Managing Candidate Assessment

Objectives

After completing this lesson, you will be able to:
  • Schedule an interview.
  • Configure interview scheduling functionality.
  • Rate a candidate in Interview Central.

Candidate Details

Recruiters and other permissioned roles can review all candidates who have applied to a requisition and, ultimately, either hire or disposition them. Candidate details are accessed from Candidate Summary Page: Recruiting → Select specific job requisition and then select Candidates.

The candidate summary page lists all candidates for the job and each candidate’s status in the process.

A screenshot of the candidate summary page

You can set preferences for how you want the names of applicants to sort in the Applicants List. You can choose to sort the names of applicants in the FirstName, LastName or Last­ Name, FirstName format.

Note

The applicant name will still display in format FirstName, LastName. Only the order will be different.

A screenshot shows options to set preferences under My Display Preferences; for example, Last Name, First Name.

It is also possible to filter candidates based on following criteria using the Filter Options button:

  • Candidate Type: Internal or External
  • Name: Allows for partial matches (first name, last name, middle name) and supports special characters
  • Email Address: Email address that exactly matches OR you can search using the domain name only, for example, @acme.com
  • Viewed: Applications that are new or have already been viewed
  • Last Updated: Application has been updated in the last x number of days.
  • Location Fields: Country, state, and city cascading picklists are supported as filter options.
  • Additional standard and custom fields that are configured on the Candidate Profile can be used as additional filter options.
  • Candidate Contact and Application data can be used as additional filter options.
A screenshot of input fields under Filter Options. The text preceding the image explains the detail.

Candidate Summary Page — Specific Candidate Details

Click the candidate’s name to view a specific candidate’s summary. The summary contains several sections of importance to a recruiter as follows:

  • Candidate contact information
  • Application (status information)
  • Comments
  • Other jobs applied
  • Correspondence to candidate
  • Application (fields from the candidate application)
  • Offer Letter
  • Screening Details
  • Previous Employment
  • Application Status History (audit trail)
  • Tags

Candidate Details — External Candidate

Screenshot displaying an external candidate profile for Ben Franklin with details such as application, screening, and jobs applied.

The standard and custom picklist fields on the Job Application portlets in applicant workbench support the Typeahead feature, where selecting the textbox displays the available picklist values.

Typeahead is supported only for fields whose type is defined as picklist in the Job Application template and has a picklist id in the picklist center. Typeahead is supported for the following Job Application portlets in applicant workbench:

  • Application portlets
  • Background fields portlets like Formal education, Previous employment, and Work experience
  • More information portlets

Note that the Application Status field appearing in the Application portlets does not support Typeahead feature.

Hint

Tags can be used to quickly categorize and find candidates. Examples include "Engineer" or "Project Manager".

Progress Candidates through the Pipeline

Several options are available for moving candidates between different statuses.

Candidate Summary Page Option

A screenshot shows a dropdown menu with the Move Candidate option selected.

Note

It is possible to manage candidates in bulk from the Candidate Summary Page. You can also use drag-and-drop functionality to move more than one candidate to a different status.

When forwarding an applicant it is possible to carry forward attachments of type multi-attachments selection. Users can also see an indication on the Jobs Applied portlet in the Job Application page to highlight the application from which the candidate was forwarded as an applicant.

Using the indication on the Job Application page, the recruiter can have access to a previous applicant’s interview feedback, comments, answers to prescreening questions, assessment results, background check results, and so on, from the current application.

The screenshot shows the following text: 'Candidate Fowarded as Applicant' . The help icon triggers a popup stating that the candidate was selected and that it is possible to view assessment results, background check results, answers to pre-screening questions, and interview results. Selecting the View Interview Results option displays data about the interview on the screen.

When using the Forward to Colleague functionality, recruiting users can access a candidate's profile directly using a link forwarded to them in an e-mail that is triggered. The name of the candidate is a hyperlink in the e-mail. Note that email triggers are covered in different unit.

Recruiting users can copy and share an Application URL from the Job Application summary screen. The Application URL provides easy and fast navigation to the application profile.

Additionally, this functionality allows:

  • Generate and send the application profile link by e-mail or chat.
  • Access the application profile directly by clicking on this link. User must have the necessary permission for candidate profile.
  • Configure an e-mail token in the e-mail template to include the Application URL.

The Application URL provides easy and fast navigation to the application profile.

A screenshot shows data for an internal candidate, including the option to select Application URL

Candidate Details Screen Option

When looking at the candidate, the user can move the candidate to a different status within the pipeline:

  • Selecting the candidate status and saving the informationThe screenshot shows Candidate status details under Application and the option to choose Save.
  • Selecting the Move Candidate option A screenshot of the Move Candidate section with a dropdown menu to select the status to move the candidate to and the option to select Apply Updates

Interviewer Assignments

Once the candidate is moved to interview status it is possible to schedule an interview and assign interviewers.

Assigning Interviewers within Specified Candidate Status

Users with proper permissions can assign interviewers within the candidate details screen by choosing Set up Interviewers in the Interview section.

A screenshot shows the Set Up Interviewers option.

To add interviewers, follow these steps:

  • Choose Add to add interviewers.
  • Type the names.
  • Add notes about candidates.
  • Use the same list for this candidate or apply the same list to all applicants.
  • Choose to attach the resume or not.
  • Customize the interviewer email.
  • Either save the interviewer list or send an email.
A screenshot shows the option to select people to add to the interview team.

Note

Contact your consultant or Customer Success if you are not able to schedule the interviewer in the specified status. Additional settings might be needed in the back end of the system.

Calendar invitations may need to be sent manually as there is no Microsoft Outlook integration for this type of interviewer scheduling.

Caution

In case the Create Meeting button is not available, check settings in Admin Center→Company System and Logo Settings→Outlook Calendar Integration.

A screenshot showing candidate details for a job, with options including 'Create Meeting', 'Forward', and 'Add to Requisition' highlighting interview scheduling features.

How to Assign Interviewers Using the Interview Scheduling Tool?

Interview Scheduling helps simplify and expedite the interview scheduling process. It reduces the amount of time recruiters spend scheduling interviews with candidates, and it allows candidates the flexibility to select their preferred interview time.

Interview Scheduling considerations include the following:

  • Outlook integration can be enabled with this type of scheduling.
  • Interviewer availability is visible in the Interview scheduling tool.
  • When an interview is scheduled, the meeting will be sent to the interviewers’ Outlook calendar.
  • Interviewers and candidates can cancel or reschedule if that time no longer works for them, or candidates can request additional times from the interview organizer.

Outlook Integration Enablement

Configuration

Configuration for the Outlook integration includes the following steps:

  1. An OAuth configuration has been created for the connection between the SAP SuccessFactors system and Microsoft 365.
  2. A basic integration has been enabled between SAP SuccessFactors and Microsoft Teams.
  3. A custom service connection has been set up and an admin has been granted consent to enable both Microsoft Outlook and Teams online meetings for SAP SuccessFactors processes.
  4. The following settings have been configured in Admin Center→Work Tech Configuration→Settings
    1. The service type has been enabled in the Connection and Authentication area.
    2. The OAuth configuration has been selected in the Custom App dropdown area.
    3. All required permissions have been set.
    4. The Tenant ID has been connected and checked.
    5. Service Account has been selected.

For more information on how to configure the integration between SAP SuccessFactors and Microsoft 365, please visit the SAP SuccessFactors Platform implementation guide on the SAP Help Portal.

Once the Outlook Integration for Interview Scheduling is established, the SAP SuccessFactors My Calendar tab does not display. If the Outlook Integration is disabled again, My Calendar will display. For customers with existing interviews in Interview Scheduling, it is recommended to close out those interviews or instruct users to save them in Outlook before transitioning.

Enabling the Interview Scheduling Tool

Certain settings must be configured to enable Interview Scheduling within the instance. Proceed as follows:

  • Permission the functionality in Admin Center→Manage Recruiting Settings→Interview Central and enable Interview Scheduling.
  • Configure a picklist for virtual interview locations and face-to-face interview locations. These values in the picklist are used to indicate the place of the interview. A screenshot of Interview Central shows that the Enable Interview Scheduling option is selected, and there is a picklist for virtual interview locations and face-to-face interview locations.
  • Set up email templates for each of the emails that can support the functionality. Templates are set up via Admin Center→Manage Recruiting emails template and associated with relevant email triggers in Admin Center→Recruiting Email Triggers.
  • Grant access to the Interview Scheduling tab to all users who are responsible for organizing interviews and to any known interviewers. It is not necessary to permission every possible interviewer; any interviewer who is left off the permission is given access to the tab if they are added to an interview and the interview is saved.

Note

Once Interview Scheduling is enabled, the Set Up Interviewers portlet on the Candidate Application is longer visible. All interview setup takes place by using the Interview Scheduling Dashboard.

A high-level process overview includes the following:

  • When the interview is needed, the responsible person opens the calendar and schedules the interview in Interview Scheduling.
  • Interviewer availability feeds in directly from the interviewer’s calendar as a result of the Outlook integration.
  • The candidate receives the notification that the interview was scheduled.
  • The candidate opens the calendar to confirm or decline the proposed date.A screenshot of a job portal includes a Careers menu and My Interviews tab. It also includes the text of 6 Open Slots , which has a Select and Decline button.
  • The candidate can contact the recruiter to discuss any necessary changes.A screenshot of the Schedule Interview section with contact details and a Book Interview option
  • In case of any update to the interview, an email notification is sent to the relevant party.

Assigning Interviewers in Interview Scheduling

Interview Scheduling

  • Using Interview Scheduling, individuals responsible for arranging interviews can access availability for interviewers and propose times to candidates, who can then reserve a time that works for them.
  • Organizers can send candidates a time if they do not want the candidate to schedule a time themselves. Interviewers and candidates can decline or reschedule if that time no longer works for them.
  • Candidates can request additional times from the organizer if they cannot find a time that works.
  • For interviews that have been booked, or are marked as not yet booked, organizers can make necessary updates or changes to the interview, including adding or deleting interviewers, modifying the interview location, interview type, interview date, time slots, or interview duration.

Once Interview Scheduling is enabled, the only way to assign interviewers is by using Interview Scheduling.

When Interview Scheduling is accessed, a list of jobs that need an interview is displayed. Proceed as follows to assign interviewers:

  • Locate the job that needs interviewers to be assigned and choose Not Started.A screenshot of the Interview Scheduling page in Recruiting shows a listing for the job of Competency Manager , which says '2 not started'.
  • Select the candidate that needs an interview scheduled and click Start Scheduling. If you want to schedule all candidates click Select All.
  • Click Start Scheduling.A screenshot shows that under Select Candidates, the user has selected Select All and Start Scheduling
  • Define the Interview Title: This option defaults to the interview step name from the Talent Pipeline.
  • Define the type of interview and, if relevant, add the location.A screenshot for the job of competency manager shows the following settings: 'Interview' for Interview Title and 'Phone' for Interview Type.
  • Add Interviewers by the user lookup or by their role on the requisition.
  • Adjust the interview duration.
  • Click Find Availability.A screenshot of the Manage Interviewers section shows two names and the option to select either Name or Role in Requisition to add the interviewer.
  • Select available time slots and select Continue. This action triggers a notification email that is sent to candidates to inform them about the interview.A screenshot of time slot options to select and the Continue button

Recruiters can schedule interviews that cross midnight in their own time zone. For example, recruiters working at large corporation’s shared service centers can be based in Asia/Pacific and are able to set up interviews to occur in Europe without any restrictions.

How to Assign Interviewers in Interview Scheduling — Review Information?

Review the information and add any attachments that might be needed.

Note

An email must be sent to the candidate to confirm the interview and trigger the notification to the Interviewers and set up the interview in Interview Central. The email is fully configurable by the admin, so it can be phrased as a reminder of the interview time if desired.

Note

Detailed Interview Scheduling guide is available on customer community site.

Microsoft Teams Integration with Interview Scheduling

Prerequisites for Enabling Microsoft Teams Integration

The prerequisites for enabling Microsoft Teams integration for Interview Scheduling are:

  • For users to schedule interviews using Outlook and Teams online meetings, you also must first complete configurations for the Microsoft Outlook Integration for Interview Scheduling.
  • You’ve set up the integration between the SAP SuccessFactors system and Microsoft 365 on the Work Tech Configuration page.
  • You've enabled basic integration between SAP SuccessFactors and Microsoft Teams.

Integration with Microsoft Exchange Online and Microsoft Office 365

Microsoft Teams Integration with Interview Scheduling supports integration with Microsoft Exchange Online and Microsoft Office 365. Microsoft Teams connects to Exchange Online by using Microsoft Graph and Microsoft Authentication libraries, which implement OAuth 2.0 token-based authorization.

Integrating Interview Scheduling with Exchange Online and Outlook 365 by using Modern Authentication requires your Microsoft Exchange Administrator to:

  1. Register the application for your Service Account in Microsoft Azure portal and notes the following credentials:
    • Application (client) ID
    • Directory (tenant) ID
    • Client secret value
    • Email ID of the service account associated with your application
  2. Apply the following API permissions
    • For Online Meetings: OnlineMeetings.Read.All and OnlineMeetings.ReadWrite.All
    • For Online Meeting Artifact: OnlineMeetingArtifact.Read.All
    • For Calendars: Calendars.Read and Calendars.ReadWrite
  3. Grant admin consent allowing Microsoft Teams Integration for Interview Scheduling to access the required Graph APIs for sending or receiving emails and accessing the calendars of organizers and interviewers.

Set Up Microsft Teams Integration in SAP SuccessFactors

The following configurations are required to start setting up the Microsoft Teams integration in SAP SuccessFactors:

  1. Ensure the necessary OAuth configurations are complete in the Security Center.
  2. Set up a connection for Interview Scheduling Microsoft Teams Integration with Exchange Online in the Admin Center→Microsoft Integration with Interview Scheduling→Verify and Connect page.
  3. Run a scan to validate the configurations by using the Verify and Connect option.
  4. After successful verification, select the Enable Microsoft Teams Integration option from the Interview Settings in Manage Recruiting Settings.

Interview Scheduling Setup with Microsoft Teams

Recruiters can now include Microsoft Teams meeting information while scheduling interviews. Interviewers and applicants can use this meeting information to attend phone, virtual, or face-to-face meetings during the interview process.

The Microsoft Teams integration for interview scheduling supports the following:

  • Adding a Microsoft Teams virtual conference room and meeting information as part of the interview scheduling process.
  • Selecting a single interviewer or a panel of interviewers when scheduling the online interview with Microsoft Teams.
  • Triggering emails which includes the Microsoft Teams meeting information based on the action of candidates, interviewers, and organizers.

High-level steps for setting up Interview Schedule

  1. Navigate to Recruiting→Interview Scheduling
  2. Go to the Job Requisitions tab

    Recruiters can see all the job requisitions for which they have interviewAssessment permissions, provided they have VisibleTo permissions for the status set.

  3. Select the candidate for which you would like to schedule an interview and choose Start Scheduling.
  4. Enable the Microsoft Teams option available as part of the online meeting options.
  5. Select Save and Continue.

Candidate Competencies Tracking in Interview Central

The Interview Central set of features is designed to engage interviewers by providing information about the candidate, job opening, and interview process, while making it easier for recruiters and hiring managers to get quality feedback about candidates based on a set of competencies.

Interview functionality also helps to make assessments quicker and more productive by automatically consolidating feedback and ratings, so the recruiter can make the decision to move forward or disqualify.

Interview Central is a one-stop shop for interviews where interviewers may view and access the following:

  • Hiring manager note
  • Link to display the job posting description
  • List of the candidates they are set up to interview
  • Link to view the interview team
  • Button to access the Print and Go pack
  • Rate Now link to enter the individual ratings

Interview Central Tab

Interview Central can be accessed via the Interview Central tab.

A screenshot of the Interview Central page, which includes data under Job Title and Candidates- the preceding text provides more details.

From this page, the user can view the job description, navigate to the application, view the full interviewer team list, click the Print and Go! pack button, and click Rate Now to add or change the rating and recommendation.

Print and Go Pack

Print and Go Pack provides a summary of all the relevant information for the interview, any overall rating and recommendation they already given, and the Rate Now button to add or change the rating and recommendation.

Print and Go pack also displays links to Interview Guide stored at the job requisition resume, list of interviewers’ team, associated competencies and the ratings of these competencies.

If you have Job profile Builder enabled, you can add interview questions to the profile template and then they pull into the print & go pack.

Note that the Print and Go! pack is not configurable.

Please note that the resume/cover letter that appears in the 'Print and Go' pack shows the resume/cover letter from an Application. The Interview is for a specific Application so the resume and/or cover letter should be the one linked to that particular Application.

To evaluate a candidate, proceed as follows:

  • Select Rate Now.
  • Complete the assessment by selecting the score for each competency.
  • Input comments and provide a Recommended or Not Recommended overall rating. The Stack Ranker on the right-hand side can be used to compare candidates overall or competency by competency to easily identify which candidate is top-rated in each category.
A screenshot of Interview Assessment data on Interview Central, showing a Stack Ranking section with a dropdown for Competency Summary about candidates, listed as Recommended and Not Recommended with scores

Note

To be able to evaluate the candidate’s competencies, the required competencies need to be defined on the respective job requisition.

A checkbox is available to Include Disqualified Candidates in the results list. Disqualified candidates are visible but cannot be updated in the Candidate Ratings or Candidate Summary list.

Interview Assessments Results Review

On the Interview Assessment screen, interviewers can view their own ratings.

Candidate ratings are available in the application screen and the candidate summary page. Note that the Interviewers block is not available if the Interview Scheduling functionality is enabled.

A screenshot shows candidate ratings.

The View Candidate Ratings option is also available on the top of the Job Requisition screen. This option is available at any point while looking at the Candidate Pipeline.

A screenshot of the View Candidate Ratings option on the Job Requisition screen

Configure Interviews

Business Example

In this exercise, you will:

  • Move candidates to the interview status
  • Add interviewers
  • Complete interview ratings and comments
  • Review candidate ratings and comments
ExerciseStart Exercise

Task 1: Move candidates to the Interview Status

Steps

  1. Before moving candidates, log in as an admin user and enable the Create Meeting button functionality in Admin Center.

  2. Log in as a user who can move candidates to new statuses and has interview assessment capability (use your recruiter).

  3. Select the requisition that contains competencies and has at least two candidates.

  4. Update each of the two candidates to move them to the status of Interview or the status that has the Interviewer section of the candidate details page available.

  5. The option might be different based on your instance settings.

Task 2: Add Interviewers

Steps

  1. Open the first candidate and add at least two interviewers.

  2. Schedule the interview for the second candidate as well.

  3. Create a meeting invitation, if required.

Task 3: Complete Interview Ratings and Comments

Steps

  1. Log in as the first interviewer and launch the Interview Assessment from the To-Do list.

    1. Review competencies and assign ratings.
    2. Indicate an overall rating for this candidate.

  2. Log in as the second interviewer and navigate to Recruiting→Interview Central.

    1. Review the Print and Go pack.
    2. Use the Rate Now link to complete the Interview Assessment for each candidate.
    3. Add comments for a few of the competencies.

Task 4: Review Candidate Ratings and Comments

Steps

  1. Log in as the recruiter.

  2. Open the job requisition for the interviews that were conducted.

  3. Select the View Candidate Ratings link to see the interview assessment scores and comments for all candidates on one screen. Decide the following: Which candidates seem to be the best fit for the position?

Learning

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