# Create an assessment Source: https://docs.interviewflowai.com/assessments/create-an-assessment Build an assessment flow in five steps, attach it to an Interviewer, and review Candidate results. The assessment builder walks you through five steps: **Details**, **Library**, **Questions**, **Candidate settings**, and **Progression**. You can't skip ahead until the current step is complete, but you can always go back. ## Open the builder 1. Click **Assessments** in the **Main** section of the sidebar. 2. Click **Create assessment**. ## Step 1: Details Assessment builder Details step with Interviewer selection, name, description, difficulty, and Candidate instructions. These details describe the whole assessment flow. | Field | What to enter | | - | - | | **Job** | The Interviewer this flow belongs to. Only active Interviewers appear. Interviewers that already have an assessment flow can't be selected. Required. | | **Name** | A name for the flow. Required. | | **Description** | A short summary of the flow. Required. | | **Difficulty** | **Beginner**, **Intermediate**, or **Advanced**. The default is **Intermediate**. | | **Candidate instructions** | What Candidates read before they start. The default is "Complete every question carefully." | Click **Continue**. ## Step 2: Library Pick ready-made assessments from the library, or build your own. * Search by role, skill, or assessment, and filter by level. * Click **Preview** on a template to see its questions, marks, and estimated time. * Check up to five templates. The counter shows how many you have selected. * Click **Start from scratch** to skip the library and write your own questions. Templates are copied into your flow, so you can edit their questions in the next step without changing the library. ## Step 3: Questions The left panel lists the assessments in your flow. Drag them or use the arrows to change the order Candidates take them in. Click **Add assessment** to add a blank one, up to five in total. Select an assessment to set it up: * **Assessment name**: required for every assessment. * **Category**: choose from the list. You can search it. * **Skills**: a comma-separated list, such as "JavaScript, APIs". * **Description**: what this assessment evaluates. Every assessment needs at least one question. ### Add a question Click **Add question**. In the question editor, fill in: * **Response type**: the kind of question (see the table below). * **Question prompt**: the question the Candidate sees. Required. * **Answer setup**: the correct answer, for auto-scored types. * **Marks**: how much the question is worth, from 0.5 to 100. The default is 1. * **Difficulty**: **Beginner**, **Intermediate**, or **Advanced**. * **Time limit**: how long the Candidate has to answer. The default is 60 seconds. * **Answer explanation**: why the answer is correct. Optional. * **Skills** and **Tags**: optional labels to help you organize questions. * **Required question**: on by default. * **Shuffle options for candidates**: for single select and multiple select questions. Click **Add question** to save it, or **Done** when you edit an existing question. ### Question types | Type | How you set the answer | Scored automatically | | - | - | - | | **Single select** | Add at least two unique options and check the one correct option. | Yes | | **Multiple select** | Add at least two unique options and check every correct option. | Yes | | **True / false** | Choose **True** or **False**. | Yes | | **Numeric** | Enter the **Correct number**. | Yes | | **Fill in the blank** | Enter the **Accepted answer**. | Yes | | **Short answer** | No answer key. | No | | **Long answer** | No answer key. | No | Short answer and long answer questions are not scored and don't count toward pass or fail. Use them to collect written responses that you read yourself. ### Candidate experience Open the **Candidate experience** tab to control how each assessment behaves: | Setting | Default | | - | - | | **All questions mandatory** | On | | **Allow back navigation** | On | | **Randomize questions** | On | | **Voice over questions** | Off | | **On-screen calculator** | Off | ## Step 4: Candidate settings These settings apply to the whole flow. **Allowed languages**: choose which languages Candidates can take the assessment in. Candidates pick one language for the whole flow. English is selected by default, and at least one language must stay selected. You can choose from English, Arabic, Chinese, Dutch, French, German, Hindi, Indonesian, Italian, Japanese, Korean, Malay, Portuguese, Spanish, Ukrainian, and Vietnamese. Translating questions from their original language works only in Google Chrome. **Proctoring options**: check the controls you want. | Option | Default | | - | - | | **Auto-submit on timeout** | On | | **Detect face and gaze direction** | Off | | **Detect focus loss** | On | | **Detect sustained background noise** | Off | | **Detect tab changes** | On | | **Prevent copy/paste** | On | | **Require camera** | Off | | **Require fullscreen** | On | | **Require microphone** | Off | | **Restrict back navigation** | Off | Face and gaze detection turns on **Require camera**. Background noise detection turns on **Require microphone**. ## Step 5: Progression Set pass scores, weights, and whether Candidates continue to the AI interview automatically. Set when the flow is open and how Candidates are scored. * **Inactivity timeout (minutes)**: an in-progress assessment is submitted automatically after this long without activity. The minimum and default is 15 minutes. * **Assessment starts** and **Assessment ends**: the window in which Candidates can take the assessment, in your local time zone. By default, the window starts now and ends in seven days. The end must be after the start. For each assessment in the flow, set: * **Required**: the Candidate must meet this assessment's pass score and the overall required score to move on automatically. * **Pass score %**: from 0 to 100. The default is 70. * **Weight**: how much this assessment counts toward the total. Weights are split evenly when you add assessments, and they must add up to 100. * **Questions**: **All**, or **Custom count** to ask a set number of questions. With **Custom count**, enter a **Question count** between 1 and the number of questions in the assessment, and a **Time limit (min)** from 1 to 480. To move Candidates on automatically, check **Automatically continue to the AI interview** and set the **Required total score**. The default is 70%. Candidates must meet this total and the pass score of every assessment marked **Required**. Candidates who fail either condition are declined automatically. See [Assessments overview](/assessments/overview) for how this works. Click **Create** to save the flow. ## Edit an assessment flow 1. Click **Assessments** in the sidebar. 2. Find the flow. You can search by flow or Interviewer name, and sort by **Newest first** or **Name A–Z**. 3. Click **Open flow**. 4. Make your changes in any step. 5. Click **Update**. ## Review results Assessment results appear in the Candidate's report. 1. Open the Interviewer and click the Candidate. 2. Open the **Assessments** tab. At the top you see: * **Assessment score**: the Candidate's weighted total, and the required score if automatic progression is on. * **Assigned assessments**: how many assessments the Candidate was given. * **Passed**: how many they passed. Click an assessment to expand it. It has three tabs: * **Summary**: the **Final score**, **Pass threshold**, and how many questions were answered. * **Responses**: each question with the Candidate's answer. Auto-scored questions show the marks earned. Short and long answers show "Not scored or included in pass/fail." * **Integrity**: proctoring events such as exiting fullscreen, hiding the tab, or copy and paste attempts, with the time each happened. Integrity signals are review indicators, not proof of misconduct. Consider them alongside the Candidate's full response. ## Related docs * [Assessments overview](/assessments/overview) * [Interviewers](/interview-automation/interviewers) # Assessments overview Source: https://docs.interviewflowai.com/assessments/overview Test Candidates with timed, auto-scored questions before they reach your AI Interviewer. Assessments are written tests that Candidates complete before their AI interview. You attach a flow of one to five assessments to an Interviewer. Candidates answer questions such as multiple choice, true or false, and numeric questions, and most answers are scored automatically. ## When to use assessments Use an assessment when you want to check knowledge or skills with clear right answers, for example product knowledge, aptitude, or a technical topic. Use the AI interview when you want to hear how a Candidate explains their thinking in a spoken conversation. You can use both. The assessment filters Candidates first, and the Candidates who do well move on to the AI interview. ## How an assessment flow works * An assessment flow belongs to one active Interviewer. Each Interviewer can have only one flow. * A flow holds one to five assessments. Candidates take them in the order you set. * You choose a pass score and a weight for each assessment. The weighted results make up the Candidate's overall **Assessment score**. * Language and proctoring settings apply to the whole flow. * The flow is open only between the start and end times you set. To build a flow, see [Create an assessment](/assessments/create-an-assessment). ## The Candidate journey When you shortlist a Candidate for an Interviewer that has an assessment flow, the Candidate goes to the assessment first. They move through these stages: 1. **Shortlisted for Assessment**: the Candidate gets an email invitation to the assessment. 2. **Assessment In Progress**: the Candidate has started the assessment. 3. **Assessment Completed**: the Candidate has finished every assessment in the flow. What happens next depends on your settings. ### Automatically continue to the AI interview If you turn on **Automatically continue to the AI interview**, the Candidate moves on by themselves when both of these are true: * Their weighted total meets your **Required total score**. * They met the pass score of every assessment you marked as **Required**. If the Candidate falls short, they are declined automatically. Short answer and long answer questions are not scored. They don't count toward the total score or toward pass or fail. ### Public Interviewers If your Interviewer is public and **Automatically continue to the AI interview** is off, every Candidate who completes the assessment moves on to the AI interview automatically, whatever their score. ### Move Candidates on yourself If automatic progression is off and the Interviewer is not public, Candidates stay in **Assessment Completed**. Review their results, then click **Shortlist for AI interview** on the Candidate's report. In the Candidate list, the accept action on the Candidate's row does the same thing. ## Credits Assessments use credits. You are charged once per Candidate, when the Candidate starts the assessment flow. A Candidate who never starts it costs nothing. ## Related docs * [Create an assessment](/assessments/create-an-assessment) * [Interviewers](/interview-automation/interviewers) * [Invite Candidates to interview](/interview-automation/invite-applications-to-interview) # Agent profile Source: https://docs.interviewflowai.com/configuration/agent-profile Set the AI interviewer's name, voice, avatar, and response time. Use **Agent Profile** to choose how your AI interviewer looks and sounds to Candidates. These settings apply to your Company's AI interviews. ## Open Agent Profile 1. Click **Configuration** in the **Settings** section. 2. Select the **Agent Profile** tab. Only Owners can change these settings. Agent Profile settings with name, voice, photo and live avatars, and response time controls. ## Name Enter the name the AI interviewer uses. The default is **Avery Bennett**. ## Voice Pick a voice from the **Voice** list. Each voice shows its accent, such as American or British. Click **Play recording** to hear it. We recommend **David** or **Sophia** for the best experience. ## Avatar Choose how the AI interviewer appears in video interviews. * **Photo avatars**: Pick one of the default photos, or click **Upload custom avatar** to use your own image. Use a JPG, PNG, WEBP, or GIF image up to 1MB. * **Live avatars**: Animated 3D interviewers that move and speak during the interview. Live avatars use extra credits. Click an avatar to preview it, then click **Use this avatar**. The preview is lower quality than the avatar in the real interview. ## Response time **Response Time** controls how long the AI waits after a Candidate stops speaking before it replies. Drag the slider to a value from 300ms to 2000ms. **We recommend 1500ms**, which balances quick replies with a natural pace. * Lower values make the AI reply faster. * Higher values give Candidates more time to pause and think. Values below 800ms can make the AI interrupt Candidates during natural pauses. ## Save your changes Click **Save Changes**. # Candidate additional fields Source: https://docs.interviewflowai.com/configuration/candidate-additional-fields Create custom fields to store extra Candidate details and keep them in sync with your ATS. Additional fields let you store extra details on every Candidate's profile. For example, you can track an internal status or keep your ATS Candidate ID next to the interview record. ## Create a field Candidate Additional Fields form with an empty field name, optional description, and Text field type. Click **Configuration** in the sidebar. Select the **Candidate Additional Fields** tab. Click **Add Field**, then fill in: * **Field Name**: For example, "Candidate LinkedIn". * **Description** (optional): A short note on what the field holds. * **Field Type**: **Text**, **Number**, or **Boolean** (yes or no). Click **Save Changes**. Once you save a field, you can't edit or delete it. Check the name and type before you save. ## Limits * You can create up to 50 fields. * Field names can be up to 120 characters and must be unique. * Descriptions can be up to 1,000 characters. ## Fill in field values You fill in field values from a Candidate's interview report. See [Candidate report](/interview-automation/candidate-report). ## Keep fields in sync with your ATS Your technical team can connect these fields to your ATS with a [custom integration](/platform/api-integration/overview). This lets you: * Keep external IDs, such as a Greenhouse Candidate ID, next to the interview record. * Use field values to organize Candidate records in your connected tools. * Flag Candidates automatically based on steps in other tools. Only Owners can create additional fields. # Custom stages Source: https://docs.interviewflowai.com/configuration/custom-stages Add your own hiring stages to track Candidates beyond the built-in pipeline. Every Interviewer comes with built-in stages such as **Shortlisted**, **Completed**, and **Expired**. If you add an assessment or role play to an Interviewer, stages for those steps also appear, such as **Shortlisted for Assessment** or **Role Play Completed**. Custom stages let you add steps that match your own process, such as "Manager Review" or "Take-home test". ## Add a custom stage Click **Configuration** in the sidebar. Select the **Custom Stages** tab. You see your current stages laid out in order. Click **Add Stage** and enter a name, for example "Technical Round". Click **Save Changes**. Once you save a custom stage, you can't rename or delete it. Check the name before you save. ## Limits * You can add up to 20 custom stages. * Each name can be up to 80 characters. * You can't reuse the name of a built-in stage. ## Use custom stages After you save a stage, it appears in the stage selector next to each Candidate on the Interviewer's **Applicants** list. Pick a stage to move the Candidate there. See [Manage Candidates](/interview-automation/manage-candidates). Only Owners can add custom stages and change a Candidate's stage. # Customise application page Source: https://docs.interviewflowai.com/configuration/customise-application-page Change the text Candidates see on an Interviewer's application page and interview redirect page. You can change the text Candidates see before they start an AI interview. You set this for each Interviewer. ## Open the settings 1. Open the Interviewer. 2. Select the **Settings** tab. 3. Scroll to **Public Application Content**. Only Owners can change these settings. ## Application page copy Turn on **Application page copy** to replace the text at the top of the public application page. Use it to highlight your culture or details about the role. * **Subtitle** *(optional)*: A short line above the title, up to 120 characters. * **Job Title** *(required)*: The main heading, up to 255 characters. * **Custom Job Description** *(required)*: The full description. You can format the text. Click **Save Copy**. ## Interview redirect page Turn on **Interview redirect page** to change the page Candidates see just before the interview starts. Use it for final instructions or encouragement. * **Heading** *(required)*: Up to 255 characters. * **Subheading** *(required)*: Up to 1,000 characters. * **Redirect Page Content** *(required)*: The main text. You can format it. Click **Save Redirect**. ## Send Candidates to your own page after the interview Under **Redirect links**, enter an **Interview completion URL** to send Candidates to your own page when they finish. Leave it blank to show the built-in completion screens. Click **Save Redirect Link**. # Configuration Source: https://docs.interviewflowai.com/configuration/overview Manage Company-wide settings for AI Interviewers, Candidate fields, stages, and phone calls. Use **Configuration** to manage settings that apply across all your Interviewers. ## Open Configuration Click **Configuration** in the **Settings** section of the dashboard menu. ## Configuration tabs * **Agent Profile**: Set the AI interviewer's name, voice, avatar, and response time. * **Candidate Additional Fields**: Add custom fields for extra Candidate details. * **Custom Stages**: Customize the stages in your hiring process. * **Phone Call Config**: Connect and manage phone interview settings. Settings for a single Interviewer, such as its application page and Coordinator outreach, live in that Interviewer's **Settings** tab. See [Customise application page](/configuration/customise-application-page). ## Related docs * [Agent Profile](/configuration/agent-profile) * [Candidate Additional Fields](/configuration/candidate-additional-fields) * [Custom Stages](/configuration/custom-stages) * [Phone Call Config](/configuration/phone-call-config) # Phone call config Source: https://docs.interviewflowai.com/configuration/phone-call-config Connect a Twilio phone number so Candidates can take AI interviews over the phone. Connect a Twilio phone number to let Candidates complete AI interviews by phone. Once it's set up, you can choose **Phone only** or **Allow both** as the **Interview channel** in an Interviewer's [Interview settings](/interview-automation/create-an-ai-interviewer/interview-settings#interview-channel). Phone interviews are available on the Growth and Scale plans. ## What you need from Twilio You need a [Twilio](https://www.twilio.com) account with a phone number that can make calls. From your Twilio Console, copy: * Your **Account SID** * Your **Auth Token** * Your Twilio **phone number** ## Connect your number Click **Configuration**, then select **Phone Call Config**. Under **Twilio credentials**, paste your **Twilio Account SID** and **Twilio Auth Token**. Under **Calling number and cost limit**, enter: * **Twilio Phone Number**: The number Candidates see when you call them. Use international format with a plus sign and country code, for example `+14155550123`. * **Max Cost Per Minute**: The most you're willing to pay per minute of calling, for example `0.25`. It must be greater than 0. Click **Save**. The status changes to **Configured** once all four details are saved. ## Update your settings later * **Change your number or cost limit**: Update **Twilio Phone Number** or **Max Cost Per Minute** and click **Save**. You don't need to re-enter your credentials. * **Rotate credentials**: Update **Twilio Account SID** and **Twilio Auth Token** only when they change in Twilio. # Invite your team Source: https://docs.interviewflowai.com/getting-started/invite-your-team Bring your teammates onto InterviewFlowAI. Invite your team to create Interviewers and review Candidates together. Team is available on the **Scale** plan. ## Roles * **Owner**: Can manage billing, Company settings, and team access. * **Viewer**: Can see Candidates, results, and scorecards, but can't change settings. ## How to invite 1. Click **Team** in the **Manage** section. 2. Click **Invite member**. 3. Enter their name and email address. 4. If they don't have an account yet, set a temporary password. 5. Choose a role and click **Send invite**. Invitations expire after 7 days. See [Team](/platform/team) for more. # Set up your account Source: https://docs.interviewflowai.com/getting-started/setup-your-account Create your InterviewFlowAI account, add your Company details, and choose a plan. Setup takes a few minutes. You create an account, add your Company details, and choose a plan. ## Step 1: Create your account Go to the sign-up page and choose one option: * Click **Sign up with Google** or **Sign up with LinkedIn**. * Or enter your name, work email, and a password, then click **Create account**. If you sign up with email, use your business email address. Personal addresses such as Gmail, Yahoo, or Outlook aren't accepted. Your password needs at least 8 characters, with an uppercase letter, a lowercase letter, a number, and a special character. ## Step 2: Verify your email If you signed up with email, we send you a verification link. Open it to confirm your account, then log in. Check your spam folder if you don't see it. ## Step 3: Log in On the login page, you can: * Click **Continue with Google** or **Continue with LinkedIn**. * Enter your email and click **Continue with Email OTP**. We email you a 6-digit code. Enter it and click **Verify & Sign in**. * Click **Use Password Instead** to log in with your password. ## Step 4: Choose a plan Before you can use the dashboard, start a plan or a free trial on the **Plans** page. If you signed up with a business email, you can start a 7-day trial of Pilot, Growth, or Scale. The trial includes free credits and the plan's features. You add a card at checkout, and the plan continues automatically after the trial unless you cancel. ## Step 5: Add your Company profile Enter your **Company Name** and **Company Website URL**. Both are required. Click **Generate Description with AI** to draft a Company description from your website, edit it if needed, and click **Save & Continue to Dashboard**. These details appear on the application pages you share with Candidates. ## Step 6: Create your first Interviewer If you're on a trial, a short 4-step guide helps you build your first Interviewer: 1. **Role**: Pick the kind of role, or paste your own job description. 2. **Use case**: Choose how you'll use the interview, such as screening inbound applicants. 3. **Context**: Confirm your Company profile and expected number of applicants. 4. **Generate**: Click **Generate** to create a draft Interviewer you can review. You can click **Skip** to go straight to the dashboard. ## Add your logo and careers page Add your Company logo from **My Profile** in the account menu, under **Company Logo**. From there you can also turn on your public [Careers page](/platform/careers-page). # Introduction Source: https://docs.interviewflowai.com/index Automate first-round Candidate screening with AI phone and video interviews, scoring, and Candidate reports. Welcome to the InterviewFlowAI Knowledge Base. Use these docs to create AI Interviewers, invite Candidates, review results, and connect InterviewFlowAI with the tools your Company already uses. ## Choose the right workflow | Feature | Use it to | | - | - | | AI Interviewer | Run an automated phone or online interview with role-specific questions. | | Resume screening | Evaluate application evidence before inviting Candidates. | | Assessment | Test knowledge with scored questions before the AI interview. | | Role play | Evaluate how Candidates respond to a realistic scenario. | | Notetaker | Record a human-led interview and generate a transcript and report. | | Coordinator | Send meeting invitations and include Notetaker in scheduled interviews. | ## Start here * [**Set up your account**](/getting-started/setup-your-account): Create your Company profile and prepare your dashboard. * [**Invite your team**](/getting-started/invite-your-team): Add Owners and Viewers so your team can work together. * [**Create an AI Interviewer**](/interview-automation/create-an-ai-interviewer/overview): Define the role, interview settings, application form, and questions. * [**Invite Candidates to interview**](/interview-automation/invite-applications-to-interview): Send interview links and manage Candidate entry points. ## Dashboard areas * **Main**: Manage Interviewers, review analytics, run assessments and role plays, record calls with Notetaker, and search for talent. * **Manage**: Control team access, sourcing sequences, and email templates. * **Settings**: Configure Company settings, ATS connections, API keys, and MCP. Webhooks are set up in each Interviewer. ## Important guides Create Interviewers with role details, interview settings, application forms, and custom questions. Evaluate resumes, extract direct evidence, and rank Candidates with consistent criteria. Analyze interview data and compare Candidates side by side. Test Candidates with scored questions before the AI interview. Put Candidates in a realistic scenario with an AI character and score how they handle it. Record recruiter-led calls and generate transcripts, structured reports, and reviewable notes. Connect InterviewFlowAI with your ATS, internal tools, API keys, and webhooks. ## Common workflows * [**Export Candidate data**](/interview-automation/export-candidates-data) * [**Customize email templates**](/platform/email-templates) * [**Configure Candidate additional fields**](/configuration/candidate-additional-fields) * [**Enable your Careers page**](/platform/careers-page) # Advanced filters Source: https://docs.interviewflowai.com/interview-automation/advanced-filters Narrow your Candidate list by stars, scores, dates, tags, and question scores. Advanced filters help you focus on the Candidates who best match what you need. You can combine several filters at once. ## Open the filters 1. Open an Interviewer and go to the **Applicants** tab. 2. Click the filter button above the Candidate list. The **Refine results** panel opens. 3. Set the filters you want, then click **Apply filters**. To start over, click **Clear all**. ## Available filters * **Starred candidates**: Show only Candidates your team gave a star rating. * **Score range**: Show Candidates whose score falls between a minimum and maximum, from 0 to 100. * **Completed date**: Show Candidates who finished the interview between two dates. * **Tag filters**: Match a tag saved on the Interviewer with the value a Candidate gave. This section appears only when the Interviewer has tags. You can add more than one tag rule. A Candidate must match every rule to appear. * **Custom question rules**: Pick a custom question and set a minimum score from 0 to 5. You can add a rule for more than one question. A Candidate must meet every rule to appear. Use custom question rules for your must-have skills. For example, set a minimum score of 4 on your most important technical question to see only the strongest answers. ## How question rules change sorting When you apply at least one custom question rule, the list is sorted by **Custom Question Score**, highest first. You can pick a different sort order at any time. # Ask FlowAI Source: https://docs.interviewflowai.com/interview-automation/ask-flowai Ask an AI assistant questions about one or more Candidates. Ask FlowAI is an AI assistant that answers your questions about Candidates. It looks at each Candidate's interview results and resume, so you can get answers without opening every report. ## Start a conversation 1. Open an Interviewer and go to the **Applicants** tab. 2. Select between 1 and 10 Candidates using the checkboxes. 3. Click **Bulk Actions**, then **Ask FlowAI**. 4. Type your question and press send. Ask FlowAI works with up to 10 Candidates at a time. If you select more, deselect some before you continue. ## Compare Candidates Select two or more Candidates to compare them side by side. You can ask FlowAI to: * Point out which Candidate is strongest in a specific area, such as problem solving. * Sum up the pros and cons of each Candidate against the role. * Find the best fit for the role based on the interview data. ## Look closer at one Candidate Select a single Candidate to ask about their performance in detail. **Example questions:** * "Summarize this candidate's technical skills." * "What are the key strengths from their resume?" * "How did the candidate answer the question about team leadership?" * "What are the potential red flags in this interview?" FlowAI helps you decide, but it doesn't decide for you. It can't shortlist or decline a Candidate. You make the final call. # Candidate report Source: https://docs.interviewflowai.com/interview-automation/candidate-report Review a Candidate's scores, AI analysis, recording, transcript, and trust score in one place. The Candidate report shows everything from a Candidate's interview. Open it by clicking a Candidate on an Interviewer's **Applicants** tab. ## Top of the report The top of a Candidate report. At the top, you see the Candidate's name, email, and current stage. From here you can: * **Accept** or **Decline** a Candidate who is waiting for review. * **Rate Candidate** with 1 to 5 stars. * **Export PDF** to download the full report. * Move to the previous or next Candidate with the arrow buttons. If a Candidate retook the interview, switch between **Original** and each **Retake** to see every attempt. ## Report tabs * **Interview Summary**: The AI's analysis of the interview, including **Strengths**, **Risks or Gaps**, skill scores, and the interview recording. * **Assessments**: Results from any assessment the Candidate took. * **Role Play**: Results from any role play the Candidate took. * **Application Questions**: The Candidate's answers to your screening questions. * **Communication**: How well the Candidate communicated, including grammar, vocabulary, and conversational flow. * **Custom Q\&A**: The Candidate's answers and scores for your custom questions. * **Timeline**: Each step the Candidate took, with dates and times. * **Proctoring**: The trust score, with a score breakdown, signal overview, and detailed analysis of any unusual activity. ## Recording and transcript Play the interview recording from the report. The transcript shows the full conversation. If the interview was in another language, switch between **Original Transcript** and **English Transcript**. Click a line in the transcript to jump to that point in the recording. ## Candidate details Click **Candidate Details** to open a side panel with: * **Notes**: Private notes visible only to your team. * **Candidate Additional Fields**: Fill in values for your [additional fields](/configuration/candidate-additional-fields). * **Resume Analysis**: The AI's review of the Candidate's resume. * **Trust Score**: A summary of the proctoring results. ## Export the report as a PDF Click **Export PDF** to download the report. The PDF includes a decision snapshot, strengths and risks, scores, answers, additional fields, trust score, and the transcript. Only Owners can accept, decline, rate, add notes, or fill in additional fields. Viewers can read the report and export it. # Coordinator Source: https://docs.interviewflowai.com/interview-automation/coordinator Automatically invite qualified Candidates to schedule an interview with your team. Coordinator connects an AI interview result to your scheduling process. When a Candidate meets your configured pass score, InterviewFlowAI emails the Candidate a link to choose an interview time. ## How Coordinator works 1. A Candidate completes an AI interview. 2. InterviewFlowAI compares the final score with your Coordinator pass score. 3. If the score meets or exceeds the pass score, InterviewFlowAI sends the Candidate an interview invitation after your configured delay. 4. The Candidate opens your scheduling link and chooses an available time. 5. Your scheduling provider manages availability, calendar invitations, and meeting details. Each qualifying Candidate receives one Coordinator invitation per interview. ## Before you start You need: * An HTTPS scheduling link that Candidates can open. * A pass score from `0` to `100`. * A send delay from `0` to `720` hours. Your scheduling page should show the availability of the team member who will conduct the interview. Configure calendar invitations and video meeting links in your scheduling provider. ## Configure Coordinator Open the Interviewer you want to configure. Select the **Settings** tab and find **Coordinator outreach** under **Candidate Communication**. Enter the complete scheduling URL, including `https://`. Enter the minimum AI interview score required to receive an invitation. A Candidate whose score equals the pass score qualifies. Set **Send after** in hours. Use `0` to send immediately after the interview is scored. Click **Save coordinator**. The scheduling link and pass score are required. Leave both blank and save to disable Coordinator for the Interviewer. ## Candidate email Qualified Candidates receive an email with: * The Candidate's first name. * The Interviewer role. * A button that opens your scheduling link. The Coordinator email uses a fixed template. You can't edit it in [Email templates](/platform/email-templates). Coordinator invitations are separate from the standard Candidate completion email. You can enable or disable the completion email independently. ## Calendar and meeting links The service behind your scheduling link controls live availability and creates the calendar event. Configure that service to add a video meeting link and send invitations to the Candidate and your team. For example, a scheduling service connected to Google Calendar can create a Google Meet link. A service connected to Microsoft Outlook can create a Microsoft Teams link. The exact behavior depends on your scheduling provider's settings. ## Record the interview and generate notes Coordinator does not automatically add the InterviewFlowAI Notetaker to the scheduled event. To record, transcribe, and generate notes for the conversation, connect the relevant calendar and add the Notetaker to the event. See [Notetaker](/interview-automation/human-interview-notetaker) for setup instructions. Inform every participant before recording. Confirm that the Candidate has consented to recording and transcription. Completed Notetaker conversations appear in the dashboard. The report contains conversation notes and does not assign a Candidate score. ## Troubleshooting ### A qualified Candidate did not receive an invitation * Confirm that the Candidate completed the AI interview. * Confirm that the final score meets or exceeds the configured pass score. * Confirm that the Coordinator scheduling link, pass score, and send delay are saved. * Confirm that the Candidate has a valid email address. * Ask the Candidate to check spam or filtered folders. ### The scheduling button does not open the expected calendar Open the saved scheduling link directly. Update the link in **Settings** if it points to the wrong scheduling page or team member. ### The calendar invitation has no meeting link Enable automatic video conferencing in your scheduling provider. Coordinator sends your scheduling URL but does not create or modify the provider's calendar event. ### The Notetaker did not join Coordinator does not add the Notetaker automatically. Follow the [Notetaker setup guide](/interview-automation/human-interview-notetaker) to connect the calendar and schedule the Notetaker. # Application form Source: https://docs.interviewflowai.com/interview-automation/create-an-ai-interviewer/application-form Add questions Candidates answer before and after the AI interview. The application form has two tabs: **Pre-interview** and **Post-interview**. Both are optional. The best application forms feel precise, not heavy. A few short, specific questions work better than a long form. ## Pre-interview questions Pre-interview questions appear on the application form, before the interview starts. Use them to filter out Candidates who don't meet your must-have requirements. ### Add a question Click **Add pre-interview questions**, then either: * Pick a ready-made template, such as Background Check, Driver's License, Drug Test, Education, Expertise with Skill, Hybrid Work, Industry Experience, Language, Location, Onsite Work, Remote Work, Urgent Hiring Need, Visa Status, Work Authorization, or Work Experience. * Click **Custom Question** to write your own. ### Set up each question * **Question**: What the Candidate sees (up to 200 characters). * **Response type**: **Yes / No**, **Numeric**, or **Text**. * **Ideal answer**: The answer you're looking for. For **Numeric** questions, choose an **Ideal Answer Type** and enter whole numbers: * **Min**: The answer must be at least this value. * **Max**: The answer must be at most this value. * **Range**: The answer must fall between the minimum and maximum values. * **Exact**: The answer must equal this value. **Text** questions have no ideal answer. * **Required**: The Candidate must answer before they can continue. * **Must-have qualification**: Candidates who don't give the ideal answer are automatically declined. This option is not available for **Text** questions. ### Best practices * **Keep must-haves for true deal-breakers**: Every **Must-have qualification** removes Candidates automatically. * **Review numbers when the role changes**: Update thresholds, like years of experience, when the seniority changes. * **Use ranges for upper and lower limits**: Choose **Range** when both a minimum and a maximum matter. ## Post-interview questions Post-interview questions are asked right after the Candidate finishes the AI interview. Use them for follow-up details that don't belong in the conversation, such as a take-home test link, code repository, portfolio URL, or final availability. Click **Add Custom Question** and type your question (up to 200 characters). # Interview settings Source: https://docs.interviewflowai.com/interview-automation/create-an-ai-interviewer/interview-settings Set the interview language, timing, channel, Candidate requirements, intro video, and interview messages. This step controls how the interview runs and what Candidates must provide before they start. ## Timing and language Timing, link, retake, and interview channel settings. * **Interview Language**: The language the AI interviews in. Choose from Arabic, Chinese, Dutch, English, French, German, Hindi, Indonesian, Italian, Japanese, Korean, Malay, Portuguese, Spanish, Ukrainian, or Vietnamese. Changing the language resets the interview messages to the defaults for that language. * **Max. Interview Duration (minutes)**: From 10 to 60 minutes. The default is 10. Longer interviews use more credits. ## Link and retakes * **Link Expiration (days)**: How long the interview link stays valid, from 1 to 365 days. The default is 4 days. * **Max Retakes Allowed**: How many times a Candidate can retake the interview, from 0 to 3. The default is **0 (No retakes)**. ## Interview channel Choose how Candidates join the interview: * **Web call**: Candidates join in their browser with audio or video. This is the default. * **Phone only**: Candidates receive a phone call. * **Allow both**: Candidates choose a phone call or a web call. Phone interviews are available on the Growth and Scale plans. Before you can use **Phone only** or **Allow both**, connect your phone number in [Phone call config](/configuration/phone-call-config). ## Candidate requirements Choose what Candidates must provide before they start: * **Video required**: Candidates must turn on their camera during the web call. Turn it off for audio-only web interviews. This option is hidden when you choose **Phone only**. * **Resume required**: Candidates must upload a resume before they submit. This is locked on when resume-based questions are turned on in [Question settings](/interview-automation/create-an-ai-interviewer/question-settings). * **Portfolio URL required**: Candidates must include a portfolio link. This option depends on your plan. * **Desktop only**: Candidates can only take the interview on a desktop device. This is on by default. ## Intro video Upload a short welcome or role overview video. It plays before the AI interview begins, giving Candidates a more personal experience. * **Accepted formats**: MP4, WebM, MOV. * **Maximum file size**: 10MB. Click **Upload intro video** to add one, **Replace intro video** to change it, or **Remove video** to delete it. ## Interview messages Customize what the AI says at the start and end of the interview. Click **Default** next to a message, or **Restore All Defaults**, to go back to the original wording. Use variables like `{fullName}`, `{firstName}`, `{jobTitle}`, and `{jobRole}` to personalize messages. They are replaced automatically during the interview. * **Introduction Message** (required, up to 1,000 characters): The first message Candidates hear. * **Default**: "Hi , I'll be your AI interviewer today. It's a pleasure to meet you! This is a structured interview designed to provide a fair and consistent experience for all candidates. For each question, you'll have about two minutes to respond. If you don't understand a question, you can ask me to repeat it. Are you ready to get started?" * **Ice Breaker** (optional, up to 500 characters): A friendly opening question to help Candidates feel comfortable. * **Default**: "To start off, could you tell me a little bit about yourself and what excites you about the role?" * **Interview Closing Message** (required, up to 500 characters): The last message Candidates hear. * **Default**: "Thank you for completing the interview. We appreciate the time and effort you have taken to share your experience with us. Your responses will now be reviewed as part of our selection process. If your profile is shortlisted for the next stage, our team will contact you directly. Thank you again for your interest in the opportunity, and we wish you all the best." Want to ask Candidates for extra details after the interview, like a portfolio link or availability? Add post-interview questions in the [Application form](/interview-automation/create-an-ai-interviewer/application-form#post-interview-questions) step. # Create an AI interviewer Source: https://docs.interviewflowai.com/interview-automation/create-an-ai-interviewer/overview Set up an Interviewer that runs structured AI interviews, scores Candidates, and helps you review Candidate evidence. An Interviewer is the AI that interviews Candidates for one role. It runs a structured, time-boxed interview (10 to 60 minutes) and scores every Candidate against the same criteria. The better your setup, the better the Candidate experience and the more useful the scores. ## Start a new Interviewer Start from scratch or from a template. Click **Create Interviewer**. You can choose how to start: * **Create from Scratch**: Configure every setting yourself. * **Browse Templates**: Start from a ready-made Interviewer for a common role. Learn more in [Interviewer templates](/interview-automation/templates). ## The five setup steps The **Create Interviewer** flow walks you through five steps: 1. [**Role Details**](/interview-automation/create-an-ai-interviewer/role-details): The job title, role, hiring profile, and job description. 2. [**Interview settings**](/interview-automation/create-an-ai-interviewer/interview-settings): Language, duration, link expiry, retakes, interview channel, Candidate requirements, and interview messages. 3. [**Application form**](/interview-automation/create-an-ai-interviewer/application-form): Questions Candidates answer before and after the interview. 4. [**Question settings**](/interview-automation/create-an-ai-interviewer/question-settings): Choose where interview questions come from: manual, resume based, or skill based. 5. [**Questions**](/interview-automation/create-an-ai-interviewer/questions): Review the question order and write your manual questions. Click **Create Interviewer** on the last step to save it. ## After you create the Interviewer Open the Interviewer to find more settings in its tabs: * **Resume**: Set up [AI resume screening](/interview-automation/resume-screening-settings). * **Language**: Adjust [language proficiency scoring](/interview-automation/language-proficiency). * **Proctoring**: [Enable proctoring](/platform/enable-proctoring) to detect suspicious behavior. * **Find candidates**: Share, embed, or import Candidates. See [Interviewer settings](/platform/interviewer-settings#find-candidates). * **Settings**: Access, emails, summaries, and redirects. See [Interviewer settings](/platform/interviewer-settings). Assessments and role plays are set up from their own pages. See [Assessments](/assessments/overview) and [Role plays](/role-plays/overview). ## Pre-publish checklist Before you share your Interviewer, check that: * [ ] The job title and role are specific and accurate. * [ ] The interview duration and link expiration fit your hiring timeline. * [ ] **Max Retakes Allowed** is set to the number of attempts you want. * [ ] The introduction, ice breaker, and closing messages sound like your company. * [ ] Application questions are short, and only true deal-breakers are marked **Must-have qualification**. * [ ] At least one question source is turned on, and its instructions are clear. * [ ] Every manual question has complete evaluation criteria. **Common mistakes to avoid** * **Vague instructions**: Broad resume or skill instructions lead to generic questions. * **Too much time, too few questions**: A 60-minute interview with only three questions feels empty. * **Too many follow-ups**: Giving every question the maximum follow-ups can make the AI rush the end of the interview. * **Rigid screening**: Marking too many application questions as **Must-have qualification** filters out good Candidates. # Question settings Source: https://docs.interviewflowai.com/interview-automation/create-an-ai-interviewer/question-settings Choose where interview questions come from: manual, resume based, or skill based. Choose one or more question sources for the interview. All three are off by default, and you must turn on at least one to continue. Not sure which to use? See [Skills vs. resume vs. custom questions](/interview-automation/skills-vs-resume-vs-custom-questions). ## Manual questions You write the exact questions the AI asks every Candidate. You add them in the next step, [Questions](/interview-automation/create-an-ai-interviewer/questions). ## Resume based The AI writes questions for each Candidate based on their resume. Turning this on also locks **Resume required** on, because the AI needs a resume to work from. * **Resume question instructions** (required, up to 4,000 characters): Tell the AI what to probe in the resume. For example, "Focus heavily on problem solving, ownership, and depth of prior work." Click **Generate** to have the AI draft instructions from your role details. * **Max questions**: How many resume questions to ask, from 1 to 10. The default is 5. * **Max duration per question (min)**: The time limit for each question, not the whole set, from 0.5 to 10 minutes. The default is 2. ## Skill based The AI writes questions for each Candidate based on their skills. * **Allowed Skills**: The skills Candidates can choose from. Search the list or type your own, or click **Generate skills** to have the AI suggest skills from your role details. * **Per-skill instructions**: Each skill in your list gets its own instructions box. Tell the AI what to assess for that skill, for example, "Assess depth of SQL in a real-world context." Skills without instructions use the default approach. * **Flexible skills**: Let Candidates add skills that are not on your list. * **Max questions**: How many skill questions to ask in total, from 1 to 10. The default is 5. * **Max duration per question (min)**: The time limit for each question, not the whole set, from 0.5 to 10 minutes. The default is 2. Candidates get skills as follows: * If **Flexible skills** is on, each Candidate selects exactly as many skills as **Max questions**. They can mix skills from your list, the platform skill list, and their own. Your list can be empty. * If it's off and **Allowed Skills** has more skills than **Max questions**, each Candidate selects as many skills as **Max questions** from your list. * If it's off and your list has the same number of skills as **Max questions** or fewer, Candidates get every skill automatically and don't select any. To continue, either add instructions to at least one skill or turn on **Flexible skills**. You can change the order of the question sources in the next step. # Questions Source: https://docs.interviewflowai.com/interview-automation/create-an-ai-interviewer/questions Review the question order and write the manual questions the AI will ask. This step shows every question source you turned on in [Question settings](/interview-automation/create-an-ai-interviewer/question-settings). It is available once at least one source is on. ## Set the question order Each source appears as its own section. Use the up and down arrows next to a section to change the order the AI asks them in. Put your most important questions first. ## Review resume and skill questions The **Resume questions** and **Skill questions** sections summarize your settings: the **Max questions**, the **Max duration per question**, and your instructions or skills. The AI writes these questions for each Candidate, so there is nothing to add here. To change them, go back to **Question settings**. ## Add manual questions If you turned on **Manual questions**, the AI suggests a starting set of questions based on your role details when you reach this step. Edit, remove, or add to them with **Add question**. The AI asks these questions during phone or video interviews for this role. Each question needs complete evaluation criteria so the AI can score answers consistently: | Field | What it does | Limits | | - | - | - | | **Question** | What the AI asks the Candidate. | Keep it specific and clear. | | **What you are looking for** | The traits or evidence you want to hear. | Required. | | **Strong answer (5)** | What a top answer sounds like. | Required. | | **Weak answer (1)** | What a poor answer sounds like. | Required. | | **Weight** | How much the question counts toward the score. | 1 to 10. The default is 5. | | **Max Follow-ups** | How many follow-up questions the AI can ask to dig deeper. | 0 to 2. The default is 1. | | **Max Duration (min)** | The time limit for the question. Candidates see a timer. | 0.5 to 10 minutes. The default is 2. | ## Weight and follow-up guidance * **Low weight (1 to 4)**: Nice-to-know or supporting questions. * **Weight 5 to 8**: Core skills for the role. * **Weight 9 to 10**: Role-critical differentiators. * **0 follow-ups**: Simple factual checks. * **1 to 2 follow-ups**: Behavioral or skills questions, where the AI may need more evidence. ## Write better questions Ask for real evidence with this structure: 1. Ask for a specific past situation. 2. Ask what the Candidate did. 3. Ask for a measurable outcome. * **Better**: "Tell me about a time you improved conversion in a low-performing funnel. What did you change and what metric improved?" * **Avoid**: "How do you think about conversion optimization?" Keep each question focused on one skill so the score stays clear. # Role details Source: https://docs.interviewflowai.com/interview-automation/create-an-ai-interviewer/role-details Set the job title, role, hiring profile, and job description for your Interviewer. Role details tell the AI what job it is interviewing for. Everything else in the setup builds on this step, so keep it precise. ## Import details from an existing job post Save time by filling this step from a job you have already written. This option is available when you create a new Interviewer. 1. Choose **From job posting URL** and paste a public job link, or choose **From job description** and paste the full text. 2. Click **Extract details**. The AI fills in the job title, role, job type, experience range, job description, and context where it can find them. Review and edit the results before you continue. ## Job title and role * **Job Title**: Include the seniority and function (up to 255 characters). * **Better**: Senior Frontend Engineer (React) * **Avoid**: Developer * **Job Role**: Pick the closest match from the list of common roles, such as Account Executive, Customer Success Manager, Data Scientist, or Software Engineer. If none fits, choose **Other** and type your own role in **Custom Role**. ## Hiring profile * **Min Experience (years)** and **Max Experience (years)**: Add an experience range when the role needs one. * **Job Type**: Choose **Full-time**, **Part-time**, **Contract**, or **Intern**. * **Location Type**: Choose **Remote**, **Onsite**, or **Hybrid**. For **Onsite** and **Hybrid**, you must enter the **Country**, **City**, and **Zipcode**. ## Role brief * **Job Description** (required): Include responsibilities, must-have and nice-to-have skills, and benefits. The field starts with a sample description, so replace it with your own before you continue. * **Context**: Add details the AI should know beyond the job description, such as salary, team structure, or business nuance. Keep it to 200 words or fewer. ### Candidate Q\&A Turn on **Candidate Q\&A** to let Candidates ask their own questions. After the interview questions, the AI asks whether the Candidate has any questions and answers them from your **Context**. When **Candidate Q\&A** is on, **Context** is required. Only include information you are happy to share with Candidates. ## Candidate tags Candidate tags are optional labels the AI fills in from each interview, so you can filter and compare Candidates quickly. For example, a "Work Authorization" tag might have the options "Citizen", "Visa required", and "Not specified". * **Tag name**: A clear name for the tag. * **Options**: Type an option and press Enter. Keep values short and consistent so filtering stays clean. You can add up to 25 tags, each with up to 20 options. Click **Add another tag** to add more. # Export Candidates data Source: https://docs.interviewflowai.com/interview-automation/export-candidates-data Download Candidate data as a CSV file or send it to your own systems with webhooks. You can download Candidate data as a CSV file, or send it to your own systems automatically as Candidates move through the interview. ## Export to CSV Open an Interviewer and go to the **Applicants** tab. Apply any filters you want. The export includes only the Candidates that match your current filters. Click **Export Applicants** at the top of the page. Choose the columns to include, such as **Candidate Name**, **Stage**, **Interview Score**, **Star Rating**, or **Transcript**. Custom columns from your Candidates' extra details are listed under **Custom columns**. Use **Search fields** to find a column quickly. Click **Export CSV**. The file is prepared in the background and usually takes about 2 minutes. You can keep working while you wait. When it's ready, a message appears. Click **Download CSV** to save the file. ## Send data with webhooks Webhooks send Candidate data to your own systems as soon as something happens, such as a Candidate finishing an interview. You turn them on separately for each Interviewer. 1. Open an Interviewer and go to the **Integrations** tab. 2. Under **Outbound Webhooks**, click **Enable Webhooks**. 3. Add your destination URL in the webhook portal that opens. See [Webhooks](/platform/webhooks) for the full setup and the list of events. # Notetaker Source: https://docs.interviewflowai.com/interview-automation/human-interview-notetaker Record recruiter-led interviews, generate transcripts and structured notes, and keep each conversation linked to the right Candidate. InterviewFlowAI Notetaker joins recruiter-led calls as a visible participant. It records the conversation, creates a transcript, and generates a structured report for your team. ## Before you start * You need **Owner** access to connect a calendar, add a Notetaker, create a meeting, link a Candidate, cancel a meeting, or delete a conversation. * Inform every participant that the call will be recorded and transcribed. * Confirm Candidate consent when you add the Notetaker. * Configure [custom stages](/configuration/custom-stages) if you want to categorize recruiter-led interviews. The Notetaker page only shows conversations where you are the scheduler, calendar organizer, or an attendee. ## Open Notetaker Open **Notetaker** from the dashboard navigation. The page contains: * **Conversations**: Search and review scheduled or completed calls. * **Add events from your calendar**: Connect or disconnect Google Calendar. * **Your calendar**: Browse a day, search events, and add the Notetaker to an existing meeting. * **Join an ongoing or soon-to-start call**: Paste a supported meeting URL. You can also open a Candidate's interview details and select the **Notetaker** tab. From there, you can: * Paste a meeting URL with the Candidate already selected. * Create a Google Calendar meeting for that Candidate. * Choose a synced calendar event. * Filter synced events by the Candidate's name or email. * Review that Candidate's Notetaker conversations and saved notes. ## Add the Notetaker Choose the workflow that matches how the meeting was created. ### Paste a meeting URL Use this option when a call is starting soon or already in progress. In **Join an ongoing or soon-to-start call**, click **Paste meeting URL**. Paste a Google Meet, Zoom, Microsoft Teams, or Webex URL. Confirm that the Candidate knows InterviewFlowAI will record, transcribe, and generate notes. Click **Join meeting**. The Notetaker joins as a visible participant. You can link the resulting conversation to a Candidate later. ### Suggested questions When you link a Candidate, you can click **Generate with AI** under **Suggested questions**. InterviewFlowAI uses the Candidate's resume, earlier interview results, and transcript to suggest short new questions and follow-ups. Click **Download** to save them. ### Add the Notetaker to an existing Google Calendar event In **Add events from your calendar**, click **Connect Google** and complete authorization. In **Your calendar**, select the day and search by event title or attendee email. Click the **+** button on an upcoming event that does not already have a scheduled Notetaker. Search by Candidate email and select the correct Interviewer. Linking is optional for an existing event. Select a stage, confirm consent, and click **Schedule notetaker**. ### Create a new Google Calendar meeting Use **Create meeting** to create an invitation and schedule the Notetaker together. 1. Connect Google Calendar. 2. Click **Create meeting**. 3. Find the Candidate by email and select the correct Interviewer. 4. Select a stage and enter the meeting title. 5. Choose the date, start time, and end time. Times use 15-minute intervals in your local timezone. Meetings must last between 5 minutes and 8 hours. 6. Add team attendees and an optional meeting description. 7. Confirm Candidate consent. 8. Click **Create meeting**. InterviewFlowAI creates the Google Calendar event, includes the Candidate and selected team members, and schedules the Notetaker. If **Create meeting** is unavailable, reconnect Google Calendar to grant the required event permissions. ## Link an unlinked conversation A pasted meeting URL or calendar event can appear as an **Unlinked conversation**. 1. Find the conversation in **Conversations**. 2. Click **Link candidate**. 3. Search by Candidate email. 4. Select the correct Interviewer. 5. Click **Link candidate**. After linking, the completed conversation is available from the Candidate's interview details. ## Track conversations Use the **All**, **Scheduled**, and **Completed** tabs to organize calls. Search by Candidate, email, Interviewer, or meeting title. Cancelled and expired conversations are hidden by default. Select **Show cancelled** or **Show expired** when you need them. Common statuses include: * **Scheduled**: The Notetaker is waiting for the meeting. * **Recording**: The Notetaker is in the call. * **Recorded**, **Transcribing**, or **Analyzing**: InterviewFlowAI is processing the conversation. * **Notes ready**: The report, transcript, and available recording are ready. * **Failed**, **Transcript failed**, or **Analysis failed**: Part of the workflow could not be completed. Open the conversation to see the failure reason. * **Cancelled**, **Calendar event deleted**, or **Expired**: The Notetaker will not join. Use the refresh button in the page header to reload conversations and calendar data. ## Review a completed conversation Select a completed conversation to open its report. Depending on the available data, you can review: * Conversation type and participants * Executive summary * Topics discussed * Strengths and weaknesses * Team fit * Red flags * Next steps * Custom report sections * Recording and playback controls * Transcript Timestamp links in the report and transcript jump to the matching point in the recording. If you have edit access, click **Edit Report** to revise the generated report. You can edit, add, or remove topics and report items, then click **Save All**. ## Cancel a Notetaker or meeting Only the meeting owner can cancel eligible scheduled items. * **Cancel notetaker** removes the scheduled Notetaker but keeps the calendar meeting. * **Cancel meeting** cancels a Google Calendar meeting created by InterviewFlowAI and removes its Notetaker. Disconnecting Google Calendar removes the connection. Scheduled Notetakers that depend on that connection will no longer receive calendar updates. ## Delete a conversation If you have **Owner** access, you can delete a conversation with one of these statuses: **Notes ready**, **Analysis failed**, **Transcript failed**, **Failed**, **Cancelled**, **Calendar event deleted**, or **Expired**. 1. Click the delete icon on the conversation. 2. Review the confirmation message. 3. Click **Delete conversation**. Deleting a conversation permanently removes its transcript, recording references, and report. You cannot undo this action. ## Troubleshooting ### A calendar event is missing * Confirm that Google Calendar is connected. * Select the correct day. * Search by title or attendee email. * Click the calendar refresh button. * Confirm that the event falls within the available calendar range. ### The Notetaker does not join * Confirm that the meeting is starting soon or already in progress. * Check that the URL is a supported Google Meet, Zoom, Microsoft Teams, or Webex link. * For email invitations, confirm that the event organizer matches the connected Google account. * Confirm that the calendar event contains a video meeting link. * Check the conversation status and failure message. ### You cannot create meetings Reconnect Google Calendar to refresh event permissions. You also need **Owner** access in InterviewFlowAI. ### Notes or a recording are unavailable Processing can continue after the meeting ends. Refresh the page and check the status. A transcript may be available even when recording playback is unavailable. # Interviewers Source: https://docs.interviewflowai.com/interview-automation/interviewers Create, manage, and review AI Interviewers from the dashboard. The **Interviewers** page is where you manage your AI Interviewers. Use it to create Interviewers, review Candidates, and open interview reports. ## Open Interviewers 1. Log in to your InterviewFlowAI dashboard. 2. Click **Interviewers** in the sidebar. ## Inside an Interviewer Open an Interviewer to see these tabs: * **Applicants**: Every Candidate for this Interviewer, with their stage and scores. Switch between a table and a Kanban board. * **Find candidates**: Share your job, embed it on your website, or import Candidates. * **Resume**: Resume evaluation settings. * **Language**: Language proficiency settings. * **Integrations**: API endpoints and outbound webhooks. * **Proctoring**: Cheating detection settings. * **Settings**: Access, emails, and other options for this Interviewer. ## What you can do * [Create a new AI Interviewer](/interview-automation/create-an-ai-interviewer/overview) from scratch or from a template. * [Invite Candidates](/interview-automation/invite-applications-to-interview) to an Interviewer. * [Manage Candidates](/interview-automation/manage-candidates): change stages, accept or decline, rate, and move them. * [Filter Candidates](/interview-automation/advanced-filters) by score, date, stars, and tags. * [Ask FlowAI](/interview-automation/ask-flowai) questions about your Candidates. * [Review a Candidate's report](/interview-automation/candidate-report). * [Export Candidate data](/interview-automation/export-candidates-data) when your plan includes import and export. ## Owners and Viewers Owners can do everything on this page. Viewers can see Candidates and reports, but only Owners can add, rate, accept, decline, move, or change the stage of a Candidate. ## Related docs * [Interviewer settings](/platform/interviewer-settings) * [Analytics](/platform/analytics) # Invite Candidates to interview Source: https://docs.interviewflowai.com/interview-automation/invite-applications-to-interview Add Candidates one at a time, import them from a CSV file, or share your Interviewer so Candidates can apply. You can bring Candidates into an Interviewer in several ways. Pick the one that fits your hiring process. ## Public and private Interviewers How Candidates enter depends on the Interviewer's access setting: * **Public**: Candidates can start the interview straight from your public link. * **Private**: Candidates who apply need your approval before they can start. They land in the **Applied** stage. Review each one and click **Accept** to shortlist them and send the interview invite, or **Decline** to turn them down. You set access in the Interviewer's **Settings** tab. ## Add a single Candidate Open an Interviewer from the **Interviewers** page. Click **Add Candidate** at the top of the page. Enter the **Applicant Name** and **Applicant Email**. You can also upload a resume as a PDF or DOCX file. If the Interviewer uses phone interviews, add a phone number too. * **Direct AI Interview**: Send the Candidate straight to the AI interview. * **Application Form**: Send the application form first. Click **Create Interview**. The Candidate receives an email invite. ## Import Candidates from a CSV file CSV import is available on plans that include import and export. Only Owners can import Candidates. Open an Interviewer and click **Import CSV** at the top of the page. You can also click **Import candidates** on the **Find candidates** tab. Upload a `.csv` file. Click **Download Template** if you want a file with the right columns. Each row needs a first name and email. A phone number is also required if the Interviewer uses phone interviews. InterviewFlowAI matches your columns to **First Name**, **Last Name**, **Email**, and **Phone Number**. Review each match under **Map To** and change any that are wrong. Columns you don't map are saved as **Additional Info**, such as a position or LinkedIn URL. Select the Candidates you want and click **Invite**. For a private Interviewer, choose **Direct AI Interview** or **Application Form**. You can invite up to 100 Candidates at a time. Candidates who were already invited are marked **Already Invited**. ## Share your Interviewer Open an Interviewer and go to the **Find candidates** tab to get your job in front of more people: The Find candidates tab. * **Public link**: Copy a direct application link to share in emails, messages, and communities. * **Share on social media**: Post your job on X, LinkedIn, or Facebook. * **Embed job posting**: Add the application to your company website. * **Create QR code**: Let Candidates scan a code to open the application. You can download it as an SVG file. * **Job seeker portal**: Turn this on to list your job on the job seeker portal and its search-friendly job page. * **Talent Search**: Look for new Candidates in the talent search workspace. ## Send reminders If a Candidate hasn't finished, you can nudge them with a reminder email: * For one Candidate, open the actions menu on their row and click **Send Reminder Email**. * For several, select them and click **Bulk Actions**, then **Send Reminder Email**. You can send up to 100 at a time. Reminders are available for Candidates who are shortlisted, shortlisted for an assessment, or incomplete. Candidates can unsubscribe from reminder emails. ## Add Candidates to a role play To send Candidates a role play as well, select them and click **Bulk Actions**, then **Add to role play**. See [Invite and review role plays](/role-plays/invite-and-review). ## Invite from your ATS Use a [built-in integration](/platform/integrations) or ask your technical team to set up a [custom integration](/platform/api-integration/overview) to invite Candidates from your ATS. # Language proficiency Source: https://docs.interviewflowai.com/interview-automation/language-proficiency Customize how the AI scores each Candidate's language skills. InterviewFlowAI scores each Candidate's language skills during the interview. You can adjust the scoring rubric for each Interviewer so it fits the role. ## What the AI scores The AI rates Candidates on a 1 to 5 scale, from **Poor** (1) and **Below Avg** (2) to **Average** (3), **Good** (4), and **Excellent** (5), across four criteria: * **Grammar & Syntax** * **Vocabulary & Expression** * **Communication Effectiveness** * **Conversational Flow** ## Customize the scoring rubric Language proficiency rubric with editable descriptions for scores 1 to 5 and an AI Tune button for each criterion. Open your Interviewer and click the **Language** tab. Under **Scoring Rubric**, each criterion has a description for every score from 1 to 5. Edit any description (up to 300 characters) to describe what that score means for your role. Click **AI Tune** on a criterion to have the AI rewrite its descriptions to match your job title, role, and job description. Click **Save Settings**. A customer support role might need strong conversational flow, while a technical writing role might need precise vocabulary. Tune the rubric so the scores reflect what matters for the job. # Manage Candidates Source: https://docs.interviewflowai.com/interview-automation/manage-candidates Change stages, accept or decline, rate, move, and reset interviews for your Candidates. Open an Interviewer and go to the **Applicants** tab to manage its Candidates. Switch between **Table view** and **Kanban view** to see Candidates as a list or grouped by stage. Only Owners can take the actions on this page. Viewers can see Candidates and reports but can't change them. ## Stages Each Candidate sits in a stage, such as **Applied**, **Shortlisted**, **Completed**, or **Expired**. Stages for assessments and role plays appear when the Interviewer uses them. You can also see **Incomplete**, **In Progress**, **Declined**, and **Opted Out** when Candidates are in those states. Click a stage tab above the list to see only the Candidates in that stage. ### Move a Candidate to a custom stage Use the stage selector on a Candidate's row to move them to one of your [custom stages](/configuration/custom-stages). The selector becomes available once you add custom stages in **Configuration**. ## Accept or decline Candidates who applied to a private Interviewer wait in **Applied** until you review them. * Click **Accept** to shortlist the Candidate and send the interview invite. * Click **Decline** to turn the Candidate down. If you declined a Candidate by mistake, or their interview expired, open the actions menu on their row and click **Shortlist anyway** or **Shortlist again**. ## Rate a Candidate Give a Candidate a star rating from 1 to 5 on their row or in their report. You can clear the rating at any time. You can filter by starred Candidates with [advanced filters](/interview-automation/advanced-filters). ## Row actions Open the actions menu on a Candidate's row to: * **Copy Interview Link**: Copy the Candidate's interview link to share it yourself. * **Send Reminder Email**: Remind a Candidate who hasn't finished. * **Add to role play**: Send the Candidate a role play. * **Edit**: Update the Candidate's details before they complete the interview. * **Reset Interview**: Let a Candidate who completed the interview take it again. This can't be undone. * **Delete**: Remove the Candidate. ## Bulk actions Select Candidates, then open Bulk Actions. Select Candidates with the checkboxes, then click **Bulk Actions**: * **Move to another Job**: Add the Candidates to a different Interviewer. Choose **Direct invite** to invite them right away, or **Just add to job** to add them without sending the invite. * **Add to Campaign**: Add the Candidates to an outreach campaign. * **Ask FlowAI**: Ask the AI assistant about up to 10 Candidates. See [Ask FlowAI](/interview-automation/ask-flowai). * **Send Reminder Email**: Remind up to 100 Candidates at once. * **Add to role play**: Send the Candidates a role play. See [Invite and review role plays](/role-plays/invite-and-review). * **Delete Selected**: Remove the selected Candidates. # AI resume screening Source: https://docs.interviewflowai.com/interview-automation/resume-screening-settings Screen resumes against your must-haves and scoring criteria, then rank Candidates automatically. AI resume screening checks every resume against the same requirements. It looks for direct evidence in the resume text, scores each Candidate, and can decline Candidates who don't qualify, so you spend less time on manual review. ## How resume screening evaluates resumes * **Evidence-based**: The AI looks for explicit mentions of skills, years of experience, and job titles in the resume. * **Quoted proof**: For each requirement, the AI tries to quote the resume. If it can't find anything, it shows "No evidence found." * **No assumptions**: If a skill is missing from the resume, the AI doesn't assume the Candidate has it. ## When resume screening works best * You have a large Candidate pool to filter early. * The role has strict must-have experience or credentials. * You want to rank Candidates consistently before they interview. ## Before you start Resume screening only runs when both of these are true: * **Resume required** is on in the Interviewer's [Interview settings](/interview-automation/create-an-ai-interviewer/interview-settings#candidate-requirements). * You've added at least one required qualification or evaluation criterion. ## Set up resume screening Resume screening is set up after you create the Interviewer. Resume Evaluation Settings showing the Required Qualifications tab, pass threshold, and automatic rejection control. Open your Interviewer and click the **Resume** tab. You'll see **Resume Evaluation Settings**, with a summary of your **Must-have filters**, **Scoring criteria**, and **Pass threshold**. On the **Required Qualifications** tab, list what Candidates *must* have. These are pass/fail deal-breakers. * Click **Generate with AI** to draft qualifications from your role details. This works when the list is empty. * Click **Add qualification** to write your own, for example "5+ years of experience in React". * Turn on **Auto reject when must-have fails** to automatically decline resumes that miss any required qualification. **Examples of deal-breakers:** * **Retail manager**: Multi-year store leadership experience is explicitly mentioned. * **Designer**: A portfolio link showing shipped work is included. * **Healthcare**: A valid, active medical license is listed. On the **Evaluation Criteria** tab, define how resumes are scored and ranked. Click **Generate with AI** to draft criteria, or add your own. For each criterion, fill in: * **Evaluation criterion**: The skill or experience to score, such as "Technical Skills". * **What you're looking for**: What the AI should look for in the resume. * **Score of 5 (Strong)**: What a strong resume looks like. * **Score of 1 (Weak)**: What a weak resume looks like. * **Weightage**: How important this criterion is, from 1 to 10. The default is 5. Set a **Minimum pass score** from 0 to 100%. The default is 70%. Candidates who score below it are automatically declined. Click **Save Settings**. ## What Candidates experience When a Candidate applies and uploads a resume, InterviewFlowAI reads it and screens it against your settings. Candidates who pass continue in your pipeline. Candidates who fail a must-have (with **Auto reject when must-have fails** on) or score below the **Minimum pass score** are declined. To email these Candidates automatically, turn on **Early rejection email** in [Interviewer settings](/platform/interviewer-settings#candidate-communication). **Common mistakes to avoid** * **Vague requirements**: Instead of "good leadership", write "mentions managing a team or holding a Lead or Manager title." If the AI can't find proof in the resume, it assumes the Candidate doesn't have the experience. * **Too many deal-breakers**: If every nice-to-have is a must-have, you may decline great Candidates whose resumes are just formatted differently. * **Empty benchmarks**: Always describe what a strong and a weak resume look like, so scoring stays consistent. * **Testing hidden traits**: Score things Candidates actually write on resumes, like tools or sales results. Test soft skills in the interview instead. # Choose your question sources Source: https://docs.interviewflowai.com/interview-automation/skills-vs-resume-vs-custom-questions Decide when to use manual, resume-based, and skill-based interview questions. Choose question sources based on what you want to learn about Candidates. You can combine them in [Question settings](/interview-automation/create-an-ai-interviewer/question-settings). Turn on at least one source before you continue. ## Compare the sources | Source | How questions are created | Use it when | | - | - | - | | **Manual questions** | You write the base questions and evaluation criteria. | You want every Candidate to answer the same core questions. | | **Resume based** | The AI uses each Candidate's resume and your instructions. | You want to explore specific projects, responsibilities, and experience. | | **Skill based** | The AI uses the Candidate's selected skills and your per-skill instructions. | You want to assess skills in the context of the role. | ## Manual questions Use manual questions for consistent comparisons. For example: "Tell me about a time you handled a difficult client. What did you do, and what happened?" For each question, describe what you're looking for, a strong answer, and a weak answer. Set its weight and the number of follow-ups. See [Questions](/interview-automation/create-an-ai-interviewer/questions). ## Resume-based questions Use resume-based questions to explore claims in a Candidate's work history. For example, ask the AI to focus on project ownership and measurable outcomes. These questions differ between Candidates. Turning this source on makes a resume upload required. Resume-based interview questions explore a Candidate's experience during the conversation. [AI resume screening](/interview-automation/resume-screening-settings) evaluates the resume before the interview. ## Skill-based questions List the skills that matter for the role in **Allowed Skills**. Turn on **Flexible skills** if Candidates should also be able to add their own. * If **Flexible skills** is off and your list has more skills than **Max questions**, each Candidate selects as many skills as **Max questions**. For example, with 15 skills and 5 questions, Candidates select 5. * If **Flexible skills** is off and your list has the same number of skills as **Max questions** or fewer, Candidates get every skill automatically. For example, with 3 skills and 5 questions, Candidates get all 3 and don't select any. * If **Flexible skills** is on, Candidates always select exactly as many skills as **Max questions**. They can mix skills from your list, the platform skill list, and their own. For example, with 2 skills and 7 questions, Candidates select 7. Give each skill instructions that describe the evidence you want. For a customer support role, use an instruction such as: "Assess how the Candidate investigates a software issue and explains the next steps to a frustrated customer." ## Combine sources Use manual questions for your core requirements, then add resume or skill questions for more detail. Set the source order in [Questions](/interview-automation/create-an-ai-interviewer/questions). Keep the number of questions and their time limits within your overall interview duration. # Interviewer templates Source: https://docs.interviewflowai.com/interview-automation/templates Start a new Interviewer from a ready-made template for a common role. Templates give you a ready-made Interviewer for a common role, with a job description, application questions, and interview questions already filled in. You can customize everything before and after you create it. ## Create an Interviewer from a template Click **Create Interviewer**, then choose **Use a Template** and click **Browse Templates**. Search by role, skill, or keyword, or filter by category: **All Templates**, **Popular**, **Development**, **Design**, or **Data & Analytics**. Click a template to preview it. The preview shows the **Template Overview** (role and experience level), the **Job Description**, and the **Application Questions**, including which ones are required or must-have. Edit the title under **Customize Job Title** and adjust the job description if needed. Then click **Create Job from Template**. To pick a different template, click **Back to Templates**. ## What you get An Interviewer created from a template uses the template's role, job description, interview messages, application questions, and manual interview questions. **Resume required** is turned on. After you create it, open the Interviewer to change any setting, just like an Interviewer you built from scratch. See [Create an AI interviewer](/interview-automation/create-an-ai-interviewer/overview). Prefer to start from a blank Interviewer? Choose **Create from Scratch** instead. # Help Candidates with interview issues Source: https://docs.interviewflowai.com/job-seekers/troubleshooting Help Candidates resolve interview link, microphone, camera, and invitation issues. Use this guide when a Candidate cannot start or complete their interview. Check the Candidate's status and your Interviewer settings before sending another invitation. ## Check the interview link | Message the Candidate sees | What you should check | | - | - | | **Application Received!** | The application is submitted, but the Candidate has not been shortlisted. Review their application and your screening rules. | | **Interview Link Expired** | Check the invitation's expiration settings and whether the Candidate needs a new invitation. | | **Interview Already Completed** | Review the completed interview. If the Candidate reports an interruption, check the report and contact support before arranging another attempt. | | **Job No Longer Available** | Check whether the Interviewer was archived or removed. | ## Help the Candidate join For an online interview, ask the Candidate to use a stable internet connection and a working microphone. A camera is needed when your Interviewer requires video. If **Join Meeting** does not open a new tab, ask the Candidate to allow pop-ups for the interview site and try again. For a phone interview, confirm the Candidate's phone number. Ask them to allow calls from private numbers and keep their phone available after clicking **Join Meeting**. For an assessment, ask the Candidate to use a laptop or desktop with a stable connection. ## Resolve microphone or camera problems Ask the Candidate to: 1. Allow microphone access, and camera access if required, when prompted by the browser. 2. Open the browser's site permissions and check that the devices are allowed. 3. Check that their operating system allows the browser to use those devices. 4. Check device volume, the selected microphone or headset, and whether the browser tab is muted. 5. Try another browser or device if the issue continues. ## Understand opt-outs and reminders If you enable opt-outs, Candidates can select **Opt out of this interview**, give a reason, and confirm. You are notified that they will not continue. They cannot take that interview after opting out. Candidates can use **Unsubscribe from reminders** in a reminder email to stop reminders for that interview. ## Contact support If the problem continues, contact [support](mailto:support@interviewflowai.com) with the Interviewer name, Candidate email, approximate time, and the error message. Use a private support channel. Remove personal details and credentials from any screenshot you plan to share publicly. # Analytics Source: https://docs.interviewflowai.com/platform/analytics Track Candidate volume, interview completion, and score quality for each Interviewer. The **Analytics** page shows how Candidates move through one Interviewer at a time. Use it to see how many Candidates applied, how many finished the interview, and how well they scored. ## Choose what to see Use the controls at the top of the page: * **AI Interviewer**: Pick the Interviewer you want to review. Archived Interviewers are not listed. * **Quick range**: Choose **7D**, **30D**, **90D**, or **All Time**. * **Custom dates**: Pick a start and end date, then click **Search** to see that exact period. ## Summary cards * **Applicants**: The number of Candidates for the selected Interviewer. * **Completion Rate**: The share of Candidates who finished the interview, with the number of completed Candidates. * **Avg Interview Score**: The average Candidate score out of 100. Below the summary, highlight cards show: * **Completed interviews**: Candidates who finished the interview in this period. * **Shortlisted applicants**: Candidates currently shortlisted. * **Ready for review**: Completed Candidates still waiting for your review. * **Starred signals**: Candidates your team starred. * **Expired interviews**: Candidates whose interview expired. ## Charts * **Applicant intake**: How many Candidates applied or were added over time. * **Applicant status mix**: How many Candidates are **Applied**, **In Progress**, **Completed**, **Shortlisted**, or **Expired**, with each group's share. * **Interview score bands**: How Candidate scores spread across four bands: **0-49**, **50-69**, **70-84**, and **85-100**. ## Quick insights The strip at the bottom of the page sums up how many Candidates are ready for review, the overall completion rate, and how many Candidates were starred. # Custom integrations Source: https://docs.interviewflowai.com/platform/api-integration/overview Plan a custom connection that invites Candidates and keeps hiring records in sync. A custom integration connects InterviewFlowAI to a hiring tool that doesn't have a built-in connector. Your technical team sets up the connection. You decide which Interviewers, Candidates, and hiring steps it should use. Start with a [built-in ATS integration](/platform/integrations) or [Zapier](/platform/zapier-integration) when it covers your workflow. ## What you can automate | Recruiting task | Result | | - | - | | Create or update Interviewers | Keep role details and interview settings aligned with your hiring system. | | Invite Candidates | Send interview invitations from your ATS or another tool. | | Retrieve interview results | Bring scores, reports, and Candidate progress into your own system. | | Update Candidate records | Keep notes, custom stages, and additional fields in sync. | | Receive event updates | Notify another tool when an interview starts, ends, or has a report ready. See [Webhooks](/platform/webhooks). | ## Prepare the handoff 1. Choose the Interviewers and hiring stages the integration should use. 2. Decide when Candidates should receive invitations. 3. List the information you need to send or receive, such as Candidate details, scores, and report links. 4. Confirm that your plan includes API access. Contact [support](mailto:support@interviewflowai.com) if you're unsure. 5. Ask an **Owner** to create an [API key](/platform/api-keys) and share it securely with your technical team. 6. Ask your technical team or InterviewFlowAI support for the API implementation reference. ## Test the hiring workflow Use a test Candidate and an inbox you control. Confirm that the Candidate receives the correct invitation, appears under the intended Interviewer, and has results in the destination tool after completion. Invitations sent during a test are real emails. Use test records before enabling the integration for Candidates. # API keys Source: https://docs.interviewflowai.com/platform/api-keys Generate and manage API keys for custom integrations. API keys let your own systems, automations, and integrations such as Ashby, Teamtailor, and Zapier connect to InterviewFlowAI. ## Who can manage keys * Only an **Owner** can create or delete API keys. * Each key belongs to the user who created it. You only see the keys you created. * API access depends on your plan. Contact [support](mailto:support@interviewflowai.com) to confirm access. ## Create a key 1. Click **API Keys** in the sidebar. 2. Click **Generate key**. 3. Enter a clear **Name**, such as "Zapier integration", so you know which integration uses the key. You can also add a description. 4. Click **Create key**. 5. Copy the key and store it somewhere secure. The full key is shown only once, right after you create it. If you lose it, delete it and create a new one. ## Delete a key On the **API Keys** page, click the delete button next to the key and confirm. Any integration that uses the key stops working immediately. API keys carry significant access. Share them only through your approved secure channel. Never put them in public messages or screenshots. If a key is exposed, delete it right away. # Ashby integration Source: https://docs.interviewflowai.com/platform/ashby-integration Send AI interview invitations from Ashby and review results on the Candidate profile. Connect Ashby to send AI interviews when Candidates enter a hiring stage. Completed scores and report links return to the Candidate profile in Ashby. ## Before you start You need an active InterviewFlowAI Interviewer and access to manage integrations in Ashby. Ask the person who manages your Ashby account to help with connection permissions. ## Connect Ashby 1. In InterviewFlowAI, open **ATS & Integrations → Ashby → Open setup**. 2. Click **Generate API key** and copy the key immediately. It is shown in full only once. 3. Copy the URL displayed under **Staging Base URL**. Use the value shown in the setup page. InterviewFlowAI Ashby setup with the API key and Staging Base URL 4. In Ashby, open **Admin → Integrations → InterviewFlowAI**. Paste the InterviewFlowAI key and base URL into the corresponding fields. Ashby Admin menu with Integrations Ashby InterviewFlowAI integration fields for the API key and base URL 5. Generate an Ashby API key with the permissions below. 6. Return to InterviewFlowAI, paste the key into **Ashby API key**, and click **Connect now**. If a permission is missing, add the permission identified by the setup page. InterviewFlowAI Ashby setup with the Ashby API key field Give this list to the person configuring your Ashby connection: * `jobs:read` * `jobs:write` * `candidates:read` * `candidates:write` * `interviews:read` * `hiringProcessMetadata:read` * `apiKeys:read` Treat both API keys like passwords. Do not include them in screenshots or public messages. ## Send interviews from a hiring stage 1. In Ashby, open the job you want to connect and select **Interview Plan → Add Activity**. Ashby interview plan with Add Activity 2. Select **InterviewFlowAI** under **Integrations**. Ashby activity list with InterviewFlowAI under Integrations 3. Choose the assessment that corresponds to your InterviewFlowAI Interviewer and click **Add**. Ashby assessment selection for InterviewFlowAI 4. Click **Edit** beside the activity and open **Automation**. Ashby InterviewFlowAI activity with the Edit option Ashby activity Automation tab 5. Select **Automate on Stage Entry → Start Assessment**. Ashby automation set to Start Assessment on stage entry Ashby Candidate profile with the InterviewFlowAI assessment link Test the stage with a test Candidate whose inbox you can access. Confirm that the invitation arrives before using the automation with Candidates. ## Review results After the Candidate completes the interview and the report is ready, open their profile in Ashby. The assessment shows a completed status, score, and links to the detailed report and available interview recordings. Ashby Candidate profile with the completed InterviewFlowAI assessment and score Review the interview evidence before deciding the next hiring step. For connection issues, contact [support](mailto:support@interviewflowai.com). # Careers page Source: https://docs.interviewflowai.com/platform/careers-page Turn on your public Careers page, share its link, and add it to your website. Your Careers page lists your open Interviewers so Candidates can browse roles and apply. InterviewFlowAI hosts it for you. ## Turn on your Careers page 1. Click your account menu and select **My Profile**. 2. In **Company Info**, turn on **Career Page**. 3. Click **Save Changes**. Only Owners can change these settings. Your Company logo, name, and description appear on the page. Set them in the same section. ## Share the link Once the page is on, its link appears under **Career Page**. It looks like `https://jobs.interviewflowai.com/your-company`. Click **Copy** to copy it, or **Open** to view the page. ## Choose which Interviewers to show Under **Jobs shown**, choose: * **Public jobs**: Show only public Interviewers. This is the default. * **Private jobs**: Show only private Interviewers. * **All jobs**: Show every Interviewer. Set up the application page for each Interviewer before you show it. See [Customise application page](/configuration/customise-application-page). ## Add the Careers page to your website Use **Embed career page** to show your full Careers page on your own website. 1. Enter the **Allowed website URL**, such as `https://company.com/careers`. The embed only loads on that domain. 2. Copy the **HTML container** code and the **Embed script** code. 3. Add both to your website page, following **Where to add this code**. You can also click **Copy setup prompt for AI** to get instructions you can paste into an AI assistant or give to your web developer. # Email templates Source: https://docs.interviewflowai.com/platform/email-templates Send Candidate emails from your own domain and in your own words. Email templates let you write the emails Candidates receive, from interview invitations to reminders. You can also send them from your own domain. Email templates are available on the **Scale** plan. Only Owners can add domains and edit templates. ## Open Email templates Click **Email Templates** in the **Manage** section. The page has four tabs: * **Sender Domains**: Connect your email domain. * **Templates**: Write and manage your emails. * **Template Groups**: Bundle templates together. * **Job Mapping**: Choose which group each Interviewer uses. ## Send from your own domain Send Candidate emails from your domain, such as `interviews@recruitment.yourcompany.com`, instead of the InterviewFlowAI address. Use a subdomain, such as `recruitment.yourcompany.com`, to keep these emails separate from your Company's other email. In **Sender Domains**, enter your **Domain Name** and click **Add Domain**. The app shows the DNS records to add. Copy them into your domain provider exactly as shown. Ask your IT team if you don't manage DNS. Click **Verify DNS**. The status changes from **Pending** to **Verified**. DNS changes can take from a few minutes to several hours. If verification fails, try again later. Once verified, use **Test Email**. Enter a sender name and a recipient, then click **Send**. This sends a real email to that address. ## Create a template 1. Open the **Templates** tab. 2. Enter a **Template Name** for your team. 3. Choose a **Template Type**. This decides when the email is sent. 4. Enter the **Sender name** and **Sender email**. The sender email uses your verified domain. 5. Write the **Subject** and the email body. 6. Keep **Active Template** checked. 7. Click **Create Template**. Click **Load Default Template** to start from our default email for that type. It shows which variables you can use. ### Template types * **Issue With Interview Call** * **Interview Invitation - Private Job** * **Interview Invitation - Public Job** * **6 Hour Left Interview Reminder** * **24 Hour Left Interview Reminder** * **Shortlisted for AI Interview** * **Interview Completed** * **Thank You for Applying** * **Shortlisted for Assessment** * **Assessment Reminder** * **24 Hour Left Assessment Reminder** ### Variables Variables fill in details for each Candidate. Use triple braces, such as `{{{first_name}}}`. Click a variable below the editor to copy it. | Template types | Variables | | - | - | | Interview invitations, interview reminders, Shortlisted for AI Interview, Issue With Interview Call | `first_name`, `job_title`, `company_name`, `interview_link` | | Shortlisted for Assessment | `first_name`, `job_title`, `company_name`, `assessment_link`, `days_to_complete` | | Assessment Reminder | `candidate_name`, `first_name`, `job_title`, `company_name`, `assessment_link`, `unsubscribe_url` | | 24 Hour Left Assessment Reminder | `first_name`, `job_role`, `assessment_link`, `date_and_time`, `unsubscribe_url` | | Interview Completed, Thank You for Applying | `first_name`, `job_title`, `company_name` | ### Preview a template Click **Send preview email**, enter a recipient, and click **Send Preview**. This sends a real email to that address. Variables aren't filled in, so you see them as written. You need a verified domain, a template name, and a subject before you can send a preview. ### Manage templates In the **Template Library**, you can **Edit**, **Disable**, **Enable**, or **Delete** your templates. You can't delete a template that's in a group. System templates can't be changed. ## Create a template group Groups bundle templates so you can use a different style for different roles or clients. 1. Open the **Template Groups** tab. 2. Enter a **Group Name**. 3. Under **Select Templates**, pick your templates. You can include one template per type. 4. Save the group. Each group shows which types use your template and which use the **System Default**. ## Assign a group to an Interviewer 1. Open the **Job Mapping** tab. 2. Choose the **Job** (Interviewer) and the **Template Group**. 3. Click **Save Mapping**. All emails for that Interviewer now use the group's templates. If the group has no template for a type, we send the system default. # Enable proctoring Source: https://docs.interviewflowai.com/platform/enable-proctoring Configure integrity checks and review flagged activity during AI interviews. Proctoring records interview integrity signals and calculates a score out of 100. Enable the checks you need, set their deductions, and review flagged activity alongside the Candidate's answers. Proctoring signals are not proof of misconduct. Review the interview evidence and the Candidate's circumstances before making a hiring decision. Proctoring is available on the Scale plan. ## Turn on proctoring Open your Interviewer and click the **Proctoring** tab. Use the switch next to **Save Settings** to turn proctoring on. This is the master switch for all checks. Turn on the checks you want and adjust their points. See the sections below. Click **Save Settings**. ## General settings * **Allow multiple or extended screens/monitors**: When on, Candidates can use more than one display. Turn it off to flag Candidates who use multiple or extended screens. This is on by default. * **Violation Score Threshold**: Flag an interview as a violation when its proctoring score falls below this value (0 to 100). Leave it blank to turn flagging off. ## Checks Each check you turn on has a maximum number of points it can deduct. The maximums for all enabled checks must add up to exactly 100 before you can save. With the default values, the three checks add up to 100. ### Tab switching Tracks how often Candidates leave the interview tab. * **Max tab switches per session**: How many tab switches to allow. The default is 0. * **Points to deduct per tab switch**: The default is 5. * **Max points to deduct (out of 100)**: The default is 15. ### Answer authenticity Checks answers for signs of AI-generated content or outside help. * **Points to deduct per question on violation**: The default is 5. * **Maximum score for answer authenticity deductions (out of 100)**: The default is 35. ### Eye and face direction Checks that Candidates keep looking at the screen during each question. * **Minimum center percentage per question**: How much of each question the Candidate must spend looking at the screen. The default is 80%. * **Points to deduct per question on violation**: The default is 5. * **Max points to deduct (out of 100)**: The default is 50. Turning on **Eye & Face Direction Detection** also turns on **Video required** for the Interviewer, because this check needs the Candidate's camera. # Greenhouse integration Source: https://docs.interviewflowai.com/platform/greenhouse-integration Send AI interviews from Greenhouse and open completed Candidate reports from the Interview Kit. Connect Greenhouse to add InterviewFlowAI to an interview plan. You can send invitations, track assessment status, and open interview results from the Candidate profile. ## Connect Greenhouse Ask the person who manages Greenhouse integrations to help with setup. Prepare the InterviewFlowAI Interviewer you want Candidates to complete. 1. In InterviewFlowAI, open **ATS & Integrations**. InterviewFlowAI sidebar showing ATS & Integrations 2. Click **Open setup** on **Greenhouse** to retrieve your integration API key. Greenhouse integration card in InterviewFlowAI 3. Follow [Greenhouse's assessment integration setup instructions](https://support.greenhouse.io/hc/en-us/articles/5888163696923-Set-up-an-assessment-API-integration) to provide the key to Greenhouse technical support and enable the assessment stage. 4. Add **InterviewFlowAI** to the relevant job's interview plan in Greenhouse. Greenhouse interview plan with the InterviewFlowAI assessment stage Treat your API key like a password. Share it only through the setup channel specified by Greenhouse. Do not include it in public messages or screenshots. ## Send an interview 1. Open the Candidate's InterviewFlowAI stage in Greenhouse. 2. Click **Send Test** and choose the assessment. InterviewFlowAI sends the Candidate their interview instructions and access link. 3. Monitor the assessment status in Greenhouse. Greenhouse Candidate assessment status Test the connection with a test Candidate whose inbox you can access before sending real invitations. ## Review results When the Candidate completes the interview and processing finishes, open the **Interview Kit** and click **Go to test**. The link opens the InterviewFlowAI report, including available recordings, transcripts, responses, scores, and evaluation details. Review the evidence before deciding the next hiring step. For setup issues, contact [support](mailto:support@interviewflowai.com). # Integrations Source: https://docs.interviewflowai.com/platform/integrations Connect InterviewFlowAI with your ATS and other tools. Connect InterviewFlowAI to your ATS or automation tools so Candidates get their AI interview at the right hiring stage and results flow back to where your team already works. To see every integration, click **ATS & Integrations** in the sidebar. Click **Open setup** on the integration you want. ## Available integrations | Integration | What it does | | - | - | | [**Greenhouse**](/platform/greenhouse-integration) | The person who manages your Greenhouse integrations adds InterviewFlowAI as an assessment in your interview plans. | | [**Ashby**](/platform/ashby-integration) | Pair your Ashby API key with an InterviewFlowAI API key, then add InterviewFlowAI to your Ashby interview plans. | | [**Teamtailor**](/platform/teamtailor-integration) | Activate the InterviewFlowAI partner integration in Teamtailor and send interviews with stage triggers. | | [**Workable**](/platform/workable-integration) | Invite Candidates automatically when they reach a Workable stage and post results to their timeline. | | [**Recruit CRM**](/platform/recruitcrm-integration) | Invite Candidates automatically when they reach a Recruit CRM hiring stage and add results as a note. | | [**Zapier**](/platform/zapier-integration) | Connect InterviewFlowAI to thousands of other apps. | | [**Custom integrations**](/platform/api-integration/overview) | Ask your technical team to automate invitations and keep hiring records in sync. | ## Related tools * [**API Keys**](/platform/api-keys): create the keys that integrations and your own systems use to connect. * [**Webhooks**](/platform/webhooks): send interview events to your own systems. * [**MCP**](/platform/mcp): connect InterviewFlowAI to an AI assistant such as Claude or Codex. # Interviewer settings Source: https://docs.interviewflowai.com/platform/interviewer-settings Control access, automatic emails, summaries, public pages, redirects, and how Candidates find your Interviewer. Each Interviewer has its own settings. Open the Interviewer and use these tabs: * **Find candidates**: Share your Interviewer and bring in Candidates. * **Settings**: Control access, automatic emails, interview summaries, public pages, and redirects. ## Find candidates The **Find candidates** tab collects every way to get your job in front of Candidates: * **Talent Search**: Click **Find talent** to search for Candidates in the talent search workspace. * **Import candidates**: Click **Import CSV** to add many Candidates at once from a CSV file. * **Job seeker portal**: Set to **Visible** to list this job on the job seeker portal and its job page, or **Hidden** to keep it off. * **Public link**: Copy the direct application link to share in emails, messages, and communities. * **Share on social media**: Share the job on X, LinkedIn, or Facebook. * **Embed job posting**: Click **Set up website embed** to get code that publishes the job on your company website. * **Create QR code**: Click **View QR code** to show a code Candidates can scan to open the application. ## Access **Interview access** decides how Candidates start the interview: * **Private**: Candidates need your approval before they can start the interview. New Interviewers are **Private** by default. * **Public**: Candidates can start the interview directly from your public link. ## Candidate communication Choose which updates your team and Candidates receive automatically. * **Team completion alert**: Get an email each time a Candidate completes an interview. Enter the **Alert recipient email** and click **Save email**. * **Candidate completion email**: Send Candidates a confirmation email when they finish the interview. * **Include basic interview feedback**: When the completion email is on, you can also send Candidates a short report on their strengths and areas to improve. * **Coordinator outreach**: Email qualified Candidates your scheduling link after their AI interview. Enter a **Scheduling link**, a **Pass score (%)**, and how many hours to **Send after** (0 to 720; use 0 to send right after scoring). Then click **Save coordinator**. Learn more in [Coordinator](/interview-automation/coordinator). * **Candidate interview opt-out**: Show Candidates an opt-out button so they can decline before starting. * **Team opt-out alert**: When opt-out is on, you can get an email each time a Candidate opts out. Enter the **Alert recipient email** and click **Save email**. * **Early rejection email**: Email Candidates who are declined by application questions or resume screening. Set **Send after** in hours (0 to 720; the default is 24, and 0 sends right away), then click **Save Timing**. ## Interview summary extraction Turn on **Custom summary fields** to have the AI summary capture job-specific signals from each interview, such as communication ability, domain judgment, or leadership evidence. For each field, add a **Key** (a short name) and a **Description** of what the summary should capture. You can add up to 5 fields. Click **Save Fields** when you're done. Custom summary extraction uses extra credits for each completed interview. ## Public application content Customize the public pages Candidates see before the AI interview. Learn more in [Customise application page](/configuration/customise-application-page). * **Application page copy**: Replace the **Subtitle**, **Job Title**, and **Custom Job Description** at the top of the public application page. Click **Save Copy**. * **Interview redirect page**: Customize the **Heading**, **Subheading**, and **Redirect Page Content** of the page Candidates see just before the interview starts. Click **Save Redirect**. ## Redirect links Choose where Candidates go right after completing the interview. Enter an **Interview completion URL** (for example, `https://company.com/thank-you`) and click **Save Redirect Link**. Leave it blank to keep the built-in feedback and success screens. ## Clone, archive, or delete an Interviewer On the **Interviewers** list, open the menu on an Interviewer card: * **Clone**: Create a private copy of the Interviewer. * **Archive**: Hide the Interviewer from your active list. Choose **Unarchive** to bring it back. * **Delete**: Permanently remove the Interviewer. # Connect an AI assistant Source: https://docs.interviewflowai.com/platform/mcp Connect Claude or Codex to review Candidates and interview results from your AI assistant. MCP (Model Context Protocol) connects InterviewFlowAI to an AI assistant such as Claude or Codex. You can list AI Interviewers, review Candidate details, summarize interviews, update Candidate notes, and change supported Interviewer settings without switching applications. Sign in to MCP with the same email address you use for your InterviewFlowAI account. This connects the authenticated MCP session to the correct Company. If the connector asks you to create an account, use the same email address and verify it. Check your spam or junk folder for the verification email. ## Before you start * Your Company needs an active subscription or trial. If it has expired, the MCP server refuses the connection. * Each connection can make up to 15 requests per minute. If your assistant goes over the limit, wait a minute and try again. The InterviewFlowAI MCP server uses this URL: ```text theme={null} https://api.interviewflowai.com/mcp ``` ## Choose your MCP client Follow the setup for your client, then sign in with the same email address as your InterviewFlowAI account. Run this command in your terminal: ```bash theme={null} claude mcp add-json interviewflowai '{"type":"http","url":"https://api.interviewflowai.com/mcp","oauth":{"clientId":"ACYUUGM2Ia9tbufCbwQSELKlyTvlgxem","callbackPort":8765,"scopes":"mcp:read mcp:write"}}' ``` Start Claude Code, run `/mcp`, select **interviewflowai**, and choose **Authenticate**. Run `/mcp` again and confirm that the server shows as connected. Open **Customize → Connectors**, click **+**, and select **Add custom connector**. Enter **InterviewFlowAI** as the name and `https://api.interviewflowai.com/mcp` as the server URL, then click **Continue**. ![Claude Add custom connector form with the InterviewFlowAI name and MCP URL](https://website-images.interviewflowai.com/docs/claude-desktop-add-connector.png) Select **Always required** under **Authentication**. Select **Use your own OAuth client** under **OAuth client**. ![Claude connector authentication settings with Always required and Use your own OAuth client selected](https://website-images.interviewflowai.com/docs/claude-desktop-oauth-options.png) Enter `ACYUUGM2Ia9tbufCbwQSELKlyTvlgxem` as the Client ID. Leave **OAuth Client Secret** blank, then click **Add**. ![Claude connector form showing the InterviewFlowAI OAuth Client ID and an empty client secret](https://website-images.interviewflowai.com/docs/claude-desktop-client-id.png) Select **Connect** or **Authenticate** for InterviewFlowAI and complete the sign-in. Enable InterviewFlowAI from the **Connectors** menu in your conversation. Open or create the Codex configuration file for your operating system: * **macOS and Linux:** `~/.codex/config.toml` * **Windows PowerShell:** `$HOME\.codex\config.toml` * **Windows Command Prompt:** `%USERPROFILE%\.codex\config.toml` Add this configuration: ```toml theme={null} [mcp_servers.interviewflowai] url = "https://api.interviewflowai.com/mcp" scopes = ["mcp:read", "mcp:write"] [mcp_servers.interviewflowai.oauth] client_id = "ACYUUGM2Ia9tbufCbwQSELKlyTvlgxem" callback_port = 52000 callback_url = "http://127.0.0.1:52000/callback" ``` Run this command, then complete the sign-in in your browser: ```bash theme={null} codex mcp login interviewflowai ``` Run this command and confirm that the server is enabled: ```bash theme={null} codex mcp get interviewflowai ``` Restart Codex so it loads the InterviewFlowAI tools. Quit Codex Desktop, then open your Codex configuration file: * **macOS and Linux:** `~/.codex/config.toml` * **Windows PowerShell:** `$HOME\.codex\config.toml` Add this configuration: ```toml theme={null} [mcp_servers.interviewflowai] url = "https://api.interviewflowai.com/mcp" scopes = ["mcp:read", "mcp:write"] [mcp_servers.interviewflowai.oauth] client_id = "ACYUUGM2Ia9tbufCbwQSELKlyTvlgxem" callback_port = 52000 callback_url = "http://127.0.0.1:52000/callback" ``` Open Codex Desktop, go to **Settings → MCP Servers**, and confirm that **interviewflowai** appears as a Streamable HTTP server. Select **Authenticate** and complete the sign-in. Restart Codex Desktop. Type `/mcp` in the composer and confirm that InterviewFlowAI is connected. ## Other assistants For any other assistant or an API key connection, ask your technical team or [support](mailto:support@interviewflowai.com) to help you connect. An API key connection has full **Owner** access, including write actions, even if you normally use InterviewFlowAI as a **Viewer**. Keep the key private and delete it if it is exposed. ## Permissions Your assistant can list and inspect Interviewers and Candidates. **Owners** can also update Candidate notes, custom fields, Interviewer visibility, and archived status. **Viewers** have read-only access. Confirm every write action before you allow your assistant to make a change. ## Try the connection Ask your assistant: * “Show me the Candidates who completed the interview.” * “Show me the top 10 Candidates by interview score.” * “Show me the Candidates with an interview score of 70 or above.” # Recruit CRM integration Source: https://docs.interviewflowai.com/platform/recruitcrm-integration Invite Candidates automatically when they reach a Recruit CRM hiring stage, get results back as a note, and move Candidates by interview score. When a Candidate enters a mapped hiring stage on a Recruit CRM job, InterviewFlowAI sends them an interview invitation. When they finish, the score, recommendation, and report link are added as a note on their Recruit CRM profile. You can also move Candidates to a hiring stage based on their interview status or score. ## Before you start You need: * **Owner** access in InterviewFlowAI. * Admin access in Recruit CRM. * An active InterviewFlowAI Interviewer for the job. ## Set up the integration In Recruit CRM, go to **Admin Settings** > **API & Integrations** and copy your API token. Treat the token like a password. Don't share it in email or chat. In InterviewFlowAI, open **ATS & Integrations**. Find **Recruit CRM** and click **Open setup**. Paste the token into **API token** and click **Connect**. A **Connected** badge appears. InterviewFlowAI creates the Recruit CRM webhooks for you. Under **Candidate automation**, click **Add mapping** and choose: * **Recruit CRM job**: the job Candidates are assigned to. * **Trigger stage**: the hiring stage that sends the invitation, such as **Screening**. To invite Candidates as soon as they're added to the job, choose the first stage, such as **Assigned**. * **InterviewFlowAI interviewer**: the Interviewer the Candidate takes. Click **Save automation**. Add one mapping for each job. Under the mapping, pick a Recruit CRM stage for any InterviewFlowAI status, such as **Interview completed**, **Declined**, or **Invite expired**. Leave a status on **Don't move** to skip it. Click **Save automation**. To reject Candidates in Recruit CRM, map **Declined** and **Opted out** to your rejection stage. Under the mapping, expand **Move by interview score**. For each range, enter a **From score** and **To score** between 0 and 100, and choose a hiring stage in **Move to**. Click **Save automation**. For example, send 70–100 to your next interview stage, 50–69 to a review stage, and 0–49 to your rejection stage. * You can set up to three ranges. Each range includes both ends, so 50–69 and 70–100 don't overlap. * Ranges can't overlap. InterviewFlowAI won't save overlapping ranges. * A score inside a range overrides the **Interview completed** stage. A score outside every range uses the **Interview completed** stage, if you set one. * The stage change includes the score as a remark, for example `InterviewFlowAI: interview score 42/100`. * Choose the job first. The stage list comes from that job's hiring pipeline, and changing the job clears the stages you picked. Move a test Candidate with your own email address into the trigger stage. Check that the invitation arrives, complete the interview, then open the Candidate's **Notes** in Recruit CRM to see the result. ## Good to know * Each Candidate gets one interview per Interviewer. Moving them into the stage again doesn't send a second invitation. * Candidates already in the trigger stage before you save the mapping aren't invited. Move them out of the stage and back in. * When a Candidate completes a retake, InterviewFlowAI moves them again based on the new score. * If resume screening is on for the Interviewer, the Candidate's Recruit CRM resume is screened first. PDF and DOCX files up to 5 MB are supported. * The job list shows your first 500 Recruit CRM jobs. * If you replace your Recruit CRM token, paste the new one and click **Update connection**. ## Troubleshooting | Problem | What to check | | - | - | | Token won't connect | Copy the full token with no spaces. If you see a rate limit message, wait one minute and try again. | | No invitation sent | The mapping was saved before the move, the job and stage match, and the Candidate has an email address. Check spam too. | | No note in Recruit CRM | The report has finished processing in InterviewFlowAI. Refresh the Candidate's profile. | | Candidate not moved after the interview | The score falls inside one of your ranges, or **Interview completed** has a stage. You saved the mapping, and the stage still exists in the job's hiring pipeline. | Still stuck? Email [support@interviewflowai.com](mailto:support@interviewflowai.com) with the job name and Candidate email. Don't include your API token. # Team Source: https://docs.interviewflowai.com/platform/team Invite teammates and manage Owner and Viewer access. Use **Team** to invite teammates to your Company and choose what they can do. Team is available on the **Scale** plan. ## Roles * **Owner**: Can manage billing, Company settings, and team access. Owners can create and edit Interviewers, templates, and sequences. * **Viewer**: Can see Candidates, results, and scorecards. Viewers can't change settings or manage the team. ## Invite a teammate Only Owners can invite teammates. 1. Click **Team** in the **Manage** section. 2. Click **Invite member**. 3. Enter the person's **Name** and **Email Address**. 4. If the person doesn't have an InterviewFlowAI account yet, enter a **Temporary Password** so they can log in the first time. 5. Choose **Viewer** or **Owner**. New members are Viewers by default. 6. Click **Send invite**. Invitations expire after 7 days. If an invitation expires, send a new one. ## Change a role Owners can change another member's role from the **Role** column. You can't change your own role. ## Remove a member Owners can remove Viewers. To remove an Owner, change their role to Viewer first. You can't remove yourself. Removed members lose access to your Company right away. This can't be undone. # Teamtailor integration Source: https://docs.interviewflowai.com/platform/teamtailor-integration This guide explains how your team can connect InterviewFlowAI with Teamtailor, send AI interview assessments from a Teamtailor hiring stage, and view results back on the candidate profile. This guide explains how your team can connect InterviewFlowAI with Teamtailor, send AI interview assessments from a Teamtailor hiring stage, and view results back on the candidate profile. ## What you will set up After setup, your team will be able to: * Choose an InterviewFlowAI assessment from inside a Teamtailor Job. * Add a Teamtailor trigger so candidates receive the assessment when they reach a selected hiring stage. * See the candidate's InterviewFlowAI status, score, recommendation, and report link on the Teamtailor candidate card. * Manually send an InterviewFlowAI assessment to one candidate or a group of candidates when needed. ## Before you start Make sure you have: * A Teamtailor Company Owner account, or help from someone who can activate marketplace integrations. * Teamtailor's Triggers feature enabled for your company. * An InterviewFlowAI Company account. * At least one active InterviewFlowAI Interviewer. Archived Interviewers will not appear in Teamtailor. * A candidate test record in Teamtailor with a first name, last name, and email address. For best results, choose one Job and one test candidate for the first setup before rolling this out across your hiring pipeline. ## Step 1: prepare your assessment in InterviewFlowAI 1. Log in to InterviewFlowAI. 2. Open the dashboard. 3. Create or review the Interviewer you want to send from Teamtailor. 4. Check that the Interviewer is active and not archived. 5. Confirm the Interviewer has the right interview questions, evaluation criteria, language, expiration settings, and candidate email template. Why this matters: Teamtailor will show active InterviewFlowAI Interviewers in a dropdown when you add the trigger. If the Interviewer is archived or belongs to another account, it will not appear. ## Step 2: generate your InterviewFlowAI API key 1. In InterviewFlowAI, click **ATS & Integrations** in the sidebar. 2. Click **Open setup** on **Teamtailor**. 3. Click **Generate API key**. 4. Copy the full key immediately. The key is shown in full only when it is created. If you close the page before copying it, generate a new key. Security tips: * Do not send the key in a public Slack channel or email thread. * Use a separate key for Teamtailor so it can be rotated later without affecting other integrations. * If the key is shared with the wrong person, create a new one and ask InterviewFlowAI support to revoke the old key. ## Step 3: activate InterviewFlowAI in Teamtailor 1. Log in to Teamtailor. 2. Open the **Marketplace** from the top navigation. 3. Search for **InterviewFlowAI**. 4. Open the InterviewFlowAI integration page. 5. Click **Activate**. 6. Paste the InterviewFlowAI API key you copied in Step 2. 7. Complete the activation. After activation, Teamtailor stores the connection under **Settings -> Integrations -> Marketplace activations**. If you cannot find InterviewFlowAI in the Marketplace: * Confirm you are using a Teamtailor Owner account. * Check whether your company uses more than one Teamtailor company. * Ask InterviewFlowAI support to confirm that your Teamtailor account has access to the InterviewFlowAI marketplace integration. ## Step 4: add an InterviewFlowAI trigger to a Teamtailor job Use this step for the normal automated workflow. 1. In Teamtailor, open **Jobs**. 2. Select the Job where you want to use InterviewFlowAI. 3. Click on **Edit Job**. 4. Go to the hiring pipeline or stages view. 5. Choose the stage where the assessment should be sent. Common choices are **Applied**, **Screening**, **Phone Screen**, or **Assessment**. 6. Open the stage action menu. In Teamtailor this is usually shown as **Triggers**, a magic wand icon, or under **More**. 7. Add a new trigger. 8. Choose **InterviewFlowAI** from the partner integration list. 9. Select the InterviewFlowAI Interviewer you want candidates to receive. 10. Optional but recommended: add a clear trigger label, such as `InterviewFlowAI - Sales Screen` or `InterviewFlowAI - Support Assessment`. 11. Save or add the trigger. When a candidate is moved into that stage, Teamtailor will send the trigger to InterviewFlowAI. InterviewFlowAI then creates the interview and sends the candidate invitation email. ## Step 5: test with one candidate Before using the trigger on real candidates, run a simple test. 1. Create or choose a test candidate in Teamtailor. 2. Make sure the candidate has a first name, last name, and email address. 3. Move the candidate into the stage where you added the InterviewFlowAI trigger. 4. Wait for the trigger to run. 5. Open the candidate profile in Teamtailor. 6. Look for the InterviewFlowAI partner result. It should show that the invitation was sent. 7. Check the candidate inbox for the InterviewFlowAI invitation email. 8. Complete the assessment as the test candidate. 9. Return to the candidate profile in Teamtailor and confirm the result changes to completed. Expected result after completion: * Teamtailor shows an InterviewFlowAI result on the candidate card. * The result includes an overall score out of 100 when available. * The result includes a recommendation summary. * The result includes a link to the full InterviewFlowAI report. InterviewFlowAI currently maps overall scores into fit levels: | Score | Teamtailor fit level | | - | - | | 80-100 | Top fit | | 60-79 | Might be fit | | 0-59 | Might not be fit | Depending on your Teamtailor result card layout, the fit level may be more visible than the numeric score. The full InterviewFlowAI report link is the best place to review the complete scorecard. ## Step 6: use the integration day to day Once the test works, your team can use the integration in a few ways. ### Automatic stage-based sending Move a candidate into the stage that has the InterviewFlowAI trigger. Teamtailor will automatically send the candidate to InterviewFlowAI. This is best for consistent screening, high-volume roles, and pipelines where every candidate at a certain stage should receive the same assessment. ### Manual sending for one candidate Use this when you want to send an assessment without moving the candidate to a trigger stage. 1. Open the candidate profile in Teamtailor. 2. Select **More**. 3. Choose **Add integrations**. 4. Select **InterviewFlowAI**. 5. Choose the assessment. 6. Send it. ### Manual sending for multiple candidates Use this when you want to send the same assessment to several candidates at once. 1. Open **Candidates** or a Job's candidate list in Teamtailor. 2. Select the candidates. 3. Open the bottom action bar. 4. Choose **More**. 5. Select **Integrations**. 6. Choose **InterviewFlowAI** and the correct assessment. ## What candidates see The candidate receives an InterviewFlowAI invitation by email. The email includes a secure link to the InterviewFlowAI assessment experience. The exact email wording depends on your InterviewFlowAI Interviewer and email template settings. Review the candidate-facing message before going live, especially for senior roles, high-volume roles, or roles where you want a specific tone. Candidates do not need a Teamtailor login to complete the assessment. ## What owners and viewers see in Teamtailor You can review the assessment status and results in Teamtailor. Teamtailor permissions determine who can view these records. Immediately after the trigger runs, the candidate card should show an InterviewFlowAI partner result with a sent status. After the candidate completes the assessment, InterviewFlowAI updates that result with: * Completed status. * Overall score, when available. * Fit level, when available. * Recommendation summary. * Additional details such as recommendation, notes for the human interviewer, and red flags when available. * A link to the full InterviewFlowAI report in the InterviewFlowAI dashboard. The full report link opens the InterviewFlowAI interview report for deeper review, including the scorecard and interview evidence available for that assessment. InterviewFlowAI does not automatically reject, hire, or advance candidates in Teamtailor by default. Owners should review the result and take the next step according to your hiring policy. ## Optional: add the trigger to a job template If you use the same InterviewFlowAI step across many Jobs, add it to a Teamtailor Job template. 1. In Teamtailor, go to **Settings**. 2. Open **Templates**. 3. Choose **Job templates**. 4. Edit the relevant template. 5. Go to the **Stages** step. 6. Add the InterviewFlowAI trigger to the correct stage. 7. Save the template. New Jobs created from that template will include the trigger setup. ## Optional: use multiple activations Some companies use multiple InterviewFlowAI accounts, regions, brands, or business units. Teamtailor supports multiple activations for the same marketplace partner. If your company needs this: 1. In Teamtailor, go to **Settings -> Integrations -> Marketplace activations**. 2. Open the InterviewFlowAI activation. 3. Use **Add multiple activations**. 4. Give each activation a clear name, such as `InterviewFlowAI - US Sales` or `InterviewFlowAI - EU Support`. When Owners add a trigger later, they can choose the correct activation. ## Troubleshooting ### I cannot find InterviewFlowAI in the Teamtailor marketplace Ask your Teamtailor Owner to confirm that you have Marketplace access. If you still cannot see it, contact InterviewFlowAI support. Your company may need marketplace access enabled for the integration. ### Teamtailor says activation failed Most activation issues are caused by an invalid or missing InterviewFlowAI API key. Try this: 1. Generate a new API key in InterviewFlowAI. 2. Copy the complete key. 3. Paste it into the Teamtailor activation form again. 4. Make sure there are no spaces before or after the key. ### No assessments appear when i add the trigger Check these items: * The InterviewFlowAI Interviewer exists. * The Interviewer is active and not archived. * You generated the API key from the same InterviewFlowAI account that owns the Interviewer. * You are using the correct Teamtailor activation if your company has multiple activations. ### The candidate did not receive the invitation email Check these items: * The candidate has a valid email address in Teamtailor. * The candidate has a name in Teamtailor. * The trigger was added before the candidate entered the stage. * The email did not land in spam or promotions. * The Interviewer is not archived in InterviewFlowAI. If the candidate was already in the stage before you added the trigger, use the manual sending option or move the candidate out of the stage and back in. ### The trigger failed for one candidate A common cause is that the same candidate already has an active InterviewFlowAI interview for the same assessment. InterviewFlowAI prevents duplicate active interviews for the same candidate and Interviewer. Check the candidate in InterviewFlowAI. If there is already an active invitation, use that interview instead of creating another one. ### Results are not showing in Teamtailor Check these items: * The candidate completed the assessment. * InterviewFlowAI has finished processing the interview. * The Teamtailor candidate card is refreshed. * The result card is expanded or opened from the candidate profile. If the result still does not appear, open the candidate in InterviewFlowAI and confirm the assessment is completed there. Then contact InterviewFlowAI support with the candidate email, Teamtailor Job name, and approximate completion time. ### I selected the wrong assessment in a trigger Edit the Teamtailor trigger and choose the correct InterviewFlowAI assessment. The change applies to future trigger runs. Candidates who already received the old assessment may need to be handled manually in InterviewFlowAI. ### I want to stop sending assessments Remove or disable the InterviewFlowAI trigger from the Teamtailor stage. This stops future candidates from receiving the assessment automatically. It does not cancel invitations that were already sent. ## Support For InterviewFlowAI setup questions, contact: * InterviewFlowAI support: [support@interviewflowai.com](mailto:support@interviewflowai.com) For Teamtailor account permissions, Marketplace access, or Triggers availability, contact Teamtailor from inside your Teamtailor app or through: * Teamtailor Help Center: [https://support.teamtailor.com/en](https://support.teamtailor.com/en) * Teamtailor support email: [support@teamtailor.com](mailto:support@teamtailor.com) When asking for help, include: * Company name. * Teamtailor Job name. * Candidate email used for testing. * InterviewFlowAI assessment name. * Screenshot of the Teamtailor trigger setup or candidate result card. * Approximate time the trigger was run. # Webhooks Source: https://docs.interviewflowai.com/platform/webhooks Send Candidate progress and report updates to your hiring tools automatically. Webhooks send an update to another tool when something happens with a Candidate. Use them to update your ATS, trigger a follow-up, or notify your team when a report is ready. You configure them separately for each Interviewer. ## Before you start * You need the **Owner** role and a plan that includes webhooks. * Your technical team needs to provide the destination URL and set up the receiving tool. For a workflow you can configure in an automation app, see [Zapier](/platform/zapier-integration). ## Set up webhooks 1. Open the Interviewer and select **Integrations**. 2. Under **Outbound Webhooks**, click **Enable Webhooks**. 3. In the portal, enter the destination URL supplied by your technical team. 4. Choose the events your workflow needs. 5. To change the destination or events later, return to **Integrations** and click **Manage**. ## Choose your events | Event in the portal | When to use it | | - | - | | `interview.created` | Add a new Candidate interview to another tool. | | `interview.started` | Track that a Candidate has started the interview. | | `interview.completed` | Track that the interview session has ended. | | `interview.report_available` | Notify reviewers or send results after the report is ready. | | `interview.declined` | Update a declined Candidate and stop follow-ups. | | `interview.opted_out` | Stop follow-ups when a Candidate chooses not to continue. | | `assessment.shortlisted` | Track an assessment invitation. | | `assessment.started` | Track that a Candidate has started an assessment. | | `assessment.completed` | Track that a Candidate has finished an assessment. | Choose `interview.report_available` when your workflow needs the interview report. An interview can be completed before its report is ready. ## Check the connection Use a test Candidate and confirm that the destination tool receives the events you selected. If updates are missing, check that webhooks are enabled on the correct Interviewer and that the event is selected. Ask your technical team to verify incoming requests, handle repeated updates, and investigate delivery failures. Share signing secrets only through your approved secure channel. # Workable integration Source: https://docs.interviewflowai.com/platform/workable-integration Connect Workable to InterviewFlowAI, automatically invite candidates by hiring stage, sync completed interview results back to Workable, and move candidates by interview score. The Workable integration creates an InterviewFlowAI interview when a Candidate applies to a mapped Workable job in a mapped stage, or later moves into that stage. After the Candidate completes the interview, InterviewFlowAI adds the score, recommendation, and full report link to the Candidate's Workable timeline. You can also have InterviewFlowAI move Candidates to a Workable stage based on their interview status or score. ```text theme={null} Candidate enters a mapped Workable stage -> InterviewFlowAI emails the interview invitation -> Candidate completes the interview -> Results appear as a comment on the Workable candidate timeline ``` ## Before you start Make sure you have: * Owner access in InterviewFlowAI. * Permission to generate API tokens in Workable. * At least one active, non-archived InterviewFlowAI Interviewer. * A Workable job and a test Candidate with a valid name and email address. A Workable API token grants access to recruiting data. Treat it like a password. Do not send it through email or public chat. ## Step 1: Prepare your InterviewFlowAI Interviewer 1. Log in to the [InterviewFlowAI dashboard](https://app.interviewflowai.com). 2. Create or open the Interviewer you want to use with Workable. 3. Confirm the Interviewer is active and not archived. 4. Review its questions, evaluation criteria, language, expiration period, and invitation email. Only active InterviewFlowAI Interviewers appear while creating a Workable mapping. ## Step 2: Generate a Workable API token 1. Log in to Workable. 2. Open the menu in the upper-right corner. 3. Select **Settings**. 4. Under **Integrations**, click **Apps**. 5. Click **API access tokens**. 6. Click **Generate new token**. 7. Give the token a clear name, such as `InterviewFlowAI`. 8. Enable these scopes: | Scope | Why InterviewFlowAI needs it | | - | - | | `r_jobs` | Read Workable jobs, stages, and active members. | | `r_candidates` | Receive candidate stage-change events. | | `w_candidates` or `w_comments` | Add completed interview results to the Candidate timeline. Moving or disqualifying Candidates automatically requires `w_candidates`. | 9. Generate the token. 10. Copy it immediately. Workable displays the complete token only once. For Workable's token instructions, see [Generate an API access token](https://workable.readme.io/reference/generate-an-access-token). ## Step 3: Find your Workable subdomain Open your Workable company profile settings and copy the account subdomain. For example, if your Workable URL is: ```text theme={null} https://acme.workable.com ``` your subdomain is: ```text theme={null} acme ``` You can paste either `acme` or the complete Workable URL into InterviewFlowAI. The field accepts either format. ## Step 4: Connect Workable to InterviewFlowAI 1. In InterviewFlowAI, open **ATS & Integrations** in the sidebar. 2. Find **Workable** and click **Open setup**. 3. Enter your **Account subdomain**. 4. Paste your **API access token**. 5. Click **Connect**. A **Connected** badge appears when setup succeeds. InterviewFlowAI can then invite Candidates at the stages you map. If you replace or revoke the token in Workable, return to this page and update the connection with the new token. ## Step 5: Map a Workable stage to an InterviewFlowAI Interviewer 1. In the **Candidate automation** section, click **Add mapping**. 2. Select the **Workable job**. 3. Select the **Trigger stage** that should send the invitation. 4. Select the **InterviewFlowAI interviewer** the Candidate should receive. 5. Click **Save automation**. You can add multiple mappings for different Workable jobs or stages. The **Workable job** list shows up to your first 100 Workable jobs. If resume screening is turned on for the mapped Interviewer, InterviewFlowAI screens the Candidate's Workable resume first. A Candidate who doesn't pass screening is marked as declined and doesn't receive an invitation. Choose a stage that candidates enter only when they should receive the interview. Common choices are **Phone Screen**, **Assessment**, or a custom assessment stage. To invite Candidates immediately after they apply, select Workable's **Applied** stage. InterviewFlowAI sends an invitation when a new Candidate applies to the mapped job. ## Step 6: (Optional) Move Candidates automatically InterviewFlowAI can move Candidates to a Workable stage as their interview progresses. You set this up per mapping. Your token needs the `w_candidates` scope. ### Move by status 1. Under the mapping, expand **Sync status to Workable**. 2. Pick a Workable stage for any InterviewFlowAI status, such as **Interview completed** or **Invite expired**. Leave a status on **Don't move** to skip it. 3. Click **Save automation**. Declined and opted-out Candidates are always disqualified in Workable, even if you don't pick a stage for them. ### Move by interview score Use score ranges to sort Candidates after the interview. For example, advance strong Candidates, hold borderline ones for review, and disqualify the rest. 1. Under the mapping, expand **Move by interview score**. 2. For each range, enter a **From score** and **To score** between 0 and 100. 3. In **Move to**, choose the Workable stage for that range. 4. To also disqualify Candidates in that range, select **Also disqualify**. 5. Click **Save automation**. For example: | From score | To score | Move to | Also disqualify | | - | - | - | - | | 70 | 100 | Your in-person interview stage | Off | | 50 | 69 | Your review stage | Off | | 0 | 49 | Any stage | On | How score ranges work: * You can set up to three ranges. Each range includes both ends, so 50–69 and 70–100 don't overlap. * Ranges can't overlap. InterviewFlowAI won't save overlapping ranges. * A score inside a range overrides the **Interview completed** stage. A score outside every range uses the **Interview completed** stage, if you set one. * Disqualified Candidates stay in the stage you chose. The disqualification note shows the score, for example `InterviewFlowAI: interview score 42/100`. * When a Candidate completes a retake, InterviewFlowAI moves them again based on the new score. If the new score is outside a disqualify range, InterviewFlowAI removes the disqualification. ## Step 7: Test the integration Test one Candidate before enabling the workflow for your hiring team. 1. Create or choose a test Candidate in the mapped Workable job. 2. Confirm the Candidate has a name and valid email address. 3. Move the Candidate into the mapped stage. 4. Check the Candidate's inbox for the InterviewFlowAI invitation. 5. Open InterviewFlowAI and confirm the Candidate appears under the mapped Interviewer. 6. Complete the interview as the test Candidate. 7. Wait for InterviewFlowAI to finish generating the report. 8. Refresh the Candidate profile in Workable. The Workable timeline comment should contain: * The InterviewFlowAI completion status. * The overall score out of 100, when available. * The recommendation, when available. * A link to the complete InterviewFlowAI report. ## Day-to-day workflow After setup, Owners and Viewers continue managing the pipeline in Workable: 1. Move a Candidate into a mapped stage. 2. InterviewFlowAI creates one interview and sends the invitation email. 3. The Candidate completes the interview without needing a Workable account. 4. InterviewFlowAI posts the result to the Candidate timeline and moves the Candidate, if you set up automatic moves. 5. Open the report link for recordings, transcripts, answers, scoring, and detailed analysis. If a Candidate already has an interview under the same InterviewFlowAI Interviewer, the integration doesn't create another invitation. Check the existing record before trying to invite them again. ## Troubleshooting ### Workable does not connect Check that: * The subdomain belongs to the same Workable company that generated the token. * You pasted the complete token without spaces. * The token has `r_jobs` and `r_candidates` scopes. * The token has not been revoked. * Workable has at least one active member. Generate a new token and reconnect if the original token is unavailable. ### Workable connects, but no jobs or stages appear Refresh the setup page. If the lists remain empty, confirm the token has `r_jobs` access and that the Workable account has jobs and pipeline stages. Only the first 100 Workable jobs are listed. ### An InterviewFlowAI Interviewer does not appear Confirm the Interviewer belongs to the current InterviewFlowAI company and is not archived. ### The Candidate did not receive an invitation Check that: * You saved the mapping before moving the Candidate. * The Workable job and stage match the mapping. * The Candidate has a valid name and email. * The mapped InterviewFlowAI Interviewer is active. * The Candidate doesn't already have an interview, in any status, for the same InterviewFlowAI Interviewer. * The Candidate wasn't declined by resume screening. * The invitation did not land in spam or promotions. If the Candidate was already in the stage before you saved the mapping, move the Candidate out of that stage and back into it. ### The Candidate was not moved in Workable Check that: * The token has `w_candidates` access. * You saved the mapping after setting the stages. * The interview score falls inside one of your ranges, or **Interview completed** has a stage. * The stage still exists in Workable. Score ranges apply only after the interview is completed and scored. ### Results do not appear in Workable Check that: * The InterviewFlowAI report has finished processing. * The token has `w_candidates` or `w_comments` access. * The token has not been revoked since the invitation was sent. * You refreshed the Candidate profile in Workable. The result-sync failure does not remove the completed report from InterviewFlowAI. You can still open the report from the InterviewFlowAI dashboard. ## Security and token rotation * Create a dedicated Workable token for InterviewFlowAI. * Grant only `r_jobs`, `r_candidates`, and either `w_candidates` or `w_comments`. Use `w_candidates` if InterviewFlowAI moves Candidates for you. * Never place the token in source code, screenshots, tickets, or shared documents. * Revoke the token in Workable if it is exposed. * Reconnect InterviewFlowAI immediately after generating a replacement token. ## Get help Contact [support@interviewflowai.com](mailto:support@interviewflowai.com) with the Workable company subdomain, Candidate email, mapped stage, and approximate event time. Do not include your API token. # Zapier integration Source: https://docs.interviewflowai.com/platform/zapier-integration Automate workflows between InterviewFlowAI and thousands of other apps using Zapier webhooks and APIs. Connect InterviewFlowAI with your favorite tools using Zapier. You can use the **InterviewFlowAI** Zapier app alongside your API key to build automated workflows. ## Send data to InterviewFlowAI (Action) You can use Zapier to send data to InterviewFlowAI, such as creating a new candidate or inviting them to an interview. ### Get your API key An **Owner** creates the key. See [API Keys](/platform/api-keys). 1. Click **API Keys** in the sidebar. 2. Click **Generate key**. 3. Enter a clear name, such as "Zapier Integration", and click **Create key**. 4. Copy your API key and store it securely. It's shown in full only once. ### Set up the action in Zapier 1. In your Zap, add a new action step. 2. Search for and select the **InterviewFlowAI** app. 3. In the **Action event** dropdown, choose your desired action. * **Invite Candidate**: Invites a candidate for screening for a selected Interviewer in InterviewFlowAI. * **Shortlist Candidate**: Shortlists a candidate for the AI interview for a selected Interviewer. 4. Click **Continue**. 5. Under **Account**, click **Sign in** and paste your API Key when prompted in the authentication window. Click **Continue**. 6. In the **Configure** tab, map the data from your previous Zap steps to the following fields: * **Interviewer**: Select the Interviewer you want to invite the candidate for. * **Candidate Name**: Full name of the candidate. Map this from a previous Zap step. * **Candidate Email**: Email address of the candidate. Map this from a previous Zap step. * **Additional Fields** and **Metadata**: Optional integration details. Ask your technical team to supply the values and JSON format if your workflow needs them. 7. Click **Continue** and then **Test action** to verify the integration. ## Receive data from InterviewFlowAI (Trigger) You can trigger a Zap whenever an event occurs in InterviewFlowAI, such as a candidate completing an interview. 1. In Zapier, click **Create Zap**. 2. For your trigger, search for and select the **InterviewFlowAI** app. 3. In the **Trigger event** dropdown, choose your desired event: * **Candidate Created**: Triggers when a new Candidate is created. * **Interview Started**: Triggers when a Candidate starts an interview. * **Interview Completed**: Triggers when a Candidate completes an interview. * **Interview Report Available**: Triggers when an interview report is ready. 4. Click **Continue**. 5. Under **Account**, select your connected InterviewFlowAI account or click **Sign in** to authenticate using your API key. Click **Continue**. 6. In the **Configure** tab: * **Interviewer**: Select the Interviewer whose events you want to listen for. 7. Click **Continue** and then **Test trigger** to confirm the connection and pull in sample data. ## Best practices * **Keep your API key secure.** Never share it publicly or expose it as a URL query parameter. * **Test with a test Candidate.** Confirm the invitation and result updates before turning on the Zap for your hiring workflow. * **Get help with custom fields.** Ask your technical team to check any optional integration values. # Create a role play Source: https://docs.interviewflowai.com/role-plays/create-a-role-play Describe a scenario in the Scenario Studio, review the AI draft, and publish it. You build role plays in the **Scenario Studio**. You describe the situation in your own words, the AI builds a full draft, and you review and edit it before you publish. Only Owners can create, edit, and publish role plays. Viewers can open role plays and read results. ## Step 1: Describe the role play 1. Click **Role Plays** in the **Main** section of the sidebar. 2. Click **New role play**. 3. In the prompt box, describe the role play in detail. Describe the Candidate's role, the AI character, and what success looks like. The prompt box has a few extra tools: * **Template**: start from a ready-made scenario. Picking one fills the prompt box with its description, and you can edit it before you send. * **No job**: choose an Interviewer to use its job description as context. * **Session settings**: set the language, webcam, cold call, and timing before the draft is built. You can change these later. Available templates include: | Template | Difficulty | | - | - | | **SaaS discovery call** | Medium | | **Cold call (SDR)** | Medium | | **Pricing objection** | Hard | | **Frustrated customer escalation** | Medium | | **Production incident debugging** | Medium | | **Renewal at risk** | Medium | | **Difficult feedback** | Medium | ## Step 2: Answer the assistant's questions The assistant may ask clarifying questions. Type your answer, or click **Just build it** to skip the questions and build the draft straight away. ## Step 3: Review the draft The draft opens in the editor as a **Draft**. The editor has two panels: * **Chat** on the left: ask the assistant to make changes. * Four tabs on the right: **Basic details**, **Scenario details**, **Character details**, and **Session settings**. ### Use the chat assistant Type a request such as "make the character more sceptical" or "add a criterion about closing". The assistant updates the form and lists what it changed, marked **Updated · not saved yet**. Changes from the chat assistant are not saved automatically. Review them in the tabs, then click **Save**. ### Save your work The editor doesn't autosave. The header shows **Unsaved changes** when you have edits. * Click **Save** to save the draft. * To undo everything since your last save, click the **More actions** menu above the chat and choose **Discard unsaved changes**. * If you try to leave with unsaved changes, you are asked to confirm. ## Basic details | Field | What it does | | - | - | | **Title** | The role play's name. Required to publish. | | **Scenario description** | A short summary shown on the role play card and page. The Candidate doesn't see it. Required to publish. | | **Introduction (optional)** | Spoken before the character's opening line. It explains the Candidate's role and the context. You can use placeholders such as `{firstName}`, `{personaName}`, and `{durationMinutes}`. Click **Reset to default** to restore the standard text. | | **Difficulty** | **Easy**, **Medium**, or **Hard**. See below. | | **Category** | Such as **Sales discovery**, **Cold call**, **Objection handling**, **Customer support**, **Technical debugging**, **Account management**, **Negotiation**, **People management**, or **Custom**. | ### Difficulty Difficulty sets the character's default personality and how strictly the transcript is graded. | Difficulty | Character | Grading | | - | - | - | | **Easy** | Cooperative and shares facts readily. | Gives credit for reasonable attempts. | | **Medium** | Neutral, with standard sharing. | Expects a competent professional response. | | **Hard** | Guarded and needs deeper questions. | Expects precise, complete answers. | ## Scenario details This tab holds what the Candidate knows and how they are graded. * **Scenario summary**: **Your role** and **Situation**. The Candidate sees these on the join page and during the call. Both are required to publish. * **Scenario objective**: what the Candidate is trying to achieve. Required to publish. * **Evaluation criteria**: what the Candidate is scored on. See below. * **Candidate visibility**: what the Candidate sees of the criteria. Choose **Criterion names only (recommended)**, **Names and what we look for**, or **Hidden**. Strong and weak answers are never shown. * **Candidate materials**: up to five plain-text items, such as a price sheet or product facts. Click **Add material** and enter a **Title** and **Content**. The Candidate sees them on the join page and beside the call. * **Tips for the candidate (optional)**: short advice shown to the Candidate. ### Evaluation criteria You need at least three criteria to publish. You can add up to 12. Click **Add criteria** to open the criterion editor: * **Name**: what the criterion measures. Required. * **Looking for**: the evidence you want in the Candidate's answers. * **Strong answer (5)**: what full marks look like, as observable behaviour. * **Weak answer (1)**: what a score of 1 looks like. * **Weight**: from 1 to 10. The default is 5. A weight of 1 is informational: it appears in the report but isn't scored. * **Must pass**: a score of 2 or lower is flagged in the report and makes the AI recommendation **No**. It doesn't change the score. * **Skill**: an optional tag, such as Discovery or Objection handling. Click **Save changes** in the editor. Name, looking for, strong answer, and weak answer are all required to publish. Other actions: * Use the menu on a criterion to **Edit**, **Duplicate**, **Move up**, **Move down**, or **Delete** it. * Click **AI-tune** to rewrite the strong and weak answers as observable behaviour. ## Character details This tab sets up the AI character. Sections marked **Hidden from candidate** are never shown to the Candidate. ### Basic identity * **Photo**: click **Choose avatar** to pick a photo avatar or a live avatar. Photo avatars are still headshots. Live avatars are animated characters that speak on the call. You can also click **Upload photo** to use your own square image, at least 150×150px and up to 1 MB. Click **Remove** to clear it. * **Name**, **Job title**, and **Company**: all required to publish. * **Voice**: the voice the character speaks with. ### Conversation * **Opening line**: spoken word for word when the call starts. Required to publish. * **Backstory**: what the character knows about themselves, their company, and their situation. Required to publish. ### Situational understanding (hidden facts) Hidden facts are details the character reveals only when the Candidate earns them. They test how well the Candidate asks questions. You need at least one hidden fact to publish, and you can add up to 15. Click **Add fact**, then fill in: * **Fact**: the detail, such as "Budget is \$40k, approved in Q1". * **Shares it**: when the character reveals it: * **Freely**: can come up naturally. * **If asked**: shared when the Candidate asks a relevant question. This is the default. * **If probed deeply**: shared only after a follow-up that builds on an earlier answer. * **Never**: context for the character only. * **Trigger (optional)**: what the Candidate must say or ask before the character shares it. Without a trigger, the **Shares it** setting alone decides when the fact comes up. **Ground truth (optional)**: for debugging or support scenarios, enter the real cause and fix. The character stays consistent with it but never states it. ### Personality Choose **Traits** to set six sliders from 1 to 5: **Assertiveness**, **Patience**, **Talkativeness**, **Technical depth**, **Warmth**, and **Scepticism**. The defaults come from the difficulty. Click **Reset to medium defaults** (or easy or hard, to match the difficulty) to restore them. Choose **Custom** to describe the personality in your own words instead. ### Conversation guidelines Add rules for how the character responds in specific situations. Click **Add text section** for a plain rule, or **Add triggers section** for situation-based responses. Each trigger has **When the candidate says or does**, one or more responses (click **Add response** to add more, up to four), and an optional **Resolved when**. Use the responses to describe how the character should react if the Candidate leaves a concern unresolved. Review them alongside the difficulty setting. ### Success and ending * **Success condition**: when the objective counts as achieved. Required to publish. * **Concession rule (optional)**: when the character should become more open. * **End conditions**: when the call should end. Four are included by default, such as reaching the time limit. Keep at least one. * **End-call phrases (optional)**: up to five phrases the character can use to end the call. ## Session settings | Setting | What it does | Default | | - | - | - | | **Scenario language** | The language for the AI character and the introduction. | English | | **Enable webcam** | The Candidate appears on video. | Off | | **Desktop only** | The Candidate must join from a laptop or desktop computer. | Off | | **Let candidates opt out** | Shows an opt-out link on the Candidate's invite page for this role play only. When it's off, Candidates can't opt out. | Off | | **Enable cold call settings** | Simulates an incoming call with a ring tone. The character may hang up if the Candidate gives no reason to stay. Set **Ring time** (2–6 seconds) and **Hang up if no value within** (20–90 seconds, or leave empty for never). | Off | | **Duration** | How long the call lasts, from 3 to 15 minutes. | 8 minutes | | **Link expiry** | How long an invite link stays valid, from 1 to 30 days. | 4 days | ## Publish the role play Click **Publish**. If anything required is missing, the tabs with missing fields are marked with a dot, and the editor opens the first one. Once published, the role play's status changes to **Published** and you can invite Candidates. See [Invite Candidates and review results](/role-plays/invite-and-review). ## Edit a published role play 1. Open the role play from the **Role Plays** page. 2. Click the pencil next to the role play's name at the top of the page, or click the pencil on any section of the **Overview** tab. 3. Make your changes. 4. Click **Save changes**. If Candidates have invites they haven't started yet, you are asked to confirm with **Change the live role play?** ## Clone, archive, or delete Open the role play and click the **More actions** menu (**⋯**) at the top right, next to **Invite**: * **Clone role play**: makes a copy and opens it in the editor. * **Archive**: marks the role play as archived. * **Delete role play**: removes it from your role plays. You can't delete a role play while it has invites that haven't been started or calls in progress. Delete the Candidates you invited directly, or wait for their links to expire. ## Related docs * [Role plays overview](/role-plays/overview) * [Invite Candidates and review results](/role-plays/invite-and-review) # Invite Candidates and review results Source: https://docs.interviewflowai.com/role-plays/invite-and-review Send role play invites, follow each session, and read the scored report. You can invite people to a published role play directly, or add Candidates from an Interviewer's Candidate list. Each person gets a unique link and one attempt. ## Invite Candidates directly 1. Click **Role Plays** in the sidebar and open a published role play. 2. Click **Invite** at the top right of the page. 3. Choose how to add people: * **Add manually**: enter a **Name** and **Email** for each person. Click **Add another** for more rows, up to 50. * **Upload CSV**: choose a CSV file with a name column and an email column. You can upload up to 500 rows. The rows appear in a preview, and any problems are shown next to each row. 4. Check **Link expiry (days)**. It starts at the role play's link expiry setting and can be from 1 to 30 days. 5. Click **Send invites**. The dialog lists anyone who wasn't invited and why, for example because they were already invited to this role play. You can invite Candidates only after the role play is published. ## Add Candidates from an Interviewer 1. Open an Interviewer and go to its Candidate list. 2. Do one of the following: * For one Candidate, open the row menu and click **Add to role play**. * For several Candidates, select them, open the bulk actions menu, and click **Add to role play**. 3. In **Role play**, choose a published role play. 4. Click **Send invites**. Each Candidate gets an email with a unique link. Their stage changes to **Shortlisted for Role Play**. Candidates who were already invited to that role play are skipped, and you see a message with the reason. ### From the Candidate's report You can also add one Candidate from their report: 1. Open the Candidate from an Interviewer's Candidate list. 2. Click the **Role Play** tab. 3. If the Candidate has no role play yet, click **Add to role play**. 4. Choose a published role play and click **Send invites**. The tab then shows the new role play. Click **View Role Play** to open the Candidate's full role play report. Results appear on the role play and in the Candidate's report, on the **Role Play** tab. If a Candidate took more than one role play, choose which one to view from the **Role play** menu on that tab. ## What the Candidate experiences 1. The Candidate opens the link from their email. 2. The join page shows the role play title, their brief (**Your role**, **Situation**, and **Objective**), any reference materials and tips, and what they'll be assessed on, if you chose to show it. 3. It also lists key facts: the call length, that it's a live voice call, that they get one attempt, the language, and whether a camera or a laptop is required. 4. The Candidate clicks **Join role play**. The call opens in a new tab and starts straight away. Their brief stays on screen during the call. 5. The call ends when the time limit is reached, or when one of the role play's end conditions happens, such as the objective being reached. If you turned on **Let candidates opt out** for the role play, the join page also shows an opt-out link. If **Desktop only** is on, the Candidate can't join from a phone. The join page also tells the Candidate when: * the link has expired; * the role play has already been completed; * they opted out. ## Track sessions Open the role play and click the **Candidates** tab. The table shows everyone invited, directly or from an Interviewer: | Column | What it shows | | - | - | | **Candidate** | Name and email. Candidates added from an Interviewer also show "From job:" and the Interviewer name. | | **Status** | The session status. See below. | | **Score** | The score out of 100, once graded. | | **Invited** | When the invite was sent. | | **Completed** | When the call ended. | Above the table: * **Search**: find a Candidate by name or email. * **Sort**: click the sort button and choose **Newest invite**, **Oldest invite**, **Highest score**, **Lowest score**, or **Recently completed**. * **Status tabs**: click a status to filter the table. Each tab shows how many Candidates have that status. ### Session statuses | Status | What it means | | - | - | | **Shortlisted** | Invited, but hasn't started yet. | | **In progress** | The call is live, or it has ended and is being graded. | | **Completed** | Graded. The report is ready. This session uses 2 credits. | | **Not scored** | There wasn't enough to grade, for example a very short call. You're not charged. | | **Grading failed** | Something went wrong while grading. Contact support if you see this. | | **Expired** | The link expired before the Candidate started. | | **Opted out** | The Candidate opted out from the join page. Only possible when **Let candidates opt out** is on. | ### Row actions Open the menu on a row to: * **View report**: open the session report. * **Resend invite**: send the invite again with the same link. Available while the invite is waiting and hasn't expired. * **Delete**: remove a Candidate you invited directly by email. If they haven't started, their link stops working. You can invite them to this role play again later. Not available while their call is in progress, or for Candidates added from an Interviewer. ## Read the report Click a row, or choose **View report**, to open the **Role play report**. Results usually appear a few minutes after the call ends. The top of the report shows: * The session status and the score out of 100. * The AI recommendation, such as **Strong yes**, **Yes**, **Leaning yes**, **Neutral**, or **No**. * Whether the objective was achieved, partially achieved, or not achieved. * The call duration, and when the Candidate was invited and completed it. Below that you find: * **Summary**: an overview of the call, the reasoning behind the objective result, and lists of **Strengths**, **Gaps**, **Red flags**, and **Notes for the human interviewer**. When an item mentions a moment in the call, such as (1:05), click the time to play the recording from there. * **Criteria**: a card for each criterion with its score, the reasoning, and evidence from the conversation. Must-pass criteria scored 2 or lower are flagged. If a recording is available, you can jump to the moment the evidence comes from. * **Hidden facts uncovered**: which hidden facts the Candidate managed to uncover. * **Recording & transcript**: the call recording and the full transcript, when available. Each session is graded once, when the call ends. Editing the role play's criteria later doesn't change results that were already graded. ### Export the report as a PDF * On the **Role play report**, click **Export PDF** to download the report for this session. * On a Candidate's report, **Export PDF** includes a **Role Play** section for each role play the Candidate was added to from an Interviewer. The PDF includes the score, recommendation, objective, summary, criteria scores and reasoning, strengths, gaps, red flags, notes, hidden facts, and the transcript. When a recording is available, click **Watch Recording** in the PDF to open it. Anyone with the PDF can open the recording link, so share it carefully. ## Related docs * [Role plays overview](/role-plays/overview) * [Create a role play](/role-plays/create-a-role-play) # Role plays overview Source: https://docs.interviewflowai.com/role-plays/overview Put Candidates in a realistic work conversation with an AI character, then score how they did. An AI role play is a live voice conversation between a Candidate and an AI character. You describe a real work situation, such as a discovery call, a frustrated customer, or a difficult feedback talk. The AI plays the other person and stays in role. After the call, the transcript is scored against the criteria you set. Role plays show you how a Candidate handles a situation, not just how they describe it.