Bulk Actions: Scheduling, Inviting, or Updating Candidate Status

This article explains how recruiters can use bulk actions to efficiently schedule interviews, invite candidates, and update application status within Talview’s Workflow Tools platform. Bulk actions enable you to manage high-volume recruitment by processing multiple candidates simultaneously saving time, ensuring consistency, and streamlining your hiring workflow.

Video Guide

Navigate to the Workflow

• Login as a Recruiter.
• Select the workflow that contains the candidates you want to manage.
• Switch to the Resume Screening tab to access bulk action options.

1. Bulk Scheduling Interviews for Existing Candidates

Use this option when you have candidates already in your workflow who need interviews scheduled.

• Select the candidates you want to schedule by clicking the checkboxes next to their names.
• Click the Schedule button to begin setting up interviews for the selected candidates.
• In the schedule side panel, configure the following settings:
  • Workflow: Choose the appropriate workflow from the dropdown to confirm the hiring pipeline.
  • Interview step: Select the interview stage where candidates will be scheduled.
  • Duration: Set the length of the interview (e.g., 30 minutes, 60 minutes).
  • Provider: Choose the interview platform from the dropdown:
    • Select In-person for on-site interviews
    • Select an online platform (e.g., Zoom, Microsoft Teams) for virtual interviews
  • Interviewer: Assign an interviewer from your team to conduct the interviews.
  • Date and Time: Set a specific date and time for each candidate’s interview to coordinate availability.
• Click Schedule to finalize and confirm the interview appointments.
• The system will send automated interview invitations to the selected candidates.

2. Bulk Scheduling: New candidates

Use this option when importing new candidates with pre-determined interview schedules via CSV upload.

• Click the Schedule button to begin setting up interviews for new candidates.
• In the schedule side panel:
  • Click Download the template to get the CSV file format.
  • Open the downloaded template and fill in the required columns:
    • Candidate Name (required)
    • Email Address (required)
    • Phone Number (required)
    • Interview Date (format: DD/MM/YYYY)
    • Interview Time (format: HH:MM)
    • Any additional custom fields specific to your workflow
  • Save the completed file in CSV format (not .xlsx).
  • Click Upload and select your completed CSV file.
  • Wait for the confirmation notification: “File uploaded successfully”.
  • Verify the uploaded candidate data appears correctly in the panel.
  • Configure the interview settings:
    • Workflow: Choose the appropriate workflow from the dropdown.
    • Interview step: Select the interview stage.
    • Duration: Set the interview length.
    • Provider: Choose the interview platform (In-person or online).
    • Interviewer: Assign an interviewer (you can assign different interviewers per candidate if needed).
• Review all entries for accuracy.
• Click Schedule to create interviews for all uploaded candidates.

Important: If any errors occur during upload, the system will display an error report. Download it, correct the issues in your CSV file, and re-upload.

3. Bulk Inviting New Candidates to Assessments

Use this option when adding multiple new candidates to an assessment or interview step without scheduling specific times.

• Click the Invite button to begin inviting new candidates.
• In the invite side panel:
  • Click Download the template to get the CSV file format.
  • Open the template and fill in the required columns:
    • Candidate Name (required)
    • Email Address (required)
    • Phone Number (recommended)
    • Any workflow-specific custom fields
  • Save the completed file in CSV format.
  • Click Upload and select your completed CSV file.
  • Wait for the confirmation notification: “File uploaded successfully”.
  • Verify the candidate list appears correctly.
  • Configure the invitation settings:
    • Workflow: Select the appropriate workflow from the dropdown.
    • Interview step: Choose the assessment or interview step candidates will be invited to.
    • Time zone: Adjust the time zone to ensure candidates receive invites in their local time.
• Review the candidate list for accuracy.
• Click Invite to send invitations to all uploaded candidates.
• Candidates will receive email invitations with instructions to complete their assessment or schedule their interview.
• Click on a candidate’s name to view their application details.

4. Bulk Updating Candidate Status

Use this option to move multiple candidates through your hiring pipeline stages simultaneously.

• Select the candidates whose status you want to update by clicking the checkboxes next to their names.
• Select Change Status dropdown menu.
• Choose the new status from the dropdown:
  • Selected: Candidate is moving forward in the hiring process
  • Hold: Candidate application is paused temporarily
  • Suspended: Candidate application is on extended hold
  • Turned Down: Candidate is rejected from the current position

Note: To update a single candidate’s status, click on the candidate’s name to open their profile side panel, then use the Change Status dropdown.

Best Practices:

• Always double-check CSV formatting before uploading to avoid errors.
• Maintain accurate, up-to-date contact details for all candidates to prevent invitation failures.
• Use predefined templates for recurring recruitment drives to minimize setup.
• Regularly monitor bulk action outcomes for quality assurance and process optimization.