Appointments

The Appointments tab can be found in the home navigation bar, and displays a tabular overview of all appointments.

You can also view Appointments for a job or for an application.

You have the option in Umantis to create multiple fixed appointments or a dynamically generated series of appointments. For more information, see Create an appointment for a job.

Detailed view of an appointment

Click on an appointment to navigate to the detailed view of the appointment. Alongside the information about the job (job number, job title and job status), this view contains all the important information about the appointment, such as:

• Appointment details

The details entered for this appointment are displayed in the “Appointment details” section. You can edit them here.

• Related people

If you have invited related people using the “Invite supervisors” action, then they are displayed here. In this

• Invited applicants (no reply)

Overview of invited applicants who have not yet replied to this appointment.

• Invited applicants (accepted)

Overview of invited applicants who have accepted this appointment.

• Invited applicants (declined)

Overview of invited applicants who have declined this appointment.

Note:

These three tables (Invited applications + Acceptance status) contain more detailed information about the applicant. You can also communicate directly about this appointment – confirm, cancel or remove appointments. Variables like [Course.Description], [Course.StartDate], [Course.EndDate] or [Course.Address] can be used here.

Actions in the detailed view of an appointment

• Invite applicants

Invite applicants (to this job) to the appointment. Note that you cannot send invitations for appointments that took place in the past.

• Invite supervisors

Invite supervisors to the appointment. To send the invitation for the appointment, enter the email address and other information and then click on “Send invitation”.

• Update appointment

Use this link to update the appointment. This action is displayed if “related people” have already been invited using the “Invite supervisors” action.

When updating an appointment, you can also use the appointment planning wizard (if it has been set up).

• Cancel appointment

This action permanently deletes the appointment and removes it from the profiles of all invited applicants. All invitees and applicants who have accepted the appointment are notified, provided that the appointment takes place in the future.

Job-related links

• Applicant overview

You can use this link to get to the Applicant overview for the job that is linked to this appointment.

Additional links (hidden by default):

• Description
• Selection criteria
• Assessment
• All appointments for this job

Appointments for a job

You will find the “Appointments” tab in the view for a job. Here you can create appointments (as explained in the following section). Once you have created at least one appointment, you can use the multiple action Release appointments for selected applicant(s) in the Applicant overview.
Appointments that took place in the past are indicated with the icon.

Create appointment for a job

In the detailed view of a job, click on the Add new appointment action in the “Appointments” tab and enter the following details: (Click on “Expand”)

• Type

Indicate the type of appointment, e.g. “Interview” or “Appointment interview”

• Title

Provide a meaningful title for the appointment.

---

Responsibilities

• Related people

Here you will find the people responsible for or in charge of the job. The responsibilities for this job can be changed in the job description.

• Invite

Here, you can modify the (pre-filled) email addresses for the responsible “related people”, or add new ones.

• Optionally invite

Alternates are listed in this field, and new ones can also be added here.

Start and end

There are two ways to create multiple appointments: either with fixed appointments or dynamically generated appointments. Both variations can be used at the same time:

Fixed appointments

Create specific fixed appointments for a job. You can specify the exact date and time for the start and end of each appointment:

• Appointment 1 start: (Date / Time)
• Appointment 2 end: (Date / Time)
• Appointment 3 start...

You can create up to 5 fixed appointments.

Check availabilities

Click the “Check availabilities” button to launch the Appointment planning wizard.

If the button is not displayed, or if the message “Service unavailable” appears, please check whether the interface settings have been correctly configured.

Dynamically created appointments

Dynamically created appointments allow for greater flexibility. In this case, you create a rule that simultaneously generates multiple appointments at regular intervals, beginning at the indicated start time. You must enter the following information for dynamically generated appointments:

• Start time

If you do not enter a value here, no dynamically generated appointments can be created.

• Number of appointments

If you do not enter a value, only 1 appointment will be created. The maximum number of appointments that can be created at once is 50.

• Duration in minutes

If you do not enter a value here, no dynamically generated appointments can be created. Please enter integer values only, e.g. 120 for two hours.

• Break length in minutes

When appointments are longer and there are several of them, it is recommended that you include a break between them. If you do not indicate a break length, then the appointments will be directly adjacent to one another. For example, if appointment 1 ends at noon, then appointment 2 will also begin at noon.

• Latest time: (time)

If an appointment would go past this time, then the creation of additional appointments will continue on the next day, starting at the same start time. If an appointment is too long to fit between the indicated start time and latest time, then it cannot be created.

• Skip weekday

Enter the weekday(s) that should be skipped: If the beginning of a subsequent appointment (when the number of appointments is greater than 1) would fall on one of the days specified here, then the creation of appointments will continue on the next available weekday. Holidays are not automatically detected.

• Time zone

Indicate the time zone. (If no time zone is explicitly indicated here, the system will automatically detect the browser’s time zone and assign it to the user.)

More information

• Confirmation allowed up to (days)

Enter the maximum number of days before the appointment that confirmation should still be allowed.

• Maximum number of participants

Enter the maximum number of participants allowed.

• Maximum number of appointments of this type available for selection by each applicant:

The applicant may only confirm a certain number of available appointments for each appointment type. The restriction specified here is valid for all (current) appointments for a given job that take place in the future. Changing this number from a previous value here will cause all appointments of this type to be modified here.
Suggestion: We recommend that the number you specify be as close as possible to the number of appointments that the applicant is actually expected to attend.

---

• Notes

You can enter notes that will in appear in the applicant’s view.

• Documents

If desired, you can attach documents that will in appear in the applicant’s view.

Once you have filled in all the information, click on “Save” and then on “Done”.

The next time an appointment is created for this job, certain information will be automatically filled in.

Invite applicants to appointments for this job

Invite applicants to an appointment by opening the applicant overview for a job and releasing appointments for the selected applicant(s).

Delete appointment for a job

If you have created at least one appointment for a job, you will see a tabular overview with all the details of the appointments you have entered. Delete appointments by clicking on the delete symbol in the table.

Appointments for an application

In the detailed view of an application, the “Appointments” tab includes both a tabular overview of all appointments for this applicant (if assigned), and all appointments for the associated job (if entered):

• All appointments for this applicant

If you have invited the applicant to appointments or assigned appointments to him or her, you will see a tabular overview in the “All appointments for this applicant” section with all the relevant details for each of the assigned appointments. From here, you can confirm or cancel appointments assigned to the applicant, or remove the appointments. Appointments that took place in the past are indicated with the icon.

• Appointments for the linked job

If appointments have already been created for the job that is linked to this application (in accordance with the section Create appointment for a job), a tabular overview will appear in the “Appointments for the linked job” section with details on each of the appointments that have been created. From here, you can assign appointments to the applicant (as described in the following section). Appointments that took place in the past are indicated with the icon.

Linking the application with a new job when there are existing appointments

When assigning the applicant to the new job (action: Link applicant to another job), you can decide whether the application is to be moved to another job with all its evaluations, or added as an additional non-evaluated application.
If you have already assigned appointments to applicants, they may be lost if the existing application is assigned to a new job. We recommend that you create a new/additional application so that you do not lose the existing application and the appointments already assigned.

Assign applicants to an appointment

In the “Appointments” tab (in the detailed view of an application), you can use the tabular overview of all Appointments for the associated job to assign applicants to individual appointments. After clicking on this link, you will see a brief appointment overview for this application, with information about:

Assigned appointments
If appointments have already been assigned to this application, they are listed here according to their status (“Accepted”, “Declined” and “No reply”), with detailed information about the appointment:

• Accepted / Declined / No reply

New appointment
The details of the new appointment that you are currently assigning to the application are displayed here. Before clicking on “Assign”, you can first set the application status and decide whether you want to send an email (from a template) to the applicant:

• Type / Appointment
• Application status
• Send email

Caution: Variables like [Course.Description], [Course.StartDate], [Course.EndDate] or [Course.Address] CANNOT be used here, since there is a 1:n relation between the (one) applicant to whom you are sending an email, and the applicant’s (multiple) appointments. These variables require a 1:1 relation, and can therefore only be used in the detailed view of an appointment. Alternatively, you can use a variable loop here over all appointments (without a reply) for this applicant.