Interview Panelists

Interview Panelists let you bring external interviewers — subject-matter experts, hiring managers from a client, or colleagues outside your core recruiting team — into your interview process without giving them full workspace access. Recruiters invite a panelist by email; the panelist then logs in to a dedicated, focused portal where they set their availability, see the interviews assigned to them, review the candidate, and submit structured feedback that flows straight back into your pipeline.

There are two sides to this feature:

1. Recruiter side — invite and manage panelists from Settings → User Roles → Panelists.
2. Panelist side — the panelist signs in to their own portal to manage availability and interviews.

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Recruiter side — invite & manage panelists

Open Settings → User Roles and switch to the Panelists tab. This screen lists every external panelist with their Name, Status and the date they were Added On, split into Active and Invitations (pending) sub-views. A total seats counter and the Invite Panellist button sit at the top right, with a Search panellists… box to find someone quickly.

Invite a panelist

Click Invite Panellist to open the invite dialog and add an external interviewer:

• Name — the panelist’s full name.
• Email — the address the invitation link is sent to.
• Validity in hours — how long the invitation link stays valid (for example 48).

Click Send Invite. The panelist receives an email with a link to join; until they accept, they appear under the Invitations sub-tab, and once they’re set up they move to Active.

Note

Panelists don’t consume a normal team seat or need a workspace role — they only ever see the interviews they’re assigned to, keeping your candidate data secure.

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Panelist side — the panelist portal

Panelists work from a separate, simplified portal — they don’t see your full dashboard.

Where panelists log in

URL: app.pitchnhire.com/panellist-login Panelists sign in with the email they were invited on. There’s a Sign in as Recruiter link if they landed here by mistake.

My Interviews & availability

After signing in, the panelist lands on My Interviews. At the top, My Availability shows the time windows they’ve offered, each with Edit and Remove controls and an + Add slot button. Below, a filterable table (by Status, date From/To, and Order) lists every interview assigned to them with the Candidate, Email, Date & Time, Mode (e.g. Video), Status (e.g. Scheduled) and a View action.

Add an availability slot

Clicking + Add slot opens Add Availability Slot, where the panelist tells coordinators when they can take interviews:

• Specific date — a one-off slot on a single future date, OR
• Days in week — pick one or more weekdays they’re regularly free, with an Available on future weeks too toggle (on = repeats every week, off = this week only).
• Time window — a Start time and End time for the selected date/days.
• Timezone — the timezone those times are interpreted in (defaults to the panelist’s own).

Click Save Slot. Coordinators can then schedule interviews inside these windows.

View an interview & submit feedback

Selecting View on an interview opens its detail page. The panelist sees the interview header (date, time, duration, mode, provider), the Candidate (contact, skills, an AI Summary, and a Resume button), the Job with its description and required skills, and the other Panelists on the panel.

On the right is the Feedback panel, where the panelist submits their assessment:

• Rating (0–5) — star rating for the candidate.
• Candidate stage (optional) — selecting a stage updates the candidate’s pipeline stage directly.
• Notes — free-text observations (up to 4000 characters).

Click Submit to send the feedback back to the recruiting team.

Note

Feedback opens once the interview is due to start — for a future interview the panel shows “Feedback isn’t open yet” with the date it becomes available.

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Tips

Tip

Ask panelists to add their availability as soon as they accept the invite. Coordinators can only schedule inside the windows panelists provide, so up-to-date availability keeps interviews moving.

Tip

Encourage panelists to set the Candidate stage when they submit feedback — it advances the candidate in your pipeline automatically, so strong interviews don’t stall waiting on a recruiter to move them.

Common issues & fixes

Caution

A panelist can’t sign in — confirm they’re using the exact email you invited, and check the Invitations sub-tab: if the Validity in hours window has lapsed, re-send the invite with a longer validity.

• Panelist sees no interviews — they’re only assigned interviews where they’re on the panel; confirm the interview was scheduled with them as a panelist.
• Coordinators can’t find a time — the panelist likely hasn’t added availability, or their slots are in the past; ask them to add a future availability slot.
• Feedback button is unavailable — feedback only opens once the interview is due to start; before then it shows “Feedback isn’t open yet”.

Related

• Manage your internal team and roles in User Roles & Permissions.
• Schedule the interviews panelists attend from the Interview Calendar.