The daily operating model for reviewing applicants awaiting interview, arranging 30- or 60-minute interviews, resolving schedule changes, and submitting outcomes to the Internship Officer.
Mentor-first operating model
A Mentor may start from a project workload, an applicant card, the interview calendar, or a notification. Every entry opens the same applicant interview record and applies the same status, scheduling, document, history, and outcome rules.
Cross-role interview workflow
Each lane shows who owns the next action from interview setup through the final outcome. Handoffs follow the FigJam flow for proceed to offer, talent pool, and rejection.
Choose an available 30- or 60-minute slot, or request another time with an optional comment.
Applicant response requiredWhen another time is requested, review the comment and send a replacement slot or record that scheduling will happen outside TOA.
Rescheduling RequiredAccept the proposed time and use the confirmed start–end range for the interview.
Interview ScheduledJoin using the agreed meeting details. No outcome or decision action is exposed to the applicant.
Review transcript and AI-assisted summary, edit notes, then submit one recommendation.
Use the Mentor evidence and recommendation to choose the business outcome.
Review the formal offer and accept or decline before the response deadline. Talent-pool and rejection outcomes are communicated without an offer action.
Offer Extended / Final outcomeThe choice of view changes how work is found, not how the interview record behaves.
Review attention states within one assigned project, then manage its applicants.
Scan applicants across projects by workflow stage and continue the next action.
Use List, Week, or Month views to coordinate scheduled and proposed interview times.
Open a rescheduling request, reminder, or completed-interview task directly.
Each scenario identifies the trigger, the Mentor’s job, the system behaviour, and the next status.
Scenario 01
The Internship Officer sends an applicant to an approved project.
Review project fit, transcript and CV, then decide how to arrange the interview.
No interview timeslot exists at this stage. The record only shows profile context and the setup action.
Scenario 02
The Mentor sends one fixed slot or up to five shared slots.
Monitor the sent setup and its history; no further action is required until the applicant responds.
Once a shared time is confirmed, it is removed from the remaining applicants’ available choices.
Scenario 03
The applicant states that the previously sent times do not work and may add a comment.
Review the previous setup and comment, then send one replacement slot or record that scheduling will happen outside TOA.
The previous slots remain in history. Shared slots are not available for this state.
Scenario 04
The applicant confirms a 30- or 60-minute interview time.
Review the applicant context and meeting details, conduct the interview, then mark it complete.
Every interview displays a start–end range. Dragging a calendar item to another time requires confirmation.
Scenario 05
The interview has ended and the Mentor must record the evidence and recommendation.
Open the dedicated outcome page, review the transcript and AI-assisted summary, edit notes, then choose a recommendation.
Drafts remain private. Final submission requires a second confirmation and ends with a success toast.
Scenario 06
The Mentor sends the final outcome to the Internship Officer.
Review the read-only history if needed; no further interview action is required.
The Internship Officer continues with the offer, rejection, or referral decision.
The same canonical status must appear consistently in Projects, Applicants, Interviews, side panels, history, and notifications.
Availability is selected by week. Unavailable times remain visible for context but are disabled.
Mentors use Week or Month views to plan confirmed and proposed interviews. Every item is a time range of either 30 or 60 minutes.
No interviews
Outcome work is substantial enough to use a dedicated page rather than a dialog or side panel.
The final selection uses the agreed B3 wording:
Save draft remains available before submission. Sending the outcome requires final confirmation.
Each page has a specific purpose while sharing one interview record model.
| Mentor question | Best entry point | Why |
|---|---|---|
| Which of my projects needs attention? | My Projects | Compares project-level action states and counts. |
| What is the next action for this applicant? | Applicants | Organises every applicant by current workflow stage. |
| What interviews are happening this week? | Interviews | Shows exact 30- or 60-minute time ranges across projects. |
| What changed for this interview? | Applicant detail / history | Shows the status-specific setup history and comments. |