Applying an Interview Plan to a Job

Every job in Kula requires an interview plan to structure how candidates are evaluated. When you create or configure a job, you choose the interview plan that defines its pipeline stages, activities, and evaluation criteria.

You can apply a plan from three starting points:

• Select a global template — apply a pre-configured template from Settings

• Import from another job — copy the plan from a similar existing job

• Use the default plan — start with Kula's default stage structure and customize from there

Applying a Plan When Creating a Job

When setting up a new job (or at the draft stage before it goes live), Kula prompts you to configure the interview plan.

1. Open the job you are creating or editing.

2. Navigate to the Interview Plan section (under the job's settings tab or during the job creation flow).

3. Choose one of the following options:

   • Select a Template — choose from your library of global interview plan templates

   • Import from Another Job — search for and select an existing job to copy its plan

Once selected, Kula creates a job-level copy of the chosen plan. The job's interview plan is now independent of the global template.

Recommended: Set up your interview plan before the job goes live and before you start receiving applications. Making changes to the plan after candidates are already in the pipeline can require manual reconfiguration of stages and pools.

Viewing and Editing a Job's Interview Plan

Once a plan has been applied, you can view and edit it at any time from within the job.

1. Open the job.

2. Go to Settings → Interview Plan (the sub-tab within the job settings).

3. From here you can:

   • Add or remove stages

   • Edit stage names and target times

   • Add, modify, or delete activities within each stage

   • Change scorecard attachments

   • Reassign or edit interviewer pools

Changes made here apply only to this job and do not affect the global template or any other jobs.

What Happens When You Apply a Plan

When a global template is applied to a job:

Global Template Updates Do Not Affect Existing Jobs

Once a template is applied to a job, the job holds its own independent copy. If you later update the global template:

• The update applies only to new jobs going forward

• Existing jobs using that template are not automatically updated

• Each existing job must be manually updated if you want it to reflect the new template

This is expected behaviour — it ensures that candidates currently progressing through a hiring pipeline are not impacted by template-level changes made by admins.

Applying a Plan to Multiple Jobs

There is no single-action way to push a plan to multiple existing jobs at once. Each job must have its interview plan configured individually. To minimize manual effort:

• Finalize your global templates before creating jobs that use them

• Use the Import from Another Job option to replicate a well-configured job's plan into new jobs quickly

• Use cloned templates as the basis for role-family variants (e.g. Technical - Junior, Technical - Senior)

Frequently Asked Questions

Q: Can I change the interview plan on a job after it has already been created?

Yes, you can change or update the interview plan at the job level at any time. However, be aware that switching plans after job creation — especially if candidates are already in the pipeline — may result in interviewer pool assignments not carrying over. You will need to manually reconfigure pools in the updated plan.

Q: I applied a template to a job, then updated the template in Settings. Why didn't the job update?

This is by design. Once a template is applied, the job holds its own copy that is no longer linked to the global template. Changes to the global template only affect new applications of that template. To update the job's plan, edit it directly at the job level under Settings → Interview Plan.

Q: Is there a way to see which global template a job's interview plan was originally based on?

Not currently. Once a plan is applied and the job-level copy is created, there is no active tracking of which global template it originated from. It is good practice to name your global templates consistently so teams can identify the source by name.

Q: Can I apply an interview plan to a job that already has candidates in the pipeline?

Yes. You can update the interview plan on a live job. Existing candidates are not removed from their current stages when the plan is updated, but new stages and activities will be available for them going forward. Note that already-completed activities (e.g. sent emails, completed interviews) are not retroactively changed.

Q: The interview plan was updated in the job but the interview pools are missing. What happened?

Changing the interview plan on an existing job — by selecting a new template or re-importing — can result in the loss of interviewer pool mappings, as the system does not automatically remap pools from the old plan to the new one. Go to the job's interview plan, find the affected interview activities, and manually re-add the interviewer pools.

Need Help?

If you have questions or need assistance with setup, feel free to reach out to us at support@kula.ai or use the in-app chat for assistance.