Access
After you log into the NMS Match System, you can access your interviews from the Interviews option in the menu.
Manage Interviews
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Start with Settings
Access Settings using the link in the top left corner of the Interviews page.
Time Zone
- Select the Edit button
- Choose the time zone where you will conduct the interview
- Select the Save button
Candidates will see your available interview times in their local time zone, as well as the time zone you specify.
Interview Types
You must specify at least one Interview Type for your program. If you intend to have only one kind of interview with each candidate, you only need to have one Interview Type (e.g., Program Interview, or Interview Day).
Programs that will want their interview candidates to schedule themselves into more than one kind of interview (e.g., initial one-on-one interview, callback interview, group reception), or want to interview different groups of applicants separately (e.g., PMSR/RRA separate from PMSR), must create different Interview Types for each of those kinds of interviews. The Interview Type name is shown to candidates.
The system allows each candidate to book only one interview of each Type offered by a program.
Interview Types can be added, edited, or removed as required.
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Add Interview Event
An Interview Event consists of a specified Interview Type offered at a specified date and time.
To create Interview Events, select the + Add New Event link located on the top right corner of the interview page displayed under the Events tab or the Calendar tab.
- Create an Event Title (e.g., Residency Interview). The title can be the same as the Interview Type, or you can customize the title for each Event you create. The title is shown to candidates.
- Select the Interview Type for the Event.
- Specify the Event Start Time and End Time. The start time and end time are created in your specified time zone.
- Select the date(s) for the Interview Event. If the Interview Event will be offered at the same time on multiple dates, you can select more than one date.
- Select the number of slots available to book, or number of candidates that can attend the Event simultaneously. For example, if you are having an interview where 3 different candidates can attend the same Event (e.g., a panel interview or an Event where candidates rotate to different interviewers), select 3.
- Optional: Specify the Event location of the interview, or provide a link to a video conference, if known. You can add the location or video conference link at a later time.
- Optional: Upload a PDF of instructions that you would like to provide to candidates. Candidates will be able to review this document as part of event details on the interview scheduling page.
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Edit or Change an Interview Event
Calendar Tab
- Select the Interview Event
- Select the Edit button
Events Tab
- Select the Edit button next to the Interview Event
You can change the Event Title, Interview Type, Start and End Time, Dates, Location, or Instructional PDF.
When you make a change, you will be prompted to notify all scheduled candidates of the change. You are strongly encouraged to notify candidates of the change. Changing the time of a scheduled Event can create conflicts for candidates.
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Delete Interview Event
Calendar Tab
- Select the Interview Event
- Select the Delete button
List Tab
- Select the Delete button next to the Interview Event
You can only delete Events that do not have any scheduled candidates. If the Event has scheduled candidates, you must cancel the interview for each scheduled candidate before deleting the Event.
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Print Itinerary
Interview itineraries show all scheduled interviews organized by date and time. To print your itinerary, select Print Itinerary located at the top of either the Events or Calendar Tabs.
Manage Candidates
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Add Candidates
Applicants who you invite to interview are referred to as Interview Candidates. Only applicants who have registered for CASPR can be added to your list of Interview Candidates. There are 3 ways to add applicants to your list of Interview Candidates.
From Your Applications
From the Applications page, change the Review Status of the applicant(s) to Selected for Interview. They will be added to your list of Interview Candidates.
Search and Add
- Select Interviews from the Menu
- Select the Candidates tab
- Select the + Add Candidate link at the top-right of the page
- Select Search and Add
- Start typing in the search box to find the candidate you want to add. Candidates can be searched by Match Code Number, last name or first name.
- Select the candidate you want to add from the search results
- Press the Add to List button to add the candidate to your list.
Only candidates who have registered for the Match can be added to your list of Candidates. If you search for a candidate and they do not appear in the list, it is because the candidate is not yet registered for the Match. Contact the candidate and encourage them to register for the Match as soon as possible so you can add them to your list of Candidates.
Add via a CSV File
You can add one or more candidates by importing a csv file of candidate information into the NMS Match System.
- Select the Candidates tab
- Select the + Add Candidate link at the top-right of the page
- Select Add Via CSV
- Select Choose File. The file you select must be in csv (comma-separated) format and end with a .csv extension (e.g., candidates.csv). Your file must comply with the following format:
Email, FirstName, LastName
sue@candidate.com, Sue, Salome
avery@candidate.com, Avery, Palur
The first record in the file must be a header that lists the column names as shown above. The first column must be the candidate's email address. The second column must be the candidate's first name. The third column must be the candidate's last name. Additional information (e.g., code number, school, etc.) can be listed starting in the fourth column, but will be ignored. - Select Import
You can upload a CSV file as many times as you like. The system will not delete or duplicate any candidate on your existing list. Only applicants who have registered for CASPR with the email address specified in the file will be added to your list of Interview Candidates.
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Invite Candidates
- Select the Candidates tab
- Select the checkbox next to the name of each candidate to be invited from your list of Interview Candidates
- Select the Invite link at the top of the list
- If you have more than one Interview Type, you must select the Interview Type(s) to which you want to invite the candidate(s)
- Select Send
Each selected candidate will be sent a personalized interview invitation similar to the one below:
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Delete Candidates
- Select the Candidates tab
- Select the checkbox next to the name of each candidate to be deleted from your list of Interview Candidates
- Select the Delete link at the top of the list
Candidates that are deleted are not notified that they have been removed from consideration. If you want to notify the candidate, use the option to Reject Candidates before deleting the candidate. You cannot delete a candidate if they have a scheduled interview with your program. You must cancel the scheduled interview for that candidate before deleting them.
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Reject Candidates
- Select the Candidates tab
- Select the checkbox next to the name of each candidate to be rejected
- Select the Reject link at the top of the list
- Select the Interview Type(s) for which the candidate(s) will be rejected
- Select the Reject button
Candidates that are rejected are notified by email that they are no longer under consideration.
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Cancel a Candidate's Interview
- Select the Candidates tab
- Select the link attached to the candidate's name in the list of Interview Candidates
- Select the Cancel Interview button beside the scheduled interview that you want to cancel
When you cancel the interview, an email is sent to the candidate to inform them that the interview has been canceled. The candidate's status for that interview will revert to Invited.
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Email Candidates
- Select the checkbox next to the name of each candidate to be sent an email from your list of Interview Candidates
- Select the Email link at the top of the list
Your default email client (e.g. Microsoft Outlook) will open with your email address in the "To:" field and the candidate email address(es) in the "Bcc:" field. You can then compose and send the email in your usual way. If your default email client does not open you may need to set up a default email client on your computer. Some helpful instructions are provided below, but contact your IT group if you need further assistance.
