain will ensure the Calendly Round Robin Template on Box is up-to-date with enough available times during a reasonable time frame. Individual screeners will then be asked to input time slots they would like to offer into the Box template. Once all screeners have entered their slots to the template, the Orientation Captain will update the Calendly Round Robin accordingly. The Orientation Captain will inform the local team (usually via Slack) when the Calendly Round Robin link is live.
During Orientation: Event Staff provide the Calendly link via Zoom throughout orientation. During break, orientation facilitators will emphasize the importance of signing up for an interview using the link provided on the orientation PowerPoint and in the Zoom chat. Event Staff will help as needed.
After Orientation: Orientation captains will use the Calendly backend to check the number of attendees that have signed up for interviews with each screener. Screeners are responsible for claiming ownership of mentor applicants who have signed up with their interview times. Orientation captains will divide up applicants who did not sign up for an interview and distribute equally amongst the Screening team. Screeners will send their newly owned mentors their individual Calendly link (vs the Round Robin) in their day after email. This will enable applicants to sign up for an interview or reschedule. When a mentor signs up for an interview, both the screener and the mentor applicant will get an email, and their Outlook calendars will automatically update to include the appointment. Screeners will be responsible for tracking interviews, and must follow-up with unresponsive applicants.
Salesforce and Calendly: Calendly automatically adds appointments to Outlook. It is the screener's responsibility to input the interview date and time into Salesforce. They should, mark the interview as "scheduled" once the applicant selects an interview date and time. After an interview, screeners must update Salesforce to mark the interview as "approved". If someone other than the application owner is covering the interview, mark the interview status as “pending approval”. The screener will also input the interview transcript and match notes into Salesforce. The screener should update the status of any missed or canceled interviews in real time.
What are potential implications of Calendly for the screening pipeline? This screening tool puts more responsibility on the mentors to not only schedule the interview, but to keep the interview appointment. If the mentor applicant does not receive our day after email, they will not be able to schedule their interview without further screener intervention. Additionally, applicants will now have more control over canceling or rescheduling their appointments. Screeners must coach applicants through the importance of completing the interview promptly.