In-Person Interview

Scheduling an In-Person Interview

Prior to the Candidate moving the application to the In-Person stage, the Recruiter needs to schedule the In-Person Interview. Below are the steps to schedule a candidate's in-person interview

Note: The recruiter should not begin the In-Person Scheduling process until the Background Investigation and References checks have been successfully completed.

1. Navigate to the candidate's Application record within Stella
2. On the left-hand navigation, locate the 'Bookings Scheduling' section and click on the 'In-Person Interview Scheduling. ' This will open a new tab with the 'In-Person Interview form'
   
3. Select the Market and service for the Pro
   
4. Next select a date in the future to schedule the In-Person interview. This will pop-up on the right-hand side a staffer to select from and also an available time slot. Select both. Note: selecting a staffer is NOT optional.
   
5. In the next section, populate the following fields:
   1. Name: Type the name of the Candidate here
   2. Email: Type in the Recruiters email here
   3. Phone Number: Type in the Candidate's Phone Number
   4. Address: Do not populate
   5. Notes: Add additional notes for the QM as needed here. For example, if the Painter that does not have a sprayer indicate that a sprayer is needed for the test.
6. In the final section, select the Primary Skillset for the Pro and then click on the 'Book' button. Be sure to note the date and time selected.

Next the Recruiter will navigate back to the Application record within Stella. The recruiter will finish the 'Background and Reference' stage by performing the following steps:

1. Click on the 'Interviews and Assessments' tab on the Application
2. Navigate to the 'In-Person Interview' section and fill out the following:
   1. In-Person Interview Date: This should replicate the date and time from the Bookings page
   2. In-Person Interview Quality Manager: This should replicate the Quality Manager selected on the Bookings page.
3. Click 'Save' once completed. Wait up to 30 seconds and click the refresh button on the Command bar. You should now see that the application has automatically moved to the 'In-Person Interview' stage on the business process flow.

Note: If the record does not automatically move to the In-Person interview stage it is likely that the Background has not been completed or the Reference check has not been marked as passed. Please verify this information prior to submitting a ticket with the Technology team.

Rescheduling an In-Person Interview

There are two scenarios in which an In-Person Interview reschedule can occur at the 'In-Person Interview Stage'. These are:

1. Before the Quality Manager has performed the In-Person Interview
2. When the Quality Manager is directly interacting with the candidate onsite or over the phone and needs to perform the reschedule.

Below are the steps for rescheduling in each of these scenarios:

Rescheduling when the Quality Manager has not Performed the In-Person or is not within an hour of the In-Person

If there is some time before the scheduled In-Person is supposed to start (night before, early the morning of the interview, etc…) then the recruiter can lead the process to perform the reschedule. Below are the steps which should be taken:

1. Navigate to the 'In-Person Interview' record for the Candidate and navigate to the 'General Info' section
2. Select the 'Reschedule Required?' to 'Yes'. No need to add notes here since this is being sent back to the Recruiter. Click' Save'
   
3. After refreshing (this can take up to a minute), the system will move the record back to 'Background Investigation' stage.
4. The recruiter will then want to open the Bookings email for the In-Person Interview and mark it as 'Canceled'
5. The recruiter will then coordinate with the candidate to reschedule a new time. The recruiter will navigate back to bookings and schedule the new time.
6. The recruiter will navigate back to the application record and re-populate the date and time along with the QM (if different). Click 'Save'. Refreshing will show that the application has now moved back to the 'In-Person' interview stage.
7. If the reschedule is happening the same day as the In-Person Interview as scheduled, the recruiter should also inform the Quality Manager directly about the reschedule

PAM interacting directly with the Pro and performing the reschedule

If the PAM reaches out to the candidate or the candidate arrives and is unable to perform the In-Person interview for any reason then the PAM will perform the reschedule steps to let the Recruiter know that the recruiter will need to setup a new In-Person Interview. Below are the steps for this scenario.

1. The PAM will navigate to the 'In-Person Interview' record for the Candidate and navigate to the 'General Info' section
2. Select the 'Reschedule Required?' to 'Yes'. It is important to add reschedule notes here to provide the Recruiter context for rescheduling. Click' Save'
   
3. After refreshing (this can take up to a minute), the system will move the record back to 'Background Investigation' stage.
4. A reschedule email should get sent to the Recruiter informing them that the record has been rescheduled.
5. The recruiter will then coordinate with the candidate to reschedule a new time. The recruiter will navigate to bookings and schedule the new time.
6. The recruiter will navigate back to the application record and re-populate the date and time along with the QM (if different). Click 'Save'. Refreshing will show that the application has now moved back to the 'In-Person' interview stage.

In-Person Interviews: Business Process

The In-Person Interview is designed to be a way for the PAM to be able to make the first technical impression of the potential professional. Recruiters perform a Phone Screen of the applicant and make a determination whether or not to move them to the In-Person interview. If the Phone Screen passes, then the recruiter will schedule the In-Person Interview.

The recruiter will perform this effort by calling the candidate and using Microsoft Bookings to determine the PAM’s availability. In-Person interviews are scheduled for 1hr (although the actual interview can take from 30 minutes to an hour). In-Person interviews can be scheduled between the following times: 10:00am - 4:00pm. Scheduling out of bookings will update the PAM’s calendar as free/busy. Once the recruiter schedules the In-Person interview, the Quality Manager will receive the following emails: Appointment reminder from Microsoft Bookings and an email from Stella indicating the time and place of the interview. In addition, this email will also have notes from the Phone Screen.

Below is an example of the email which will be sent to the PAM once an In-Person Interview is scheduled.

The recruiter will also send a reminder text and email to the candidate of the date and time of the Interview.

Pro Tip: PAMs should always keep their calendars up-to-date to ensure that the recruiters can see their true availability. Microsoft Bookings will automatically update

In-Person Interview Steps

In order to obtain the accurate information about the potential pros skill level, Rent Ready uses actual apartment complexes for the In-Person interview. This allows us to have both a centralized location where equipment and internet access are available, while also demonstrating techniques which would actually be utilized in an apartment turn.

We have an apartment location in each Market. Currently, our apartment locations are:

Charlotte: The Madison Apartments - 7808 Calibre Crossing Drive. Apt. 104, Charlotte, NC 28227

Raleigh: Legacy North Pointe Apartments - 6602 Narrow Valley Way Unit #901, Raleigh, NC, 27615

Atlanta: The Marq at Brookhaven - 50 Lincoln Ct Ave NE, Apt 607 Brookhaven, GA 30329

The recruiter will request that the candidate bring all the tools they would utilize for the job in the interview. Depending on the skillset, you will ask the Pro to perform the following:

Painting: Prep and paint a wall, ask to do a section of trim and a door

Repairs: Fixing or demonstrating the fixing process for a small sheetrock & popcorn repair

Cleaning: Have the candidate walk through their process for cleaning a unit and show the equipment utilized

Resurfacing: Have the candidate walk through their resurfacing process and have the candidate show the tools and equipment utilized for the process

Punch: The candidate should replace a fluidmaster, have the candidate show the equipment

Carpet: The candidate will walk through the carpet process and show the supplies used for carpet cleaning

Approving and Completing an In-Person Interview: 

Once the In-Person Interview has been completed and if the Quality Manager decides to approve the candidate for the next stage, the Quality Manager will click on the 'In-Person Interview' bullseye in the Business Process Flow and fill out the following information:

• Interview Passed? = Yes
• Overall Score = Type in a 1-5 score with 5 being the highest
• Overall Notes: Add a summary of the in-person interview as a reference for the recruiter.
  

Once these fields are filled out, the Quality Manager will click on the 'Next Stage' button to move to the next stage.

Rejecting an In-Person Interview:

Once the in-person interview has been completed, if the Quality Manager decides that the Candidate should not move forward, the following steps should be taken:

1. For the safety of the Quality Manager, do not inform the Candidate while onsite that (s)he is being rejected. Inform the Candidate that (s)he will be reached out to by the recruiter on next steps within a few days.
2. Navigate into Dynamics and open the In-Person interview record. Navigate to the section labeled 'Soft Skills, Material and Non-Technical Evaluation.'
3. Fill out the following fields:
   1. Passed Interview?: No
   2. Rejection Reason: Select a Rejection Reason
   3. Overall Notes: Although not required, it is encouraged to add additional notes for the reason the candidate is being rejected for future reference.
4. Click 'Save' to finish.
5. Notify the recruiter that the candidate did not pass. The recruiter will reach out to the candidate and inform them of the decision not to move forward.