Configure an Interview Stage
TL;DR — A new Interview stage starts empty. From its stage card, wire up three things in order: Configure Interview (format and scheduling rules), Manage Interviewers (who conducts), and Add Rubric (how to score). All three are needed before candidates can book interviews that get evaluated.
Before you start
- Requires: Admin role.
- You'll need: an Interview stage already created on a campaign workflow. See Design a Workflow → Interview stages.
Three things to set up
A brand-new Interview stage shows three actions on its card. They unlock in order:
- Configure Interview — defines the format (Video / In Person / Hybrid), duration, scheduling type, buffers, and other booking rules.
- Manage Interviewers — assigns team members who will conduct the interviews. Only available after Configure Interview is saved.
- Add Rubric / Manage Rubric — defines the weighted criteria interviewers use to score candidates.
Skip rubric setup and interviewers will see no scoring form. Skip the interviewer assignment and candidates won't be able to book a slot.
Configure Interview
- On the Interview stage card, click Configure Interview.
- Fill in the fields:
| Field | Required | Notes |
|---|---|---|
| Title | Yes | Shown to the candidate — e.g. Admission Interview |
| Description | No | Optional context shown alongside the title |
| Duration (minutes) | Yes | How long each interview lasts |
| Slot Interval (min) | No | Minutes between bookable slots; defaults to the duration |
| Buffer Before (min) | No | Free time protected before each interview |
| Buffer After (min) | No | Free time protected after each interview |
| Minimum Booking Notice (minutes) | No | How far in advance a candidate must book. Default 1440 (24 hours) |
| Location Type | Yes | Video Call / In Person / Hybrid (Candidate Chooses) |
| Scheduling Type | Yes | Round Robin / Collective / Managed — see below |
| Location Address | When in-person | Required for In Person and Hybrid types |
-
Set the additional options as needed:
- Requires Confirmation — interviewer must approve each booking instead of auto-confirming.
- Hide Calendar Notes — keeps internal notes from showing on the calendar event.
- Disable Guests — candidates can't add additional attendees to the interview.
- Enable Recording — auto-records video interviews. Only appears for Video / Hybrid.
- Allow Free Rescheduling — candidates can reschedule themselves without admin approval.
-
Click Create Interview. The button label becomes Edit Interview afterward, and the Manage Interviewers action unlocks on the stage card.
Scheduling types
The Scheduling Type decides how interviews are distributed across your assigned interviewers.
| Type | What it does | When to use |
|---|---|---|
| Round Robin | Distributes interviews across hosts based on priority and weight | One-on-one interviews where any team member could conduct |
| Collective | All hosts must be available at the same time | Panel interviews requiring everyone present |
| Managed | An admin manually assigns each interview to a specific host | When matching is rule-based and not automatic |
Manage Interviewers
Once the interview event type is saved, the stage card shows a Manage Interviewers button. Clicking it opens the Hosts page for that event type.
- Click Manage Interviewers on the stage card. The Hosts page lists everyone currently assigned.
- Click Add Interviewer. A side sheet shows the team members eligible to be added.
- Click a member to select them. Click View Schedule on any row to preview their default availability before deciding.
- Set the host's distribution settings:
- Priority (default
0) — lower numbers are assigned first in Round Robin. - Weight (default
100) — higher weights get proportionally more interviews.
- Priority (default
- Click Add. The interviewer appears on the Hosts page. Edit or remove them later from the row actions.
Only users with the Member role appear in the picker. In BrightStep, the Member role is the interviewer role — Campaign Managers and Admins run campaigns, they don't conduct interviews. To make someone an interviewer, invite them with the Member role from the Manage Team page.
Add or Manage Rubric
A rubric is a reusable set of weighted criteria interviewers use to score candidates during evaluation. Rubrics live at the organization level — once created, they can be linked to any number of Interview stages.
- On the stage card, click Add Rubric (or Manage Rubric if one is already linked). The Rubric page opens.
- The page shows a dropdown of existing rubrics in your organization. You have two paths:
- Pick an existing rubric from the dropdown, then save to link it to this stage.
- Click Create New to build a new rubric inline.
- If creating new, fill in:
- Rubric Name (required) — e.g. Technical Interview Rubric
- Description (optional) — when the rubric should be used
- At least one Criterion (next section)
- Save.
Building criteria
Each criterion captures one dimension of evaluation. For every criterion, set:
- Criterion Name — e.g. Communication Skills
- Weight (%) — relative importance of this criterion. All weights must sum to exactly 100%.
- Description (optional) — what the criterion measures
- Min Score and Max Score — the scoring scale (e.g. 1 to 5)
- Scale Labels (optional) — meaning of each score, e.g.
1 = Poor,5 = Excellent. Helps interviewers score consistently - Required — whether interviewers must score this criterion to submit their evaluation
Drag the handle on the left of each criterion card to reorder. Click Add Criterion to add another. Click Distribute Evenly to balance all weights to sum to 100% — useful after adding or removing criteria.
The rubric won't save while criteria weights don't add up to exactly 100%. The form shows the current total (e.g. Total: 95%) and a warning until it's correct.
Editing later
You can revisit any of the three flows at any time:
- Edit Interview — same Configure button on the stage card; the label changes once the event type is saved. Updates the format/scheduling/options.
- Manage Interviewers — add or remove hosts, adjust priority and weight.
- Manage Rubric — switch the linked rubric, or edit the rubric's criteria. Changes propagate to every stage using that rubric.
Editing the interview event type or rubric on a published campaign can affect candidates who already booked or were evaluated. Make changes on a Draft campaign first, or Unpublish before restructuring.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| Configure Interview button missing | Signed in as Campaign Manager or Member | Ask an Admin |
| Manage Interviewers button doesn't appear on the stage card | The interview event type hasn't been created yet | Click Configure Interview and save the form first |
| Add Interviewer picker says "No available members" | All Members are already assigned as hosts, or there are no Member-role users in the organization | Invite more users with the Member role from Manage Team, or remove an existing host |
| Members aren't showing in the Add Interviewer picker | They were invited with a different role (Admin or Campaign Manager) | Change their role to Member, or invite a new user with the Member role |
| Enable Recording toggle is missing | Location Type is set to In Person — recording only applies to Video and Hybrid interviews | Switch Location Type to Video or Hybrid |
| Location Address field doesn't appear | Location Type is set to Video — addresses are only for In Person / Hybrid | Switch Location Type to In Person or Hybrid |
| Rubric Save is disabled | Criteria weights don't sum to 100% | Adjust the weights, or click Distribute Evenly |
| Interviewers don't see a scoring form during evaluation | No rubric is linked to the stage | Click Add Rubric on the stage card and link or create one |
| Round Robin assigns interviews unevenly | The hosts have different Priority or Weight values | Open Manage Interviewers, set all hosts to the same priority and weight if you want even distribution |