63 lines
2.8 KiB
Markdown
63 lines
2.8 KiB
Markdown
---
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title: Interview Scheduling
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collection: Hub User Guide
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path: Hub User Guide/Admin Guide/Interview Scheduling
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parentDocument: Admin Guide
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outlineId: 5b616a12-b83b-4172-a3c2-820424f1e927
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createdBy: Jennie R.F.
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---
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Interview scheduling is handled through Cal.com integration. When applicants book interviews through Cal.com, the booking data flows into Cohort-OS automatically via webhooks.
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## Prerequisites
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Cal.com must be configured with the correct webhook URL and cohort ID. This is set up by system administrators.
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## How It Works
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Cal.com sends webhook events to Cohort-OS when bookings are created, rescheduled, or cancelled. The system matches bookings to applications by the applicant's email address.
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### Booking Created
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When an applicant books an interview:
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1. The system looks up the application by matching the booking email to the applicant's contact email.
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2. If a match is found, the interview schedule data (date, time, meeting link) is saved to the application.
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3. The application status updates automatically -- for example, from `waiting_first_round` to `first_round_scheduled`.
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4. The current stage is synced to match the new status.
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### Booking Rescheduled
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When an interview is rescheduled, the schedule data (date, time, meeting link) is updated on the application. The application status is not changed.
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### Booking Cancelled
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When an interview is cancelled:
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* The schedule data is cleared from the application.
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* If the application is currently in a `*_scheduled` status, it reverts to the corresponding `waiting_*` status.
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* Applications in other statuses keep their current status.
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## Orphaned Interviews
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If a Cal.com booking email does not match any application in the cohort, the booking becomes an "orphaned interview." When this happens:
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* The booking is saved to an orphaned interviews table.
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* Org admins receive an email alert with the booking details.
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* An **Orphaned** warning badge appears on the **Applications** tab filter bar with a count of unmatched bookings.
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To resolve orphaned interviews, click the **Orphaned** badge to open the matching modal. From there you can manually match the booking to the correct application.
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## Interview Status on Applications
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The **Pipeline** column on the **Applications** tab shows interview scheduling information:
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* Applications in `waiting_first_round` or `waiting_second_round` show they are awaiting scheduling.
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* Applications in `first_round_scheduled` or `second_round_scheduled` show the scheduled interview date and time.
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* Past interview dates appear with strikethrough text.
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:::info
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Webhook events are deduplicated using the Cal.com event ID. Processing the same event twice has no effect. Applications in terminal statuses (`accepted`, `waitlist`, `declined`) do not have their status changed by new bookings.
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:::
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