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(For Organizations) Scheduling Interviews

How to schedule a project interview. All links in this article will open in a new tab.
Catchafire Customer Success Team avatar
Written by Catchafire Customer Success Team. Updated over a week ago

You've spent the time posting a project and someone has applied - congratulations! Now the fun part: scheduling an interview to get to know your applicant and see if they're a good fit.

Finding a Time and Date to Talk

To get started, go into the "Projects" section of your dashboard and select the application of the Volunteer you'd like to schedule an interview with.

Catchafire Project Dashboard

Our scheduling tool makes setting up an interview easy - all you have to do is select the time slots that work best for you. We require you provide at least 5 options, but the more you offer the better! Don't forget to set your timezone at the top of the page.

Interviews can be scheduled over the next 14 days. If you are not available until after this timeframe, return to this page when you're ready to select times.

Select "Review Application" button to the right of an applicant's name. Then, select "Schedule call" located underneath the applicant's name in the new window. Next, you'll be directed to a screen with a calendar showing dates and times two weeks from the date. Select at least five 30-minute time slots.

Enter a U.S. phone number for the call. If you are located outside of the United States, please check "I'm not in the U.S.," and we'll provide you with a suggested list of free online conference call systems that you can use to help schedule your interview.

"Confirm your phone number" box which has a longer rectangular box on the left to input your phone number, followed by an "x" and a smaller box to the right for an "extension number" if needed. Below this row of boxes is a "I'm not in the U.S." statement which you can check off on the left side. Button to confirm is at the bottom of the image.

Next Steps

After selecting Submit, your selected time slots will be sent to the Volunteer. Once volunteers choose a selected time, you'll be notified via email and see a confirmation message on your dashboard too. 

Once your time has been confirmed, our automated phone system will give you a call on the scheduled date. You can easily set a reminder and add the event to your personal calendar by selecting the "Add to Calendar" option on your dashboard.

Image of a listing on a dashboard with a red box around the "Add to Calendar" button, located at the lower-left side of the box

Tip: If you have to reschedule your call, don't forget to update the time on your personal calendar as well!

What If...

  • Your Volunteer is not available at any of the times you selected. No need to worry! Volunteers can select and propose new times on their end. If they do, you'll receive an email notifying you of these new times and you will be prompted to select the time that works best for you within your dashboard.

  • You need to reschedule the call. You can do this directly from your dashboard by using the "Interview Actions" drop down button and selecting "Reschedule Interview."

Image of a listing on a dashboard with a red box around the "Reschedule Interview" button, located as the first option after clicking our "Interview Actions" button on the middle-right side of the listing on dashboard

  • You want to cancel an interview with a Volunteer. You may change your mind about interviewing an applicant, or, on occasion, Volunteers will apply to a project and then become unresponsive. If you have sent times to a Volunteer but no longer wish to interview them, or, haven't heard from them in over a week, you can cancel the interview request directly from your dashboard by using the "Interview Actions" drop down button and selecting "Cancel Interview."

Image of a listing on a dashboard with a red box around the "Cancel Interview" button, located as the second option after clicking our "Interview Actions" button on the middle-right side of the listing on dashboard

  • I want to skip the interview and just get started with my Volunteer! Use the drop down "Interview Actions" and select "Skip Interview and Accept Volunteer" to start working with your Volunteer. Once the Volunteer select "Start Project" on their end, you'll be officially matched!

Schedule Your Interview

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