Access NMS Interview

• Access NMS Interview
  • Log into the NMS Match System
  • Select the Interviews option from the menu

  NMS Interview operates at the training site level. If your training site offers more than one program in the Match, you can access NMS Interview from the Dashboard of any program in the NMS Match System. If you want to set up separate interviews for each of your programs, you should create a different Interview Types for each of your programs.

Manage Interviews

In addition to the instructions below, walk-through videos are available to demonstrate some of the components of NMS Interview.

• Start with Settings
  
  

  
  

  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 internship. If you intend to have only one interview event with each candidate, you only need to have one Interview Type (e.g., Internship Interview, or Interview Day).

  Internships that want their interview candidates to schedule themselves into more than one interview event (e.g., one Initial Interview and one Callback Interview), or want to interview different groups of applicants separately (e.g., a internship that offers more than one program in the Match), must create different interview types for each of those events. The Interview Type name is shown to candidates.

  The system allows candidates to book only one interview of each Type offered by an internship.

  Interview Types can be added, edited, and or removed at any time.

  Related Links:

  • Should you schedule interview days or individual meetings?

  
  
  

  Daily Digest Email

  By default, your internship will receive a daily digest email that provides a summary of all changes that have occurred to your interview schedule in the last 24 hours - including new bookings, changed bookings, and cancellations by interview type. The email is sent once per day only if changes have occurred. If you have set up any secondary users for your internship, they will receive a copy of the email as well.

  If you want to stop receiving the daily digest email, choose Off.

• Add Interview Events
  
  

  
  

  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., Internship 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. If you want to schedule multiple consecutive events within a single time block, for example, four 30-minute interviews between 2 and 4 pm, select the checkbox for “Create Consecutive events within time block” and specify the duration of each event in minutes. You can also specify a buffer time in minutes which will create a delay between the end of one event and the start of the next event.
  • 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 at the same time, 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.
  • Optional: Select a Lockout Date for the event. The lockout date is the date when no further bookings, changes, or cancellations can be made to the event by applicants. The lockout time is set to 11:59 p.m. Eastern Time on the selected date. Applicants who want to make changes to an interview event on or after the lockout date has passed will need to contact the program directly.

• Edit or Change an Interview Event
  
  

  
  

  Calendar Tab

  • Select the Event
  • Select the Edit button

  Events Tab

  • Select the Edit button next to the Event

  
  

  You can change the Event Title, 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.

• 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.

  • How to cancel an interview

• Print & Export Itinerary
  

  
  
  

  The itinerary shows all of your scheduled interviews and the candidates booked for those interviews organized by date. You can use the filter box to narrow down the events displayed on the itinerary. You can filter based on Event Name, Interview Type, Time, and Candidate Name. This list can be printed and shared with interviewers before the events.

  

  
  
  

  To print your itinerary, select Print Itinerary located at the top of either the Events or Calendar Tabs.

  To export your itinerary, select the Export link to download all of your interview events into a CSV file which can be opened in Excel or other software.

  • Import CSV into Google Calendar
  • For Outlook: Choose File > Open & Export > Import/Export > Import from another program or File > Next > Comma Separated Values

Manage Candidates

• Add Candidates
  
  

  
  

  Applicants who you invite for interview are referred to as Interview Candidates. There are two ways to add applicants to your list of 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, contact the candidate obtain their correct Match Code Number.

  
  

  Import From CSV File

  You can add candidates to your list by importing a file of email addresses. The file must be in CSV format, which is a type of text file that can be created from Excel, AAPI, and many other spreadsheet and text editing programs.

  • How do I create a CSV file of candidates for importing into NMS Interview?

  The CSV file must include each candidate’s email address on a separate line. If other information about the candidate is included in the CSV file (e.g., name, school, etc.), those extra fields will be ignored. The file must also include a header record that provides the name of each field listed in the file. The file name must have a .csv extension (e.g., candidates.csv).

  In addition to the candidate's email address, your CSV file can include a Group name or identifier for each candidate. The Group is a custom label that you assign to each candidate and it is limited to maximum of 100 characters. The Group name is displayed on your Candidate List, but it is not shared with the Candidates themselves. Once imported, you can sort your Candidate List by Group, which is useful if you plan to send different interview invitations to different sets of candidates. Groups are often used to distinguish candidates who have applied to different tracks or will be invited to different interview types.

  To import the CSV file of interview candidates into NMS Interview:

  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the + Add Candidate link at the top-right of the page
  • Select Add Via CSV
  • Select Choose File
  
  
  
  
  
  
  • Select Import
  • Select the column in your file that corresponds to the candidate's Email Address, and Group if applicable. If you are not assigning a Group to each candidate, you can leave the Group field blank.
  • 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 the Match can be added to your list of Candidates. If you try to import an applicant and no applicant is registered for the Match with that email, use the Search and Add option to add the applicant by name or Match Code Number.

• Invite a Candidate
  
  

  
  

  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the checkbox next to the name(s) of the candidate(s) on your List of 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

  

  
  

  The Candidate(s) will be sent an interview invitation similar to the one below:

  

  
  

• Delete a Candidate
  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the checkbox next to the name(s) of the candidate(s) on your List of 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 Reject option before deleting the candidate. You cannot delete a candidate if they have scheduled interviews with your internship. You must cancel the scheduled interviews for that Candidate before deleting them.

  • Video Instructions to Delete a Candidate

• Cancel Interview
  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the link attached to the candidate's name in the list
  • Select Cancel Interview button for each scheduled interview

  • Video Instructions to Cancel an Interview

• Reject a Candidate
  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the checkbox next to the name(s) of the candidate(s) on your List of Candidates.
  • Select the Reject link at the top of the list.
  • Select the Interview Type(s) for which the candidate(s) will be rejected.
  • Select Reject button

  

  
  

  Candidates that are rejected are notified by email that they are no longer under consideration.

  

  
  

  • Video Instructions to Reject a Candidate

• Email Candidates
  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the checkbox next to the name(s) of the candidate(s) on your List of Candidates.
  • Select the Email link at the top of the list.

  

  
  

  • Video Instructions to Send an Email to Candidates

  Your default email client (e.g. Microsoft Outlook) will open with your email address in the "To:" field and the candidate(s) 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.

  • Mac: Change the default web browser or email app
  • Windows: Make Outlook the default program for email
  • Chrome: Make Gmail your default email program
  • Firefox: Change the program used to open email links

• Assign Candidate to a Group
  
  

  
  

  You can assign a Group to one or more candidates on your Candidate List. Groups are often used to distinguish candidates who are in different tiers, have applied to different tracks or will be invited to different interview types. The Group name is displayed on your Candidate List, but it is not shared with the Candidates themselves. If you sort your Candidate List by group, all candidates in each group will be listed together which is useful if you plan to send different interview invitations to different sets of candidates. The name of group is limited to maximum of 100 characters.

  To assign a Group to a Candidate:

  • Select Interviews from the Menu
  • Select the Candidates tab
  • Select the link attached to the candidate's name in the list
  • Select the Assign Group link
  • Enter the Group name
  • Press Save

• Manually Schedule a Candidate
  
  

  To manually assign a candidate into an interview:

  • Select Interviews from the Menu
  • From the Calendar Tab or Events Tab, select View for the event in which you want to schedule the candidate
  • Select the Force Schedule A Candidate link
    
    
  • Select the candidate that you want scheduled into that event
  • Press Add

  If you force schedule a candidate into an event that is full, the system will automatically increase the number of available slots to make room for the candidate. If the event is not full, the force-scheduled candidate will consume one of the available slots.