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Interviews and offers

The last two stages of the pipeline live at /interview-schedules and /job-offers. Between them they take a shortlisted candidate through their rounds and, on acceptance, hand the hire over to the HR module — the one place in recruitment where the system creates records for you.

Scheduling and cancelling interviews needs hr.recruitment.interview.manage. Everything to do with offers needs hr.recruitment.offer.manage. Both pages are readable with hr.recruitment.view.

Schedule an interview​

One record represents one round with one interviewer. Book several for a multi-round process.

  1. Open Interview Schedules from the Recruitment group.

  2. Click Schedule Interview.

  3. Fill in the drawer:

    FieldNotes
    Applicant IDRequired, entered as a number. Take it from the ID column on the applicants grid.
    InterviewerRequired. A dropdown of employees.
    Interview RoundA dropdown: Round 1, Round 2, Round 3, HR Interview, Technical, Final.
    Scheduled AtRequired. Date and time.
    LocationFree text — a room, an address or a video link.
    NotesRich text: agenda, prep material, reminders.

  4. Save.

The record is created as Scheduled. Because the applicant is identified by ID rather than by name, it is worth confirming you have the right one: the grid's Applicant column shows the name the schedule resolved to once the row appears.

Scheduling an interview does not change the applicant's status. Move them to Interview yourself on the applicants page if you want the pipeline counts to reflect it.

Track and close out rounds​

The tab strip is All, Scheduled, Completed, Cancelled and No-Show, each with a count. Columns are ID, Applicant, Opening, Interviewer, Round, Scheduled, Location and Status; sorting works on ID, Scheduled and Round.

Use Status from the row menu to mark a round Completed, Cancelled or No-Show after the fact. To call off several at once, select them and use Cancel Selected in the bulk action bar; Delete Selected removes them.

Each applicant's rounds are also listed in their candidate drawer under Interview History, which is usually the faster way to see where someone is up to.

Interview feedback​

Feedback in the row menu opens a drawer listing the feedback already recorded for that round — interviewer name, rating out of 5, recommendation, and the skills and notes text — with Edit and delete controls on each entry. Reading this list needs only hr.recruitment.view; writing to it needs hr.recruitment.interview.manage, so the menu item appears for viewers but the write will be refused.

The Add Feedback form at the bottom collects a Rating from 1 to 5 (in half steps), a Recommendation of Proceed, Reject or Hold, Skills Demonstrated, and Notes. It has no field for which interviewer is submitting, and the request it sends does not identify one, so creating new feedback from this drawer does not currently work. Editing and deleting feedback that already exists does.

Issue an offer​

  1. Open Job Offers from the Recruitment group.

  2. Click Send Offer.

  3. Fill in the drawer:

    FieldNotes
    Applicant IDRequired, entered as a number.
    PositionRequired. A dropdown of positions — this is the position the employee record will be created against, and it can differ from the opening's title.
    Issued ByRequired. The employee signing off on the offer.
    Offered Salary (₱)The monthly salary.
    Offer DateDefaults to today.
    Start DateThe proposed first day.
    Expiry DateThe deadline for the candidate to respond.
    NotesRich text: terms, conditions, special arrangements.

  4. Click Send Offer.

The offer is created as Pending, and the applicant's status moves to Offered automatically.

"Send Offer" is the button label, not a description of what happens — nothing is emailed to the candidate. The record is the company's copy of the offer; communicating it is a manual step.

The offers grid has tabs for All, Pending, Accepted, Declined and Withdrawn. Columns are ID, Applicant, Position, Offered Salary, Offer Date, Start Date, Expiry, Employment Type, Work Arrangement and Status. The only bulk action is Delete Selected.

Complete the hiring details​

Hiring Details in the row menu opens the drawer that turns an offer into something the HR module can act on. It has three sections.

Employment Terms — Employment Type (REGULAR, PROBATIONARY, PROJECT, CASUAL), Work Arrangement (ONSITE, HYBRID, REMOTE) and Probation End Date.

Compensation Breakdown — Rice Subsidy, Phone Allowance, Clothing Allowance, Gross Semi-Monthly Rate and Hourly Rate, all in pesos. These are copied onto the employee record as-is, so they need to be the real figures rather than placeholders.

Government Compliance Checklist — SSS Number, PhilHealth Number, Pag-IBIG Number and TIN, each with a "Verified" checkbox.

Save with Save Hiring Details. You can reopen and revise the drawer any number of times before the offer is accepted.

The four ID numbers are required before an offer can be accepted. The four Verified checkboxes are not checked by the system — they are a record of your own due diligence, and an offer with all four numbers filled in but none ticked will still be accepted.

Accept an offer, and what that creates​

Changing an offer's status to Accepted is the handoff into the HR module.

  1. Open the row menu on the offer and choose Status.
  2. Select Accepted. The dialog warns that accepting will create the employee record and a user account, and that incomplete hiring details will make it fail.
  3. Click Update Status.

Before doing anything, the system checks that everything the employee record needs is present. If anything is missing it refuses and names every missing item in one message, so you can fix them in a single pass. The list it checks is:

From the applicant recordFrom the offer
Phone numberStart date
BirthdayOffered salary
AddressEmployment type
EmailWork arrangement
Rice subsidy, phone allowance, clothing allowance
Gross semi-monthly rate, hourly rate
SSS number, PhilHealth number, Pag-IBIG number, TIN

The applicant fields are edited from the applicants page; the rest live in the Hiring Details drawer.

When the check passes, the system does five things in one transaction:

  1. Creates the employee record, copying the name, birthday, address and phone from the applicant, and the position, salary, allowances, rates and statutory ID numbers from the offer. The start date becomes the date hired.
  2. Sets the employment status to PROBATIONARY when the offer's employment type is PROBATIONARY, and REGULAR otherwise. The employee record only models probationary and regular, so PROJECT and CASUAL offers are onboarded as REGULAR — the original classification stays on the offer for the record.
  3. Creates a user account for the new employee with the Employee role, an auto-generated username and a randomly generated temporary password.
  4. Sends an onboarding notification to the new employee's account.
  5. Marks the applicant Hired and stamps the offer with its acceptance time, which is what the Time to Hire metric on recruitment analytics measures against.

The dialog then shows the new employee number, the username and the temporary password. The password is displayed once and is not recoverable afterwards, and the system does not email onboarding details, so pass them to the new hire before closing the dialog.

From here the hire belongs to HR: the new record appears on the employees page, where the remaining details are completed. See Manage employee records.

Declining, withdrawing, and what does not happen​

Declined and Withdrawn are set the same way, through the Status dialog. Neither has any side effects: the applicant stays at Offered, so move them to Rejected yourself if that is the outcome. Nothing reopens the job opening or reverts the requisition either — those statuses are yours to manage.