Yes. But, beware. Just like making an airline reservation online, any updates that
occur on your Campaigns, whether you make the updates yourself, your staff makes the updates,
or your Applicants perform the updates, will not be reflected in a separate session until
that session is refreshed. For example, if both you and your assistant are logged into the same page
and you decide to update an Applicant's name, your screen would immediately refresh to reflect the
new change. However, your assistant's screen would not reflect the change until your assistant
were to refresh the same page.
To avoid any problems, we recommend designating a single person to make updates to your Campaigns.
By request, we have added support for those programs that schedule two sets of unique Applicants per day, one set in the AM and one set in the PM. On creating a Campaign, Managers will be given the option to select either an AM/PM scheduling scheme or a single daily scheduling scheme.
If you have multiple interview tracks or locations, we recommend you create separate campaigns to handle each group. Each campaign will have its own distinct set of applicants, dates, etc. From the dashboard page, click on the "Add New Campaign" button to create a new campaign.
Simply because the system automatically adds the Manager as an Applicant. This is to enable the Manager to test email templates before sending them out to Applicants. Any email sent to the Manager's email address is free of charge. Please refer to the Billing Section.
In certain situations, it may make more sense to import only those Applicants who your Program intends on interview. This specifically applies to large Programs that receive thousands of applications. Importing too large a number of Applicants into your campaign, i.e. greater than 2000 Applicants, may cause access to your Campaign to be sluggish. However, in no way would the Applicant experience be degraded.
Often times, Applicants will not schedule their interviews as they wait for more options. One way to favor Applicants who want to interview at your Program is to modify your invitation template to indicate that more invitations are sent than interview slots and that those who choose to schedule late run the risk of not being able to schedule at all. This strategy would likely be more applicable towards the middle and end of the interview season.
An Applicant can decline to be further considered by your program at any time. It is utterly rude to do this last minute,
right before an interview, but nothing can prevent this whether inside or outside of our systems. The vast majority of managers
have indicated that they would rather know last minute than to deal with a no show on the day of an interview.
For Applicants who still want to be considered for your program, the lockout does prevent self-rescheduling and self-cancellation. As the Manager, you can manually re/schedule, waitlist, cancel, and decline any applicant at any time.
Yes! Let your Applicants know through ERAS that you'll be scheduling through Interview Broker. And, make sure you imported your Applicants correctly, checking the first name and last name columns under the Applicants tab.
You're going to be surprised at how quickly Applicants schedule their interviews. Filling 400 to 600 interview slots within 24 hrs is
not an uncommon rate. Please consider the following:
Try sending them another invitation. (Your program is only charged once for an Applicant.) This is the internet, with multiple computers, mobile devices, networks, and server software in the middle. Rarely, an email can be misplaced or redirected into a spam filter. Sometimes, a mailbox is completely full!
None. We do not send out any emails derived from these templates automatically. You are solely responsible for sending out appropriate emails to your applicants. Our systems do send out a brief confirmatory notification when your Applicants successfully schedule or reschedule, or decline an invitation.
A file attached to an email template is simply that. You can use file attachments to include maps, contracts, etc. with your outgoing email templates. It is NOT the content of your email template. If you were to attempt to send out a blank email template, your Applicants would receive a blank email. Please do not confuse email template content with an attached file.
There is a preview icon in the editor toolbar by which you can view preview your email template. Also, you can send each type of email template to yoursef -- as an Applicant with your manager email address -- without incurring any fees.
Microsoft Word and other word processors may introduce hidden tags specific to their software which can cause your email template to look different in our editor and our systems. In order to avoid any surprises, we recommend composing your email templates within our editor rather than copy-and-pasting directly from a word processor. We cannot and will not troubleshoot your email template if you performed a copy-and-paste.
Following up with hundreds of Applicants via email or phone to ask specific, interview day-related questions and
collating the resultant responses can be a quite a chore. We implemented the questionnaire feature to allow
you to finish your interview day planning in a single step. Common questions include:
Each question is billed at $0.25 per question per applicant, irregardless of whether the applicant answers the question or not.
Once invitations are sent out, the questions cannot be modified or deleted for the course of your Campaign. You can however add questions at any time. Please plan carefully!
Applicant responses are presented in the Interview Day Details report. In order to generate this report for a given interview day, click on the printer icon labeled Print Report in the header of the interview day on the Overview page.
1. From the Applications tab in ERAS, click on the Exports sub-tab
2. On the Exports tab, click the Add a new export template link
This is for the OLD version of PDWS, and is no longer current.
Click here if you still wish to see the old instructions.
Interview Broker can import any comma-delimited file. It expects 5 columns in the following order:
1. Under the Applicants tab, click on "Import Applicants."
2. Browse to where you saved your exported, CSV formatted applicant data and select the actual file.
3. Click on the "Upload" button.
Only unique Applicants are imported. If an Applicant was already imported, s/he will not be imported again.
You can filter Applicants by status or by search criteria. If you enter in any of the following
status types into the Search/Filter bar:
New - New Applicants
Invited - Applicants to whom invitations have been sent
Invite Clicked - Applicants who have received an invitation email, clicked on the scheduling link, but have not scheduled.
Scheduled - Applicants who have scheduled an interview
Confirmed - Applicants who have been sent an interview day details email
Rejected - Rejected Applicants
Declined - Applicants who have declined to interview
only that category of applicants will be displayed.
You can also search Applicants by typing in parts of any of their biographical information. Try entering in a fragment of their medical school name or last name or AAMC ID or email address. Only those Applicants meeting the entered search criteria will be displayed. You can also combine status filters and search criteria. For example, try typing "Invite Clicked acme.edu" to display only those Applicants with acme.edu in their email address who have received and opened an invitation, but who have not yet scheduled an interview.
1. Click on the Schedule link in the Action column for an Applicant.
2. Make sure you are in Schedule mode.
3. Select the date that an applicant has requested and click on the Schedule/Update button.
4. Alternatively, click on the Decline Invite and Cancel button to permanently remove the applicant from further consideration.
5. Click on the Overview link in the upper right hand corner of the screen to return to the Applicants page.
We do not allow for the deletion of Applicants with whom you have begun the scheduling process. You can set the Applicant's
status to Declined if you no longer want to consider the Applicant. However, an Applicant cannot be deleted once an invitation
has been sent. This ensures a record of all Applicants who have been invited and, thus, have incurred a fee. Furthermore, it
maintains the accuracy of the calculated Campaign statistics.
Click on the Export To Excel link.
1. If the Applicant has not yet been invited to interview, make sure to send an invitation. If the Applicant
is in a locked interview date, click on the Remove link next to their current assignment.
2. If the Applicant is not already on the waitlist for the specific date, manually add the applicant to the waitlist (On the Applicants page, click the schedule link next to the Applicant's name, enter Waitlist Mode, select the specific date, and click on the Schedule/Update button).
3. On the Overview page, find the waitlist link/icon in the header of the specific interview date. Give the Applicant in question priority and remove priority from all other Applicants.
4. On the Interviews page, increase the slot number for the specific interview date by one and save the change.
5. The Applicant should fall into the new interview slot.
6. Return to the waitlist and reset any priorities that were removed.
Click on one of the Export By links in the Interview Schedule Summary header.
Click on the Update Campaign button on the overview page for the Campaign of interest.
In order to change the name of your Organization or Program after sign up, the Manager will need to contact our support staff at support at interviewbroker dot com using the Manager's email address. This is part of our validation process and ensures that there are no misrepresented Organizations or Programs on Interview Broker.
All data transmitted between your computer and Interview Broker's servers is encrypted by industry standard Secure Socket Layer cryptographic protocols. These are the same protocols used every time you securely access your bank accounts online. Our SSL provider is Thawte.
Internet Explorer 7, 8+
Internet Explorer 6 and older
Internet Explorer 6 is widely regarded by IT professionals as a security risk and is no longer supported by many web services companies. Please contact your IT support staff to upgrade your version of Internet Explorer or to install one of the supported web browsers.
Privacy is a top priority. Interview Broker does not share any information with third parties.
Furthermore, Interview Broker only requires the bare minimum information about your Applicants to
help you facilitate Applicant interview scheduling. All Managers have the ability to completely
expunge past Applicant data from our systems after a Campaign has been completed.
As a matter of policy we neither publish nor provide the names of Organizations and Programs who utilize our services unless given express permission to do so. If you are a Manager who would like to have your Organization and/or Program listed publicly or who would like to endorse our services with a short quotation or testimonial, please contact us at firstname.lastname@example.org. We would love to hear from you.
You will be charged the $25.00 activation fee when you send out the first non-demo campaign invitations. It will be added to your first invoice.
When you sign up, a "Demo Campaign" is automatically created. You will not be billed for any activities on this campaign. In a live Campaign, you will not be billed for any emails sent to your own email address. This way, you can test email templates by sending them to yourself.
Email invitations sent to New or Waitlisted Applicants are billed as these Applicants are given the opportunity to self schedule using Interview Broker, whether they ultimately choose to interview with your Program or not. As Applicants can also decline to interview through our services, contributing to an overall decrease in call and email volume, your Program is charged for each invitation rather than each scheduled Applicant.
No. An Applicant may schedule and reschedule an unlimited number of times all for a single charge of $1.99. If you manually scheduled an Applicant without sending an invitation and without incurring a fee, and that Applicant reschedules online, you will be charged $1.99.
The fee for scheduling Interviewers is also $1.99 per Interviewer. Similar to Applicants, Interviewers can schedule and reschedule for multiple interview sessions on an unlimited basis.
You are emailed an official invoice at the end of each month of activity. Please review the PDF attachment in this email. Moreover, do not attempt to print out your online statement and submit that as your invoice. Only the total on an official invoice reflects the amount due. Please make sure to check your spam or junk mail folders if you think you have not received your invoices.
While simplified billing worked for a number of organizations, too many organizations simply forgot to pay their last, end of season invoice. However, we are still happy to take an estimate from your program and credit your account. Simply contact us and let us know how much to invoice on your first bill of the season. This way, you can avoid processing additional payments until the credit expires. You can alternatively remit a purchase order form here.
Absolutely. We prefer you pay with a credit card. Each emailed invoice contains a link by which you may remit payment online via credit card.
Payment is due at the end of the following month. For example, for the month of December, an invoice will be emailed on December 31st and payment will be due no later than January 31st.
You will be assessed a $25 or 10% late fee each time a payment is late, which ever amount is greater. To avoid late fees, we recommend making a payment via personal check or credit card and handling reimbursements through your organization internally. Please note that a slow accounting/finance department will not suffice as an explanation for late payment. If your program or your accounting/finance department chooses to ignore our late fees, the payment will be considered incomplete and additional late fees will be charged.
After two consecutive months of nonpayment or incomplete payment, you will be required to pay your total
balance in full, including any late fees, within two weeks. Failure to meet this deadline will result in
your account being suspended, although applicants will still be able to access our services. However, at the
end of an additional two weeks of nonpayment, your account may be terminated, all your program data expunged,
and your balance sent to collections.
If you anticipate any difficulties in making on-time payments, please contact us at email@example.com.
If your program or organization persistently remits payments late, just think of the late fee as a convenience fee.
Your statements are always available online under the account link in the upper right hand corner of the screen.
We are happy to work with your accounting/finance departments on our terms. If your accounting/finance
department is unable to meet our terms of payment, we recommend you remit payment via personal check or
Please remember that you, the account holder, are the sole responsible party for making on time payments. Your finance department did not sign up for an account and is unlikely to be affected by the suspension or termination of your account.
After logging in, navigate to the Account page. There, you will find a link to a PDF copy of our signed IRS W-9 form.
The best way to reach us is through email at firstname.lastname@example.org and we will respond in under 24 hours.
Usually, our staff will respond to your questions and concerns within the same business day.
We take this approach because it allows us to offer our services cost effectively, avoids the inefficiencies of voicemail and phone tag, and maintains a record for you and for us regarding what matters were discussed and addressed.
If you need to speak with someone, you may email support with a detailed message, and we will call you back within 72 hours. Providing specific details helps ensure your inquiry can be properly handled.
We are always open to suggestions and requests. Our mission is to provide value and to remain salient to your recruiting needs. However, we do not guarantee that we will heed all suggestions or implement all requested features. Our systems are designed to provide the core functionalities common to the majority of workflows.
We have a number of value-added features that we will be implementing over time. Stay tuned!
From the scheduling page, applicants can select dates for which they would like to be waitlisted. If any of those dates becomes available, they will be automatically scheduled into that date, and removed from the waitlists for any other dates. Applicants will receive an email notification if this happens.
Automated waitlist processing respects the lockout period/rescheduling deadline so that any applicants that are already scheduled into a locked interview date will not be rescheduled out. Additionally, applicants will not be rescheduled into locked interview dates through the waitlist.
Waitlisting can occur even when all interview dates or slots are not full. For example, an applicant can waitlist for their ideal interview date, rather than just the dates or slots that are available.
Applicants are solely responsible for managing their waitlist dates.
This feature is set during campaign creation.
Yes. Click on the Update Campaign button to access this option. However, please note that the waitlist function, when used in conjunction with an appropriate lockout period, provides a substantial benefit to the applicants' ability to manage their interview dates, without significant effect on interview day planning. Please consider this carefully before disabling this feature.
Scheduled applicants can waitlist for other interview dates while holding on to their existing date. If any of their preferred dates becomes available, they will switch into that date, and give up their original date and waitlist positions for any other dates.
By default, unscheduled applicants have priority over already scheduled applicants. If there is a tie, then the applicant who waitlisted for a given date first will win the slot.
In the interest of fulfilling more waitlist requests, we designed the waitlist to not distinguish between AM/PM sessions. Applicants waitlist for a date.
A date becomes available if:
Updating the lockout period to unlock a date does not trigger waitlist processing. This may seem counter-intuitive, but it
is a mechanism to protect your Program as well as your applicants. An established lockout period sets an agreed upon
deadline for applicants and Programs. Once locked, there is an implied understanding by both Applicants and Programs
that further changes will not occur. Applicants make travel arrangements and Programs begin preparing for the
interview day. If a date is unlocked by changing/decreasing the lockout period, the program is essentially breaking
this convenant, which can adversely affect applicants who have already made plans, not expecting any more changes.
If your intention in updating the lockout period is to schedule a waitlisted applicant into the date, you should contact the highest ranked applicant on the waitlist for the previously locked date, confirm that the applicant is still interested in the date, and manually reschedule the applicant into the newly unlocked date. The last step can be accomplished by clicking on the Schedule link next to the applicant's name on the applicant's page.