Job Interviews
An Interview is the document you use, as part of your recruitment process, to record a conversation held with a Candidate for a specific Job Opening: who conducted it, when, and what questions and answers were noted. It stays linked to both the Candidate and the Job Opening, so your whole team can review each applicant's interview history before making a hiring decision.
What is it and what is it for?
When you interview a candidate for a job opening, the notes from that conversation can easily end up scattered across emails, loose sheets or the interviewer's memory. Interviews lets you record each session as its own document: the date it took place, the candidate interviewed, the job opening they are applying for, who interviewed them, and the notes or observations taken during the conversation (questions asked, the candidate's answers, the interviewer's impressions).
Every Interview stays linked to both the Candidate and the Job Opening, so from either one's record you can see how many interviews have been held and what was noted in each. If your company has AI-assisted question generation enabled, you can also ask the AI for a list of suggested questions for the position before interviewing the candidate.
Screens in this area
| Screen | What it does |
|---|---|
| Job Interview List | Shows every recorded interview, with its date, job opening, candidate and interviewer. You can filter by date range, job opening, candidate or interviewer, and search by job opening, candidate or interviewer name. The job opening and candidate filters narrow each other down: once you pick a job opening, the candidate lookup only offers the candidates who applied to it, and once you pick a candidate, the job opening lookup only offers the job openings that candidate applied to. From here you can also generate the interviews report and delete several interviews at once. |
| Create / Edit Interview | The form used to record a new interview or update an existing one: date, candidate, job opening, interviewer and notes. If your company has AI question generation enabled, this is where the button to request suggested questions for the job opening appears. |
| Interview Details | A read-only view of the saved interview's data, plus its audit history (who created, updated or deleted it, and when) and, if your company has internal chat enabled, a collaborative conversation attached to that interview. |
How to use it
- Go to Interviews and click New, or create the interview directly from the Candidate's or Job Opening's record: in that case, the matching candidate or job opening is already pre-selected.
- AdmCloud proposes today's date and pre-selects you as the Interviewer. Fill in (or change) the Candidate, the Job Opening and the Interviewer as needed. The Job Opening and Candidate lookups narrow each other down: if you already picked a Job Opening, the Candidate lookup only offers the candidates who applied to it; and if you already picked a Candidate, the Job Opening lookup only offers the job openings that candidate applied to.
- If you need question ideas and your company has this feature enabled, click "Suggested Questions with AI": a dialog opens where the AI generates questions for the selected job opening. Before requesting them you can type anything you want the AI to take into account in Additional context (for example: skills to evaluate, experience level required or specific topics). Then click Accept to copy the questions into the notes field, or Cancel to discard them.
- Write the questions asked, the candidate's answers, and any observation relevant to the hiring decision in Interview Notes.
- Click Save. AdmCloud validates the required fields and takes you to the saved interview's Details screen. If you prefer to keep working on the same interview, click Save and continue editing instead: the interview is saved and the screen stays open in edit mode, so later saves update the same record.
- From Details you can Edit the interview, Create a new one, or Delete it (with confirmation), depending on your permissions.
Main capabilities
- A filterable list by date range, job opening, candidate or interviewer, with search by job opening, candidate or interviewer name and customizable visible columns.
- A printable/exportable interviews report using the same filters as the list.
- AI-generated (ChatGPT) suggested questions based on the job opening's name and on the additional context you type, in your session's language.
- Job Opening and Candidate lookups linked to each other, both on the form and on the list filters, so only the combinations that are actually linked are offered.
- An audit history for each interview (who created, updated or deleted it, and when), with detail on which fields changed if your company has that feature enabled.
- A chat conversation attached to each interview, with followers and attachments, if your company has internal Chat enabled.
Key fields
| Field | What it's for |
|---|---|
| Date | The date the interview took place. Defaults to today when the document is created. |
| Job Opening | The Job Opening (position) the candidate is being interviewed for. Required. |
| Candidate | The interviewed candidate. Required; may come pre-selected if you opened the interview from their record. |
| Interviewer | The user who conducted the interview. Pre-selected with your own user when the document is created, but you can change it. Required and cannot be an inactive user. |
| Interview Notes | Free text with the interview's questions, answers and observations. Required. |
Validations when saving and deleting
- The Candidate is required.
- The Job Opening is required.
- The Interviewer is required and cannot be an inactive/voided user in the system.
- Interview Notes are required.
- If your company has custom Scripts configured for this screen, they can add extra validations before saving.
- An interview cannot be deleted if other records are linked to it; in that case AdmCloud shows a message stating that it's linked to other data.
Availability and permissions
- This feature requires the Enterprise edition with the Human Resources module active for your company. It is not available on the Billing, Start, Basic, Standard, Premium plans or any of the Premium Plus variants.
- Viewing, creating, editing or deleting Interviews requires the "Interviews" permission on the user group, within the Human Resources module.
- The "Suggested Questions with AI" button only appears if your company has the corresponding ChatGPT question-generation feature enabled.
- The Chat tab on the Details screen only appears if your company has internal Chat enabled.
- The detail of which fields changed in the audit history only appears if your company has that feature enabled.
Tips and common mistakes
Create the interview from the Candidate's or Job Opening's record whenever you can. That way the candidate or job opening comes pre-selected and you avoid looking them up by hand on the form.
Check the Interviewer field before saving. AdmCloud pre-selects your own user, but if you're recording an interview that someone else conducted, change it before saving so the history is attributed correctly.
AI-suggested questions are only a starting point. Accepting the suggestion copies the text into the notes field; you can freely edit it before or after the interview to reflect what was actually asked and answered.
Can't delete an interview? If you see a message about linked records, it means other data in the system depends on that interview; review the error's detail before trying to delete it again.