When someone declines an interview, there's not always time to jump in and reschedule. By enabling automatic replacement, Greenhouse Recruiting will swap in another interviewer from the same group, so your interviews stay on track without extra effort.
Turning on the ability to automatically replace declined interviewers
Navigate to one of your open jobs and open the Interview Plan. Select the Settings tab.
By default, this feature is turned off. To enable it, click the Automatically replace declined interviewers toggle. Once turned on, it will apply to all interviews for that job.
How replacements are selected
When an interviewer declines, Greenhouse Recruiting automatically searches for a suitable replacement from the same interviewer group.
If the interview is scheduled to occur within 24 hours of the decline, Greenhouse will notify the coordinator, but a replacement won’t be assigned automatically. The coordinator will need to manually select a new interviewer to avoid last-minute changes and protect the candidate experience.
If no other interviewer in the group is available at that time, Greenhouse won’t automatically reschedule. The coordinator will receive an email notification and need to assign a replacement manually.
To manually assign a new interviewer, open the candidate’s profile and edit the interview from there.
Notifications
The organizer of the calendar event, or the user who originally scheduled the interviews, will receive an email whenever:
- An interviewer declines
- An interviewer declines and we were able to find a replacement
- We were unable to find a replacement
Each email contains helpful details such as the name of the original interviewer, the name of the replacement, and the interview details.
Candidates are not notified when replacements occur.
All activity related to replacements is recorded in the activity feed on the candidate profile.