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This step involves scheduling calls with shortlisted applicants.
In the 'Applications' sheet, review the applications whose statuses are the following:
- 2 Shortlisted: To schedule call
- 2 Scheduling: Awaiting response
- 2 Reminder sent: Awaiting response
Who to include in calls
For general opportunities, involve at least one team member familiar with with the volunteer and internship opportunities available at the organisation, and ideally one recruitment team member.
For traineeship and internship opportunities with a predefined scope, involve at least one team member who will be working closely with the trainee/intern, and ideally one recruitment team member.
Timeslots to offerChoose
Where possible, use OnceHub booking pages to schedule calls automatically, as it minimises administrative effort. There are currently two booking pages:
Step 2. Click on 'Event types and assignment'
Step 3. Under 'Additional team members', add your booking page to the list.
For instuctions on how to set up your booking page, refer to Step 1 of this OnceHub guide.
Otherwise, choose at least two different types of timeslots to offer the shortlisted applicants (e.g. one weekday afternoon plus one weekend night) so that there is a greater likelihood that the proposed timeslots will fit the applicant's schedule. Provide timeslots at least one week in advance to account for people taking time to check their emails, and increase the likelihood that applicants would not have made plans yet.
Action (See below for message templates)
Update 'Stage' to
Update 'Status' to
Schedule call to meet applicant
2 Scheduling: Awaiting response
Applicant replies to confirm an interview
Confirm and send a calendar invite
3 Scheduled: Awaiting interview
Applicant does not respond to scheduling email for one week
Send first reminder email
2 Reminder sent: Awaiting response
Applicant does not respond to reminder email for two weeks
Send second reminder email
2 No response: Closed
Applicant withdraws from the recruitment process
2 Withdrew: Closed
Communicating with applicants
Before composing your email
- If you are using a OnceHub booking page, ensure that the relevant HR team members have been added to the settings.
While the templates account for the most common scenarios, they do not cover less common scenarios. In such cases, use your judgement to respond accordingly.
Before sending your email
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