Purpose
Ensure a smooth and efficient process for scheduling, confirming, and documenting phone interviews for applicants sourced through Indeed.
Scope
This SOP applies to the recruitment coordinator responsible for managing phone interview scheduling, data entry, and communication with applicants and the hiring director.
1. Access Applicants on Indeed
Log in to Indeed.
2. Review applicants categorized as Shortlist and Undecided.
3. The client will review and sort applicants. Focus on candidates marked Shortlist, and occasionally Undecided.
2. Send Phone Interview Invitations
For each applicant in the Shortlist:
Prepare a phone interview invitation email.
2. Include the purpose of the interview, available time slots, and scheduling instructions.
3. Track responses and note the scheduled time for each applicant.
3. Confirm the Phone Interview Time
As soon as an applicant schedules their phone interview, call them at the scheduled time. Confirm:
Applicant availability
- Contact number
- Any additional information required for the interview
4. Fill Out JotForm
Immediately after confirming the applicant, complete the JotForm with:
5. Schedule the Interview in the Calendar
Add the confirmed phone interview to the calendar. Include the applicant’s name, position, date and time, and phone number or video link, if applicable.
6. Send the Director Invite
Send a calendar invite to the hiring director or assigned interviewer. Include the applicant’s name, position, interview date and time, and contact information.
7. Send Confirmation Email to the Applicant
Once the director has been notified, send the applicant a confirmation email containing:
Date and time of the interview
- Interviewer’s name
- Contact number or video call link
- Additional instructions
8. Follow Up and Maintain Records
Ensure all communications, JotForm submissions, and calendar events are up to date. Track applicants’ progress for reporting to the client when needed.
Notes and Tips
Respond promptly to applicant inquiries to maintain a positive candidate experience.
- Double-check calendar entries to avoid scheduling conflicts.
- Keep a running log of scheduled interviews for client or director follow-up requests.
Applicant name
- Contact information
- Interview date and time
- Position applied for
- Notes, if any
Submit the JotForm for record-keeping.