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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 offer

Choose

Where possible, use OnceHub booking pages to schedule calls automatically, as it minimises administrative effort. There are currently two booking pages:

.

Expand
titleAdd your calendar to the OnceHub booking page

Step 1. Go to the respective booking: General or Indonesia

Step 2. Click on 'Event types and assignment'

Image Added

Step 3. Under 'Additional team members', add your booking page to the list.

Image Added


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.


Situation

Action (See below for message templates)

Update 'Stage' to

Update 'Status' to

Schedule call to meet applicant

Schedule call

 2 Schedule

 2 Scheduling: Awaiting response

Applicant replies to confirm an interview

Confirm and send a calendar invite

 3 Meet

 3 Scheduled: Awaiting interview

Applicant does not respond to scheduling email for one week

Send first reminder email

 2 Schedule

 2 Reminder sent: Awaiting response

Applicant does not respond to reminder email for two weeks

Send second reminder email

 2 Schedule

 2 No response: Closed

Applicant withdraws from the recruitment process

Close case

 2 Schedule

 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.

Multiexcerpt include
MultiExcerptNameBefore composing your email
PageWithExcerpt1. Review


 Message templates

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. 


Expand
titleSchedule call


Expand
titleFor general opportunities


Subject

Joining the WISE family ([NAME OF APPLICANT])

Body

Dear [NAME OF APPLICANT],

Thank you for your interest in joining the WISE family! We would like to have a chat with you to get to know you better, share with you more about WISE, and discuss how we can best work together.

Please book a timeslot with us at https://go.oncehub.com/WISERecruitment, and we look forward to speaking with you very soon. If the timeslots provided are not convenient, please suggest some dates/times and we will do our best to find a suitable one.

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

If you have limited time, you may choose to send a mass email to all relevant applicants. Ensure that you bcc them so that their emails are not visible to others.

Next steps

Update status to  2 Scheduling: Awaiting response



Expand
titleApplicant is or appears to be below 16 years old


Subject

Joining the WISE family ([NAME OF APPLICANT])

Body

Dear [NAME OF APPLICANT],

Thank you for your interest in joining the WISE family! We would like to have a chat with you to get to know you better, share with you more about WISE, and discuss how we can best work together.

Please book a timeslot with us at https://go.oncehub.com/WISERecruitment, and we look forward to speaking with you very soon. If the timeslots provided are not convenient, please suggest some dates/times and we will do our best to find a suitable one.

If you are below 16 years old, we would also be happy to chat with a caregiver to address any questions or concerns they may have. They are welcome to join the call with you, or they can contact us separately at this email.

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

If you have limited time, you may choose to send a mass email to all relevant applicants. Ensure that you bcc them so that their emails are not visible to others.

Next steps

Update status to  2 Scheduling: Awaiting response



Expand
titleFor traineeships and internships for which limited slots are available


Subject

Invitation to interview: [TITLE OF POSITION] ([NAME OF PROGRAMME]) - [NAME OF APPLICANT]

Body

Dear [NAME OF APPLICANT],

Thank you for your interest in a [TITLE OF POSITION] position with WISE under the [NAME OF PROGRAMME]. We would like to invite you to an online call to better understand your interests and motivations, as well as share with you more about the organisation and role.

Please book a timeslot with us at https://go.oncehub.com/WISERecruitment, and we look forward to speaking with you very soon. If the timeslots provided are not convenient, please suggest some dates/times and we will do our best to find a suitable one.

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

If you have limited time, you may choose to send a mass email to all relevant applicants. Ensure that you bcc them so that their emails are not visible to others.

Next steps

Update status to  2 Scheduling: Awaiting response


.

Expand
titleFor applicants based in Indonesia


Subject

Joining the WISE family ([NAME OF APPLICANT])

Body

Dear [NAME OF APPLICANT],

Thank you for your interest in joining the WISE family! We would like to have a chat with you to get to know you better, share with you more about WISE, and discuss how we can best work together.

Please book a timeslot with us at herego.oncehub.com/WISERecruitmentID, and we look forward to speaking to you very soon. If the timeslots provided are not convenient, please suggest some dates/times and we will do our best to find a suitable one.  

Best regards,
[YOUR NAME]
[EMAIL SIGNATURE]

Notes

If you have limited time, you may choose to send a mass email to all relevant applicants. Ensure that you bcc them so that their emails are not visible to others.

Next steps

Update status to  2 Scheduling: Awaiting response




Expand
titleReminders


Expand
titleFirst reminder: Approximately one week after original email


Body

Dear [NAME OF APPLICANT],

Just checking in case you did not receive our previous email. If you are still interested in working with WISE, please book a timeslot with us at https://go.oncehub.com/WISERecruitment, and we look forward to speaking with you very soon. If the timeslots provided are not convenient, please suggest some dates/times and we will do our best to find a suitable one.

Best regards,
[YOUR NAME]

Notes

If you have limited time, you may choose to send a mass email to all relevant applicants. Ensure that you bcc them so that their emails are not visible to others.

Next steps

Update status to  2 Reminder sent: Awaiting response



Expand
titleSecond reminder: Approximately two weeks after first reminder


Body

Dear [NAME OF APPLICANT],

How are you? We would like to check if you are still keen on working with WISE? Looking forward to hearing from you.

Best regards,
[YOUR NAME]

Next steps

Update status to  2 No response: Closed


.


Expand
titleConfirm call: After the applicant replies with a suitable time slot, confirm the call


Body

Dear [NAME OF APPLICANT],

That’s great! Let’s schedule an online call for [DATE, TIME, TIMEZONE]. We will send a Google Calendar invite with Google Meet link details. Please let us know if you do not receive it. Look forward to meeting you!

Best regards,
[YOUR NAME]

Next steps

  • Update status to  3 Scheduled: Awaiting interview
  • Create a Google Calendar invite with the applicant and WISE team members who are participating in the call (see instructions in next section)



Expand
titleAcknowledge withdrawal


Body

Dear [NAME OF APPLICANT],

Thank you for taking the time to let us know. [ADD BEST WISHES ETC. DEPENDING ON THE EXPLANATION PROVIDING BY THE APPLICANT e.g. All the best with your internship. IF APPLICABLE, EXTEND INVITATION TO VOLUNTEER IN FUTURE e.g. If your time frees up, feel free to reach out to us to explore potential opportunities.]

Best regards,
[YOUR NAME]

Next steps

  • Update status to  3 Scheduled: Awaiting interview
  • Create a Google Calendar invite with the applicant and WISE team members who are participating in the call (see instructions in next section)



 Before sending your email

Multiexcerpt include
MultiExcerptNameBefore sending your email
PageWithExcerpt1. Review



Page properties


Applicable toHR team 
Status

Handy Status
StatusComplete
id185


.{Mu

Multiexcerpt include
MultiExcerptNameApps
PageWithExcerpt0. Submissions