Visit our Interview Management: University Admin Collection for more detailed steps!
Every Interview Management program moves through the same six stages, in order: build the event, register employers, collect student bids, build the schedule, run interview day, and wrap up. This guide walks University Admins through each stage and links to the step-by-step article for every task.
How to use this guide
New to Interview Management? Read top to bottom once before you build your first event. Many choices in setup (schedule type, timeline dates, documents) shape what happens weeks later.
Mid-program? Jump to the stage you're in. Each stage lists what you do, what employers and students are doing at the same time, and what must be finished before you move on.
Looking for a specific task? The Article index at the end lists every Interview Management article by stage.
Before you start: decide your schedule type. Interview Management supports 100% Pre-Select (employers choose who to interview), 100% Lottery (students rank employers and are matched), or a Hybrid split of the two, with Virtual or In-Person interviews. Several later steps only apply to one type; they're labeled Pre-Select only or Lottery only below.
Stage 1: Build the event
You create the event in five setup steps. Nobody outside your office sees it until you share the registration links in Stage 2, so take time to get the timeline and documents right.
Event details — name, employer and student descriptions, event organizer, tags, and your Pre-Select / Lottery split. → Step 1: Event Details
Schedule — create time blocks: interview dates, start and end times, interview length, and breaks. Interview length sets how many interviews fit in each block. → Step 2: Creating the Schedule
Event timeline — set the dates for every later stage: employer registration deadline, optional student review period, student bidding window, max bids and max interviews per student, optional cancellation and self-schedule periods, and when final schedules become visible. → Step 3: Event Timeline
Employer settings — custom registration questions, recruitment policy, supporting documents employers can request, and options such as Document Collect Only jobs and virtual vs. in-person preference. → Step 4: Employer Settings
Emails — review the automated employer and student emails, each tied to a timeline date. → Step 5: Emails
Pay special attention to:
Supporting documents. Employers can only request documents you add in Step 4. Anything not added there shows as missing for students.
Timeline order. Each date in Step 3 triggers an email in Step 5, so the timeline is also your communication plan.
Schedule conflicts. If you don't want students entering conflicts, turn that setting off before student registration opens. It locks once registration begins.
Done when: all five steps are saved and you can see the event on your Events page. → Navigating your Event Page
Stage 2: Open Employer Registration
Employers register, post their interview jobs, and submit their schedules until the employer registration deadline. Your job is to get employers in, approve their jobs, and place each one in a time block.
Share the employer link. Open Invite Attendees → View Registration Links and send the employer link through your own email. Employers must create their own accounts; admins can't register them. → Sharing the Event
Send employers their guides. → Resources to Share with Employers
Review and approve jobs. On the Employer Schedules tab, move each job from Pending to Approved. Approved jobs become visible to students. If an employer edits an approved job, it shows Updated until you re-approve it.
Assign time blocks. On Time Block Assignments, select employers, choose Assign Schedules, and pick a time block. Then click Notify Employers.
Chase stragglers. Send registration reminders or the interviewer information request from the Employer Schedules tab.
Steps 3 to 5 detailed guide → Reviewing, Approving, Editing, and Assigning Employer Schedules
Late employer? Add them after the deadline from the Event Attendees tab. → Interview Management: Late Employer Registrations
Done when: the employer registration deadline has passed and every job you want in the program is Approved and Assigned to a time block.
Stage 3: Collect Student Bids
Students register, browse approved jobs, upload required documents, and submit their bids before the student bidding deadline. You monitor progress and step in for students who need help.
Share the student link from Invite Attendees → View Registration Links, along with the student guide. → Interview Management: Guides for Your Attendees
Review period (optional). If you turned it on in Step 3, students can view jobs before bidding opens.
Bidding opens. Students add jobs to their bid list, upload documents, and click Submit Bids. They receive a confirmation email when their bids go through.
Monitor bids. The Student Bids tab shows one row per student per job, with an Application Status of In-Progress or Submitted. Send deadline reminders from here.
Fix bids for students. Admins can add, remove, or resubmit a student's bids at any point, including after bidding closes. The one exception is while a lottery is running. → Reviewing and Editing Student Bids
Pre-Select only: after the date you set for student applications to be visible, employers review applications, invite students to interview, and rank alternates. Remind employers of their decision deadline.
Late student? → Interview Management: Late Student Registrations
Done when: bidding has closed, every student you expect shows Submitted, and (Pre-Select) employers have made their selections.
Stage 4: Build and Release the Schedule
You turn bids into interviews by running the schedulers in a fixed order, then review, adjust, and release final schedules. Skip any step that doesn't apply to your schedule type.
Run the Auto-Scheduler for invited students (Pre-Select only). Places invited students into employer schedules.
Run the Auto-Scheduler for alternates (Pre-Select only, if alternates are on). Fills remaining Pre-Select slots.
Run the lottery (Lottery only). Fills all remaining slots from student rankings. Review results on Lottery Matches and re-run up to 3 times if needed.
Confirm Lottery Results. This can't be undone. Choose Create Schedule to generate the full event schedule.
Review and edit on the Event Schedule tab. You can add or edit employer schedules before and after every scheduler run.
Student cancellation period (optional). Students can cancel interviews they no longer want.
Student self-schedule period (optional). Students sign up for open slots. → Student Self Scheduling
Release final schedules. They send automatically on the timeline date, or send them yourself from Email Event Schedule or Email Employer Schedule.
Steps 1 to 5 and 8 detailed guide→ Generating, Editing, and Sharing your Schedule
Also useful at this stage:
Message a group of students or employers outside the automated emails. → One-Off Custom Emails: Interview Management
Build resume and schedule packets for employers, especially for in-person interviews. → Create and Share Student Document Packets
Done when: final schedules are released to students and interviewers.
Stage 5: Run Interview Day
On interview day, the Live Dashboard is your command center. A green dot means a participant has entered their room.
Watch for no-shows. Reach out to anyone missing from their room.
Drop in if needed. Use Join as Guest to join the call.
Using Zoom, Teams, or another tool? Set up custom or external video links before the day. → Using Custom or External Video Chat Links
In-person? Share printed packets and schedules with interviewers.
Stage 6: Wrap Up
After the last interview, export your data and close the loop with employers and students.
Export meeting data. The day after, export the Live Dashboard spreadsheet. It lists each interviewer and student, their emails, and meeting length in minutes. Unusually short meetings can flag a no-show or tech issue.
Export program data. Event Attendees, Student Bids, and Event Schedule tables can each be exported for your records and year-over-year reporting.
Follow up. Use One-Off Custom Emails to thank employers or share next steps with students.
Article index
Stage | Article |
1. Build | |
1. Build | |
1. Build | |
1. Build | |
1. Build | |
1. Build | |
2. Employers | |
2. Employers | |
2. Employers | |
2. Employers | |
3. Bids | |
3. Bids | |
3. Bids | |
3. Bids | |
4. Schedule | |
4. Schedule | |
4. Schedule | |
4. Schedule | |
5. Interview day | |
5. Interview day |