Interview Scheduling User Guide For Applicants

Access

After you log into the Extern Match Portal, select the option for Interviews from the menu to access your interviews with sites.

Your Interviews

• Set Your Time Zone

  By default, the Extern Match Portal assigns you a time zone of Eastern Time. If you are in a different time zone you should access the Account page in the Extern Match Portal to change the default time zone to your time zone.

  If your time zone differs from the time zone of a site where you are interviewing, the system will show the event time in both your time zone and the site's time zone. This ensures accurate scheduling and avoids any confusion regarding event timings.

• Interview Invitations

  When sites invite you to an interview, you will be sent an interview notification by email. You may receive invitations from multiple sites, and some sites may send you multiple invitations for more than one type of interview.

  The notification email includes a unique link to schedule your interview with that site.

  Alternatively, you can log into the Extern Match Portal to manage all of your interviews. The Extern Match Portal has two views to manage your Interviews:

  Calendar View

  • Interviews are organized and displayed by date.
  • You can change the date range to day, week or month.
  • Use the left and right arrow buttons at the top of the calendar to move between dates.
  • Each site that has sent you an invitation will be shown in a different color. Scheduled interviews are shown in green.
    
    
  • Use the Filter button at the top of the calendar to select which sites' events are displayed and whether you want to see all events, available events, or only scheduled events.
    
    
    

  List View

  • Interviews are organized by site and interview type within site (if applicable)
  • Select the View button to see available and scheduled interview times.
    
    
  • Scheduled Interviews are displayed in green.
    

• Schedule an Interview

  You can only book one event for each type of interview to which you have been invited by a site and you cannot make bookings after the event's Lockout Date.

  From the Interview Notification Email

  • Click on the Select Date and Time button in the email (or use the scheduling link url) to reach the Scheduling Page. The Scheduling Page shows the available events for each interview type to which you have been invited by the site.
    
    
  • Select the timeslot you want to book.
    
    

  You will be shown a confirmation page, and will be sent a confirmation email with a calendar invite for the interview. If you have been invited to more than one type of interview at a site, you can return to the Scheduling Page and book a time for a different type of interview. If you have booked your interview and want to change your selection, you must log into the Extern Match Portal and Reschedule Your Interview.

  From the Extern Match Portal

  Calendar View

  • Select the desired interview event.
  • A pop-up will display showing the interview details.
  • Select Accept this Interview button.
  • The interview timeslot will turn green, and you will receive a confirmation email.

  List View

  • Find the site and interview type in the list (sites are sorted alphabetically) and select the View button
    
    
  • Select the desired interview timeslot.
  • A pop-up will display the interview details. Select Yes, Book this Interview.
  • The interview timeslot will turn green, a green scheduled label will be shown in the list next to the site and interview type, and you will receive a confirmation email with a calendar invite for the interview.
    
    

• Reschedule your Interview

  Changes or modifications to an interview event cannot be made after the event's Lockout Date.

  Log into the Extern Match Portal and select Interviews from the menu.

  Calendar View

  • Select the new interview event you want to book.
  • A pop-up will display showing the interview details.
  • Select Reschedule.
  • The interview timeslot will turn green, and you will receive a confirmation email with a calendar invite for the interview.

  List View

  • Find the site and interview type in the list (sites are sorted alphabetically) and select the View button.
  • Select the new interview timeslot you want to book.
  • A pop-up will display the interview details. Select Yes, Reschedule.
  • The interview timeslot will turn green, a green scheduled label will be shown in the list next to the site and interview type, and you will receive a confirmation email with a calendar invite.

• Cancel Your Interview

  Warning Cancelling an interview cannot be undone. Cancellations cannot be made after the event's Lockout Date has passed.

  You should only cancel an interview if you do not want to interview with that site. If you want to reschedule to a different time, do not cancel your interview. Once cancelled, you cannot schedule an interview of that type with the site until the site sends you a new invitation.

  Log into the Extern Match Portal and select Interviews from the menu.

  • Select List View.
  • Find the site and interview type in the list (sites are sorted alphabetically) and select the View button.
  • Select the Reject this Interview link.

• View Interview Itinerary
  

  The Print Itinerary link will provide you with a list of all of your scheduled interviews, organized by date and time.