Using Interview Scheduling

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.

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.

• 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.

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 information
• Selecting the Move Candidate option

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

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.

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

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.

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.
• 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.

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.
• The candidate can contact the recruiter to discuss any necessary changes.
• In case of any update to the interview, an email notification is sent to the relevant party.

• 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.
• 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.
• 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.
• Add Interviewers by the user lookup or by their role on the requisition.
• Adjust the interview duration.
• Click Find Availability.
• Select available time slots and select Continue. This action triggers a notification email that is sent to candidates to inform them about the interview.

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.

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.

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.

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.

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.