This guide tells you how to setup and use the Shine Pre Recorded Video Interviewing feature in Jobtrain.

What's included in this guide

• Things to consider
  • Which method should I use?
• Setup
  • Creating video interview statuses
    • Create a standard video interview and video interview complete status
    • Create a standard video interview application status for Shine Video Interview
    • Adding the generic candidate application statuses to System Customisation
• Giving access to review and invite candidates to Video Interviews
• Inviting candidates to video interview
  • Using the Video Interview button
  • Using candidate application status change
  • From within a candidate’s record
• Reviewing interviews
• FAQS

Things to consider

There are two ways to send an invitation for a video interview to candidates in Jobtrain: 

• Method 1: Use the Video Interview button from the menu options on the list of candidates page or from a candidate’s record.
• Method 2: By changing a candidate’s application status.

Which method should I use?

Method 1 – Using the Video Interview button allows you to choose which set of video interview questions candidates should complete. This option allows more flexibility. If you have created multiple different video interviews in Shine this is typically the preferred method.

Method 2 - If you decide to use the candidate’s application status change method, you can only link one status to each set of video interview questions. This means you would need to create a new candidate application status for each set of questions. 

Setup

Creating video interview statuses

To ensure video interviewing automates and links to Shine Video Interviewing, a standard video interview status must be created in System Customisation (we’ll cover this later).

Depending on how you want to invite candidates to a video interview, individual candidate application statuses based on Shine’s ‘role’ and interview questions will need to be created, which we’ll cover in this guide.

First, create two candidate application statuses. One is to invite the candidate to a video interview and one is what the candidate's status will automatically update to when they have completed the video interview.

Create a standard video interview and video interview complete status

Create two new candidate application statuses:

• Invited to Video Interview
• Video Interview Complete

For instructions on how to add new candidate application statuses, please see our How to Add a new Application Status guide.

You do not have to add an email to the candidate application statuses as the integration manages this (configured in the setup steps of your video interviews in Shine).

Create a standard video interview application status for Shine Video Interview

For instructions on how to add new candidate application statuses, please see our How to Add a new Application Status guide.

To create a candidate application status specifically for Shine Video Interview questions, you’ll first need to create a new application status and associate it with the relevant questions.

Be careful to ensure the status name is descriptive and related to the linked questions, like “Video Interview – Marketing roles” and include a candidate-friendly name. 

A Video Interviewing section near the bottom of the page will also be displayed. Toggle on Start Video Interview and choose the relevant video interview (created in Shine) from the Select an Interview field.

You do not have to add an email to the candidate application statuses as the integration manages this (configured in the setup steps of creating your video interviews in Shine).

Adding the generic candidate application statuses to System Customisation

After creating standard statuses in the previous step, go to Settings > System Customisation.

Go to the Customise tab and scroll down to the section: Integration Statuses. Add the two standard video interview statuses you’ve just created i.e. Invited to Video Interview and Video Interview Complete in the Application Statuses section (highlighted in the following screenshot).

For more information on linking statuses, please see our How to Link Statuses in System Customisation guide.

When that’s complete, press Save at the bottom of the page. 

Giving access to review and invite candidates to Video Interviews

For client users to be able to invite candidates to video interviews and review them, you’ll need to enable access in the relevant Security Roles.

Go to Settings > Security Roles.

Click on the name of the Security Role you’d like to edit.

Go to the Jobs & Talent Pools tab and scroll down to List Candidate – Video Interview. Toggle on the first three buttons.

Press Save at the bottom of the page. You’re now ready to invite candidates to complete their video interviews.

Inviting candidates to a video interview

To invite candidates to take a video interview, depending on which setup method was used, you can either invite them to a chosen interview from the list of interviews or update their candidate application status to send the email invitation.

Method 1 - Use the Video Interview button

Method 2 - Update the candidate's status

Both options will send the email invite and include the candidate’s unique access code.

Inviting candidates to video interview…

Using the Video Interview button

Use the Video Interview button (in the left-hand menu) to manually invite candidates to a video interview. This option is useful to invite multiple candidates from within one job to various interviews without setting up lots of different video interview statuses.   Check the box against all your chosen candidates and press the Video Interview button (in the Assess sub-menu). You can also find the Video Interview button (in the Assess sub-menu) within a candidate’s record too.   Next, a window will pop up. Check the candidate(s) listed are correct and choose the relevant video interview from the options in Select an interview.    Once complete, just press Invite to complete.

The candidate(s) will receive an email invite containing a link to complete their video interview along with their individual access code. The candidate(s) application status will also auto update to the Invite to Interview Status setup in System Customisation.

Each candidate’s record will include a new Video Interview section where you can view the interview once they’ve completed it.

The candidate's unique invite code is included at the top of the Video interview tab (highlighted below).

Inviting candidates to video interview…

Using candidate application status change

From the list of candidates page, check the box next to the candidate(s) to invite. Go to the Change Status To dropdown at the top of the list and choose the Invited to Video Interview status – only choose a video interview status that has a Shine video interview attached to it.

Tip: Use search as you type functionality here to find the status quickly.

In the pop-up box, check the candidate(s) listed are correct and add any required notes. Press Save to complete the action.

You can change multiple candidates' application statuses this way.
Notes added in this section will appear in each candidates’ notes section.

Inviting candidates to video interview…

From within a candidate’s record

From the application statuses dropdown menu, choose the relevant status.

A pop-up window will appear. Check the candidate included is correct and add any required notes. Press Save to complete the action.

Reviewing interviews

When a candidate has completed their video interview, their application status will automatically update to the one added in System Customisation.

From within a candidate's record, you can review the video interview by selecting More and Video Interview from the options, then click the Interview Link:

To review the candidate’s video interview, you’re redirected to Shine’s platform. Within Shine there are options to score and rate candidates however this doesn’t integrate with Jobtrain. Any scoring and notes added in Shine will not be added to Jobtrain.

FAQS

Is there an option for pre-recorded interview questions through just audio?

Currently, Shine does not offer an audio-only option. You can however provide questions in video format.

If a candidate doesn’t complete the video interview and only answers 3 out of 5 questions for example - what would happen to their pre-recorded video interview? Would it still get added to Jobtrain? 

If a candidate leaves their interview and re-joins, they go to the last question they answered.

If they try to re-join after the deadline, they will not be able to gain access. Their application will show as 'part completed' in Shine and be separate from 'completed' applications. The part-completed applications are not sent back to Jobtrain so you don’t have to worry about shortlisting these candidates.

If you have any further questions about Video Interviewing or would like to explore adding this functionality to your Jobtrain platform, please contact our Support Team or your Continuous Improvement Consultant on +44 (0)161 8502004.