When inviting a candidate to schedule their interview you have two options; you may schedule on their behalf or you may send a link to them to schedule their interview. Karat recommends allowing candidates to schedule themselves.
As a default setting, candidates have 14 days to schedule their interview from the time the invitation is set and a scheduling window of another 14 days. Note: this setting is adjustable via the Roles Page, and your organization may have different settings. Please check with your Customer Success Manager if you do not know what your settings are.
Once you are logged in to your Karat account, you may invite a candidate by using the navigation bar on the left-hand side of the screen as pictured below. Select “+ Invite Candidate”.
From here, the screen pictured below will appear asking for the candidate’s information. Input the candidate’s first and last name in the 'Full Name' field and their email address under 'Email'. The organization will be pre-filled for you. Select the 'Group & Role' based on which role the candidate is being interviewed for and be sure your name is filled in under 'Invite As' so that you receive notifications as the candidate goes through the interview process.
You may add one or many candidate followers via the 'Candidate Followers' dropdown. These users will get email notifications about this candidate's status and results, if they have not opted out of receiving these types of notifications. Review how to view/update email notification settings here.
Optionally, you may input their phone number and upload their resume. A phone number is used to call a candidate in the case that they a) don't show up to the interview or b) get disconnected during the interview. While uploading a resume is optional, Karat does recommend that you include it when scheduling a candidate. Lastly, you will select whether you would like the candidate to self-schedule or you would like to schedule for the candidate.
Once you click 'Send Invitation' an email will go out to the candidate that looks like the sample below. This email will give them the link to schedule their interview along with some information on what to expect from the Karat interview.
Once the candidate has scheduled their interview, they will receive an email that looks like the sample below providing them with confirmation, details on canceling or rescheduling their interview, and access to their Candidate Dashboard (prep environment) where they can review FAQs, best practices, sandbox in Karat Studio (and see the languages supported), and perform an A/V test. They will also receive reminder emails two days before the interview and one hour before the interview.
Note: Recent Interview Warning
If your organization has the Recent Interview Warning setting enabled, and the candidate has completed the same interview type within the last 6 months, the invite will be paused and a warning will appear before the invitation is sent.
The warning shows:
- The date the candidate last completed this interview type
- Candidacy counts for this role and across all roles
You can choose to proceed with the invite (confirming you want to re-invite the candidate) or cancel and return to the invite form.
Note: Vendors see the warning and counts but do not see a link to the prior interview.
→ See: Settings: Recent Interview Warning for full details on this setting.
Schedule a Candidate
To schedule a candidate, you will follow the same steps as outlined above but select 'Schedule on behalf of candidate' on the invitation screen. This will provide you with date and time options to select from. When scheduling on behalf of a candidate, they will not receive the invitation email but rather, will receive the confirmation and reminder emails.
Bulk Invite
The bulk invite feature allows client users to invite up to 200 candidates to interview for a single role at once!
Where can I find the bulk invite tool?
You can find the bulk invite link at the very bottom of the “Invite New Candidate” page in the Karat portal.
How does it work?
- Choose which role you’d like to invite candidates to - you must send bulk invites for one role at a time.
2. Upload a csv with your candidates information with the appropriate headers.
- Expected headers
- “candidate_fullname”, “candidate_email”, “recruiter_email” are required.
- “candidate_phone” is optional.
- "follower_emails" can accepts a single email or multiple emails of other teammates who belong to your group. Delimit multiple emails with semicolons and no spaces. e.g. bogdon_bogdanovic@karat.com;deandre_hunter@karat.com
- “candidate_ats_url” is optional and will only be suggested on this screen if you already have a Karat ATS integration that consumes these urls e.g. Lever.
- Template file - If you do not want to format the csv yourself, you can download a csv template that includes the expected set of headers by clicking the "download template" link.
3. Validate the file & fix errors.
- Click "Validate CSV".
- Review any reported errors by clicking "download report" and opening the CSV.
- Fix any reported errors by adding missing information and adjusting data in unexpected formats directly in the downloaded file.
- Re-upload the csv file after the reported issues have been resolved and validate again.
4. Click "Invite candidates" to send the invites to your candidates.
- This may take a couple minutes depending on how many candidates are being invited.
- You will see a confirmation screen.
- You may download another report that summarized which candidates were sent invites.
What else do I need to know?
- The bulk invite tool will automatically filter out candidates who have previously been invited to take the same Karat assessment to prevent spam.
- All candidates invited via the bulk invite feature will be asked to self-schedule their Karat interview
- What is validated?
- File is a CSV
- Required headers are present
- Phone number format
- Recruiter email matches a recruiter account in Karat
- Email format