MBA Admissions Interview Scheduling

This article describes how MBA Admissions uses SUMO Scheduler to setup and conduct interviews.

Step-by-step guide

There are 5 major components to this process

1. SUMO Scheduler Setup
   
   1. How to Setup a SUMO appointment provider
   2. How to Setup a SUMO location
   3. How to Setup a SUMO service
   4. How to Setup provider availability
2. Reader Wizard
   
   1. On the last step of the reader wizard, it will ask for a recommendation.  One of which is Invite to Interview and if selected, will then make available a picklist for Interview Preference:
   
   b.  If Schedule Manually is selected, then they are personally invited by the staff member assigned to this task by a Quick Action from the Application record.
   
   
3. Pardot Email Sends for the invitation
   1. Flow called "Admissions Interview Flow" is triggered by Process Builder "SUMO Interview Email Trigger", which then sends the email to the applicant with the specific interview link (based on the interview type selected in the Candidate Feedback record).
   2. The same flow will send a reminder email to schedule the interview after 5 days, if the applicant has not yet scheduled the interview.
4. Interview Appointment is Scheduled (there are 2 ways):
   1. Applicant Self-Schedules Interview Appointment
      1. A similar link to this is sent in above email: https://johnson.force.com/s/onlinescheduler?processId=a5O3m000000qQTYEA2&clientId=0033m00002tR20JAAS&relatedid=a1g3m00000C3uoMAAR
      2. They select between on-campus and Zoom:
         
      3. Available time slots are displayed that take into account what location, what service, and what providers availability is for that time period.
         
         
         
      4. The applicant selects a time slot and finishes scheduling their appointment.
      5. An Event record and SUMO appointment record is created and appear in the Activity Timeline on the Application and Contact records.
         1. Ensure that the Admissions Interviewer staff has the JCB Contact ID field populated on their USER record to ensure they will be populated as the interviewer on the Application record.
      6. Data feed takes this information and adds the interview date/time, who the appt is scheduled with to the admissions record.
         
         
   2. Admissions Staff manually schedule the interview using the SUMO Multi-Calendar in Salesforce.
      1. Follow the steps in the SUMO Multi Calendar: New Appointment Confluence article.
      2. NOTE: It is important to populate the Admissions Application lookup field in the New Appointment scheduler to associate the Application to the Interview appointment records.  Automations and reports require the Admissions Application field to be populated in order to run correctly.
         1. Follow this article if the Interview appointment does not appear in reports or does not appear on the Admissions Application's activity timeline.
5. Interview Feedback
   1.  A scheduled job runs at 5AM daily to update the Interview 1 Status, Interview Type, Interview Location, Interviewer, and Interview 1 Date/Time fields.
   2.   Another scheduled job creates and sends an email to the interviewer at the time of the interview with a link to a visualforce page to provide feedback on the interview.
   3. The link to the interview feedback can also be found on the feedback record.  
   4. Once the feedback is sent, the Feedback record is marked Complete, which triggers the App's Internal Status to update to 'Send to Committee'.

Additional Resources:

• Change Interviewer on a SUMO Interview Appointment
• Connect Admissions Application to Existing Interview Appointment
• Update Interview Records with Admissions Application