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Administrator Guide
Last Updated: 2025-12-12
Steps: Manage Interviews

Steps: Manage Interviews

Set up interviews. See Steps: Set Up Interviews.
With interviews, you can:
  • Create interview schedules.
  • Create or update interview teams.
  • Select locations or rooms.
  • Reserve a room (for Microsoft® Outlook users),
  • Evaluate and rate candidates.
  • Move forward or decline candidates.
  • Reschedule and cancel interviews.
  • Send notifications and invitations to interviewers for those using and not using Microsoft® Outlook.
  • View availability and responses (for Outlook users).
  • View reports on schedules and interview details.
You can also add the
Manage Interview Scheduling Settings
 task as a
To Do
 step in these business processes:
  • Close Evergreen Requisition
  • Close Job Requisition
  • Evergreen Requisition
     (Must be after the completion step)
  • Evergreen Requisition Change
  • Freeze Job Requisition
  • Job Requisition
     (Must be after the completion step)
  • Job Requisition Change
  • Move Job Requisition
  1. (Optional) Access the
    Innovation Services Opt-In
     task.
    1. In the
      HCM
      section, select the
      Recommended Interview Scheduling
       check box.
    2. Click
      OK
      and
      Done
      .
      Security:
      Manage: Innovation Services
       domain in the Innovation Services functional area.
  2. Access the
    Manage Interview Scheduling Settings
     task.
    Select a
    Job Requisition
     to associate the interview with.
    1. Complete the
      Interview Team
       tab.
      Add a row to create an interview team by selecting the
      Interviewers
      ,
      Duration
      of the interview,
      Interview Type
      , and
      Alternative Interviewers
      .
    2. Select the
      Recommended Interview Settings
       tab and enter the necessary details.
      This tab is only available when you opt in to the
      Recommended Interview Scheduling
       innovation service.
    3. Select the
      Candidate Reminder Settings
       tab to configure a custom reminder.
      Select the
      Enable Candidate Reminder
       check box.
      You can select a
      Notification Template
       and a
      Message Template
      .
      You can also
      Create Message
       and specify a
      Notification Send Date
       for when you want Workday to send the reminder to candidates.
      Workday will not translate messages if you select the
      Edit Message Content
       check box and edit a template.
    4. Click
      OK
      and
      Done
      .
    When you advance a candidate to the
    Interview
     stage, Workday:
    • Creates an
      Interview
      event.
    • Sets the status of the candidate to
      Interview
      .
    • Automatically assigns the
      Schedule Interview
       task to members of the interview team for the requisition.
    This works only if you've configured the
    Schedule Interview
     step in the
    Interview
     business process.
    Security:
    Job Requisitions for Recruiting
     domain in the Recruiting functional area.
  3. Access the
    Evergreen
    or
    Job Requisition
    .
    Review the candidates who have applied for openings.
  4. Move a candidate to the interview stage.
    Workday sends the
    Schedule Interview
     or
    Schedule Interview Team
     task to My Tasks for the security group assigned to the step.
  5. Access the
    Schedule Interview
     task from My Tasks to arrange the interview for the candidate.
    Complete the
    Schedule Interview
    :
    Field
    Description
    Time Zone
    Workday uses the
    Primary Location
     of the job requisition to determine the time zone, which applies to the entire interview schedule.
    If you've opted in to the Workday 32 - Time Zones feature, then Workday uses the user's local time zone.
    Interviewers
    Automatically populates with the interviewers you selected on the
    Interview Team
     tab on the
    Manage Interview Scheduling Settings
     task.
    Use Same Location or Room
    Select this checkbox to use the same rooms throughout the entire interview schedule.
    Location
    This option displays only when you select the
    Use Same Location or Room
     check box.
    Recommended Interview Settings
    Expand the field for options that enable Workday to recommend schedules:
    • Range of Dates
      enables Workday to recommend interview dates up to 1 or 2 weeks after the selected date. You can also constrain the recommendation to the selected date.
    • Use
      Enable Order of Interviewers
    Include Web Conference Link
    Displays only when you set up a web conference integration.
    This check box adds a web conference link to the interview schedule. After selecting an interview time, you can click
    Confirm
     to run the integration and retrieve the link.
  6. Configure the interview schedule.
    You have 2 options:
    • Use
      Recommend Times For Me
      , which enables Workday to suggest interview schedules based on your
      Recommended Interview Settings
      .
    • Schedule the interview manually.
    Field
    Description
    Recommended Times For Me
    Use to enable Workday to recommend schedules. When you select a recommendation, Workday populates the calendar with the schedule.
    The calendar or schedule grid
    To schedule the interview manually, click a time slot to enter the detailed information in the
    Schedule Interview
     edit window. Don't click
    Next
     until the entire schedule is complete.
    If you selected rooms on the previous page, they automatically populate the grid.
    If you selected the
    Use Same Location or Room
     check box, the rooms in the calendar grid change to reflect any updates you make in the Rooms prompt.
    If you didn't select
    Use Same Location or Room
    , Workday includes all available rooms in the
    Room
     prompt on the
    Schedule Interview
     edit window. The calendar doesn't reflect any changes you make to the rooms.
    Available Rooms
     and
    Room Lists
    .
    Displays for Microsoft Outlook® users.
    Location
    Displays for those not using Microsoft® Outlook.
    Don’t send email
    Displays for those not using Microsoft® Outlook.
    Include Link to Candidate Profile
    Displays for those using Microsoft® Outlook.
    Include Interview Schedule
    Displays for those using Microsoft® Outlook.
    Submit
    Click when the entire schedule is complete.
  7. Review interview schedules.
    View the interview schedule of a candidate or your scheduled interviews for a range of dates:
    • Candidate Interview Schedule
    • My Interviews
  8. Review the progress of the interviews and the interviewer feedback.
    Give Interview Feedback
    : the task interviewers use to provide interview feedback.
    If you've configured calendar integration, interviewers receive an interview invitation. Otherwise, you can create email templates to send to interviewers.
    Manage Interview Feedback
    : The task delivered by the
    Manage Interview Feedback
     action step. Configuration is on the
    Interview
     business process. Workday sends the
    Manage Interview Feedback
     task to My Tasks for the security group assigned to the step. You can:
    • Move the interview process to the next step.
    • Reschedule an interview.
    • Send the feedback back to an interviewer for rework.
    • View the interview schedule.
  9. Review interview information.
    Use:
    • Candidate Profile
       to review interview schedule and feedback information.
    • (Optional) Generate interview feedback summary for a job applicant. See
      2025R2 Feature Release Note: AI-Generated Interview Feedback Summary
       for additional details.
    • Interview Feedback Details
       to view all interview feedback comments, including comments for competencies and questionnaires.
      Security:
      Candidate Data: Interview Feedback Results
       domain.
    • Interview Feedback Ratings Summary
       to view a list of all job applications for a job requisition and all interview feedback.
      Security:
      Candidate Data: Interview Feedback Results
       domain.
    • A custom report that includes report fields from
      Interview Feedback
       business object.
  10. Move forward or decline the candidate.