INTERVIEW PLAYBOOK
INTERVIEW PROCESS
Contacting & Scheduling Interviews
Once a qualified candidate has been identified, communication and interview scheduling should occur within 24 hours. Prompt follow-up helps maintain candidate engagement and improves the overall recruiting experience.
The recruiting process varies by role. Candidates applying for Assistant Coach and Head Coach positions are required to complete a Predictive Index (PI) assessment as part of the hiring process.
Predictive Index is a behavioral assessment that helps Rally House better understand a candidate’s natural work style, communication preferences, and workplace motivations. The assessment is used as one input in the overall hiring process and is reviewed alongside interview feedback, experience, and qualifications.
Review the process flow below for the role-specific recruiting flow and requirements.
Teammate & Team Captain Flow
| Step | Action | Owner |
|---|---|---|
| 1 | Review applicants in Phenom | Store Leadership |
| 2 | Contact qualified applicant and invite them to interview | Store Leadership |
| 3 | Schedule interview with applicant | Store Leadership |
| 4 | Conduct interview using the approved Interview Guide | Store Leadership |
| 5 | Evaluate interview results and determine next steps | Store Leadership |
| 6 | Move candidate to Offer status if selected for hire | Store Leadership |
Assistant Coach & Head Coach Flow
| Step | Action | Owner |
|---|---|---|
| 1 | Review applicants in Phenom | Store Leadership |
| 2 | Contact qualified applicant and conduct a phone screen | Store Leadership |
| 3 | In Phenom, select Assessment to issue the Predictive Index assessment | Store Leadership |
| 4 | Candidate completes the Predictive Index assessment | Candidate |
| 5 | Talent Acquisition reviews assessment results | Talent Acquisition |
| 6 | Candidate is moved to Interview status or declined in Workday based on assessment review | Talent Acquisition |
| 7 | Schedule interview for candidates moved to Interview status | Store Leadership |
| 8 | Conduct interview using the approved Interview Guide | Store Leadership |
| 9 | Evaluate interview results and determine next steps | Store Leadership |
| 10 | Move candidate to Offer status if selected for hire | Store Leadership |
Contacting Candidates & Scheduling Interviews
Step 1: Contact the Candidate by Phone
- Open the candidate profile in Phenom.
- Locate the candidate’s phone number.
- Call the candidate to discuss the opportunity and invite them to interview.
If the Candidate Does Not Answer
- Leave a professional voicemail.
- Introduce yourself and Rally House.
- Ask the candidate to return your call.
- Inform the candidate they will also receive an email with interview scheduling information.
Step 2: Send Interview Invitation
- Select More Actions from the candidate profile.
- Select Invite to Interview.
- Configure the interview details.
- Send the invitation using Email
Step 3: Monitor Interview Scheduling
- Monitor your Outlook calendar
When creating an interview invitation, review:
- Interview type
- Interviewer
- Duration
- Location
- Communication method
Interview for Success
Interview Preparation
Preparation helps ensure interviews are organized, consistent, and focused on evaluating the skills, behaviors, and experiences needed for success.
Preparing for the Interview:
- Review the candidate’s application and resume.
- Review recruiting notes and candidate communications.
- Select the Interview Guide based on the role you are interviewing for.
- Choose a distraction-free envioronment and, if conducting a virtual interview, verify your technology is working before beginning.
- Review the Legal Interview Questions listed on the Interview Quick Guide before beginning the interview.
Conducting the Interview
- Begin each interview by welcoming the candidate and setting clear expectations for the interview.
- Introductions: Begin by introducing yourself, then allow the candidate to introduce themselves.
- Behavorial Questions: Questions to understand the candidate’s experiences and approach.
- Rally House: Discuss the candidate’s knowledge of Rally House and interest in the role.
- Candidate Questions: Reserve time at the end for candidate questions.
- Ask every candidate the same behavioral questions and take objective notes throughout the interview.
- Use deep dive prompts to better understand the candidate’s experiences.
Stay objective during the interview and watch for biases. Biases are unconscious assumptions or preferences that can influence your judgment. Use the reminders below to keep your evaluation focused on the candidate’s competencies.
BIAS TYPE | WHAT IT LOOKS LIKE | HOW TO STAY OBJECTIVE |
Affinity Bias | · You feel an instant connection because a candidate shares your interest or background. | · Focus on the candidate’s demonstrated competencies, not personal similarities or shared experiences. |
Halo Effect | · One positive quality shapes your entire impression of the candidate. | · Evaluate each competency independently. Don’t let one strong response influence your overall evaluation. |
Horns Effect | · One concern shapes the rest of your evaluation. | · Evaluate the entire interview before making your recommendation. Don’t let one weak response outweigh the candidate’s overall performance. |
Confirmation Bias | · You start searching for information that supports the opinion you have already formed. | · Stay open-minded. Give every response equal consideration, even if it challenges your first impression. |
Urgency Bias | · Staffing pressure makes one detail carry more weight than it should. | · Apply the same hiring standards to every candidate, regardless of staffing needs or hiring timelines. |
Experience Bias | · You discount an example because it didn’t come from a traditional job. | · Focus on the behaviors demonstrated, not where they came from. Strong examples can come from work, school, sports, or volunteer experience. |
Extroversion Bias | · You assume a quieter communication style means weaker social skills. | · Evaluate the quality of the candidate’s responses, not their communication style or personality. |
Culture Fit Bias | · A candidate’s personality or style from your team’s and that difference alone gives you pause. | · Focus on demonstrated competencies and behaviors, not whether the candidate’s personality or style feels similar to your team. |
AFTER THE INTERVIEW
- Complete all competency ratings using the rating scale and document strengths, development opportunities, and overall comments.
- Review your interview notes before making a hiring recommendation and explain next steps to the candidate.
- All notes should be uploaded to Phenom on the candidate’s profile under Notes and physical copy torn and disposed of.
Interview Question Guidelines
Interview questions focus on a candidate’s ability to perform the job and comply with applicable employment laws. Questions need to remain job-related, consistent, and professional throughout the interview process.
| Topic | Unacceptable | Acceptable |
|---|---|---|
| Military Service | What type of discharge did you receive? | What type of education or training did you receive while in the military? In what branch of the armed services did you serve? |
| Disabilities | Do you have any disabilities? When did you lose your eyesight/leg/hearing? | Are you able to perform the essential functions of the job you are applying for? |
| Age / Date of Birth | How old are you? When did you graduate from high school? | Are you over the age of 18? Are you legally eligible for employment in the United States? |
| Affiliations / Religion | What clubs or organizations do you belong to? Do you go to church? | What professional or other organizations that you belong to do you consider relevant to your ability to perform this job? Are you available to work on Saturdays and Sundays? |
| National Origin / Citizenship | Where were you/your parents born? What is your native language? Are you a US citizen? What is your country of citizenship? | Are you authorized to work in the United States? Will you now or in the future require sponsorship for employment visa status? |
| Race / Color / Origin / Sex / Gender / Addresses / Worker’s Comp | All questions are illegal | None |
| Personal | How tall are you? How much do you weigh? What is your mother’s or father’s name? | Are you able to perform the essential functions of the job you are applying for? |
| Marital / Family Status | Are you married or do you have a partner? What are your childcare arrangements? With whom do you live? | Would you be willing to relocate, if necessary? Do you have responsibilities or commitments that would prevent you from meeting specified work schedules? |
| Reliability / Attendance | Do you own a car? | What hours and days are you available to work? |
| Compensation | How much do you make? | What are your pay expectations? |
Important Reminders
- Focus questions on skills, experience, qualifications, and job requirements.
- Utilize mandatory interview guides
- Avoid questions related to protected characteristics or personal information that is not relevant to the position.