This guide walks Regional Volunteer Intake Coordinators (RVICs) through the process of assigning interviewers, replacing them when necessary, and managing tie-breaker situations for volunteer applications. It also covers reminders, timelines, and outcome tracking.

Assigning Interviewers

Policy Reminder: Two interviewers must be assigned within 2 business days. Engage will notify RVICs, Interviewers,  and applicants upon assignment.

Steps

1. From the Engage homepage, select Applications – Need Action.
2. Click View next to the appropriate application.
3. On the application, click Assign Interviewers.
4. In the Interviewer Search pop-up window, you can:
   • Add a Note (Optional) -  Select Yes if you want to include a note for the interviewers. A text box will appear where you can enter your message. The assigned interviewer will be able to access this note when they access the interview record.
     .
   • Use the Search by Name field to locate a specific interviewer within the selected area
   • Use the Search In dropdown to define the area you want to search
     • Chapter (default), District, Region, or Outside Area (limited to 500 results)

➤ TIP: A new column in the list has been added to 
help you track when the volunteer is on pause.

5. Then, select the first interviewer by clicking the radio button (small circle) next to their name. This marks your choice. After selecting, click Next to continue.
   • 
6. Then repeat the steps here to select the second interviewer, and then click  Finish. Engage will notify both interviewers, the applicant and the RVIC. 

Replacing an Interviewer

Interviewers can only be replaced if they have not yet entered a disposition (Accept or Reject). Once a disposition is submitted, the assignment is locked.

1. From the application record, click Assign Interviewers again.
2. In the Interviewer Assignment screen, existing interviewers will be listed.
3. For each interviewer:
   • Click Keep Current Assignment to retain them, or
   • Select a replacement from the list of available interviewers.
4. Use the Search In and Search by Name filters as needed to find a new interviewer.
5. Click Next to confirm your selection.
6. After replacing both or either interviewers, click Finish to save the changes.

➤ TIP: Replacements are helpful if an interviewer is unresponsive or unavailable. 
Be sure to act before a disposition is recorded.

Adding a Tie Breaker

If the first two interviewers submit conflicting dispositions (one Accept, one Reject), Engage will flag the application for a tie-breaker. The RVIC must assign a third interviewer.

1. Open the application record and click Assign Interviewers.
2. When prompted, select Yes to add an optional note (if helpful for the new interviewer), then enter your note.
3. In the search window:
   • Use the Search In dropdown to narrow results by Chapter, District, Region, or Outside Area.
   • Optionally, use Search by Name to quickly locate a specific volunteer.
4. Select the third interviewer from the list and click Next.
5. Click Finish to confirm the assignment.

➤ The tie-breaker is now assigned. 
Engage will notify the selected interviewer automatically.

Follow-Up and Reminders

• Interviewers have 5 days to take action.
• Engage sends reminder emails automatically after 5 days.
• RVICs may reassign interviewers if necessary.

Viewing Dispositions

Related Resource

View the full list of Engage system notifications related to the Volunteer Journey Notifications. (SVO login required)