Prepare a final round
Choose what your panel still needs to ask a candidate, share the questions between interviewers, collect each interviewer's scorecard, and see who thinks what once everyone has weighed in.
A final round turns a report into a short list of questions for your panel. It picks the requirements the report has not already settled, puts the most important first, and gives each one to an interviewer, so the panel spends its time on what is still open instead of repeating the screen.
The final round is a plan for the conversation, and a place for each interviewer to record how it went. It does not make a decision, change the candidate's score, or contact the candidate.
What you need
- A completed analysis whose report is linked to a saved candidate and a saved job.
- A job that is open. Reopen a closed job before preparing a final round for it.
- A report from a version that supports final rounds. Older reports from before report versions were recorded do not, and ProBB tells you when that is the case.
Prepare a final round
- Open the report and choose Prepare final round. When the candidate's decision is Advance and nothing is prepared yet, it is the main action at the top of the report. Otherwise find it under More actions, in Candidate actions.
- Review the requirements. The open ones are ticked for you; the ones the report already shows are listed under Already shown and left out. Each requirement shows what the resume and the AI interview say about it, in plain words such as "Partly", "Not shown" or "Asked, no example", and the first question to ask. "Not shown" means nothing was seen. It is not a mark against the candidate.
- Add any question of your own with Add a question, up to 10.
- Under Interviewers, add the people on your panel, up to 8. To include someone who has no seat in your workspace, such as a client's hiring manager, choose Add someone outside your team (see Interviewers from outside your workspace).
- Under Who asks what, give each requirement or question to an interviewer, or choose Split evenly.
- Choose Send to n interviewers.
Each interviewer gets a notification in ProBB saying who they are interviewing and for which role. Open your scorecard in the notification takes them straight to their scorecard. You are not notified of your own action.
Interviewers who are Viewers, and interviewers who have not opened ProBB in the last 7 days, also get an email with the subject "You're interviewing Priya Nair for Senior Backend Engineer". It names the candidate and the role, says how many things they have to cover, and has one button that opens their scorecard. It carries nothing else about the candidate, and nobody outside your workspace is emailed. Each person is emailed once, when they are added; people who stay on the panel when you edit the final round are not emailed again.
When a final round exists, the report shows a Final round chip with how many scorecards are in, for example "Final round · 1 of 3 scorecards". Everyone in the workspace, Viewers included, can choose it to read the final round: the questions grouped by interviewer, with your own part first, what a good answer shows, and whether each interviewer has submitted. If you are on the panel, Open your scorecard is the main button. Members and Admins also see Edit and Cancel final round there.
Interviewers from outside your workspace
Some interviews are done by people who will never have a ProBB seat: an agency's client, a hiring manager in another company. Add them by name and email with Add someone outside your team. You can add up to 4, and the panel as a whole is still at most 8. Give them requirements and questions under Who asks what, just as you would a teammate. The form says what they get: "They get a link to their part only. They never see other scorecards."
An address that belongs to a member of your workspace is refused. Add that person as a member instead, so they sign in and keep the same rules as everyone else on the panel.
What they receive
Each outside interviewer is emailed once, when you add them. The email comes from "Your organisation via ProBB AI" and has no reply address. It says how many things they have to cover, names the candidate by first name only and the role, and has one button that opens their private page. The link:
- belongs to them alone and shows only their part;
- works for 30 days from the day it is sent, and stops working sooner if the final round is completed or cancelled, or if you revoke it;
- needs no account and no password.
What they see, and never see
They see the organisation's name, the candidate's first name and the role, and each of their requirements and questions with:
- What we know: only the plain reading words from the resume and the AI interview, such as "Partly" or "Not shown". No written assessment, no scores and no integrity findings.
- the questions to ask, and what a good answer shows;
- the same four ratings, the overall lean, a note on each item and an overall note, saved as they go.
They never see other interviewers' scorecards, leans or notes, before or after they submit their own. They cannot open the report, the candidate's contact details or anything else in your workspace, and the page has no link back into ProBB.
After they submit, the page says "Thanks — your scorecard is in. You can close this page." and shows their own scorecard to read. Change my scorecard lets them make a change with a reason, the same way a member can, until the final round is complete. When it completes, their link stops working.
Manage their link
On the final round, outside interviewers appear with an External badge, their email address, and where their link stands: invitation on its way, link sent, link expired or link revoked. Their scorecard counts toward the final round being complete, and you read it by the same rule as any other: an interviewer on the panel who has not yet submitted cannot read it, and everyone else can once it is in. In a shared report, they appear by first name like everyone else.
Members and Admins can use three actions, which stay available after the first scorecard is in (while the final round is active):
| Action | What it does |
|---|---|
| Resend link | Emails the same link again, good for another 30 days. If the link had been revoked this makes a new one and reads Send a new link. A second email cannot be sent within a minute of the first. |
| Revoke link | Stops the link working straight away. Their draft or submitted scorecard stays. |
| Copy link | Copies the link so you can send it yourself. Anyone who has it can fill in the scorecard, so share it only with that person. |
Adding or removing an outside interviewer is part of changing the final round, so it follows the same rule: it is possible until the first scorecard is submitted. Taking someone off an open final round deletes their part and their link with it.
Protection against misuse
The page is protected by a Cloudflare check and by limits on how often a link can be used. It does not ask them to sign up, and it is not indexed by search engines. Activity is recorded in your workspace's Activity history as counts only: who was added or removed, a link resent or revoked, and a scorecard submitted. Email addresses are not written to it. Their scorecard is personal data about the candidate and is included in a candidate data export; the outside interviewer's address is not.
How requirements are chosen
ProBB reads each requirement from the resume and, when the candidate has taken an AI interview, from the interview too. A requirement is open, and ticked by default, when:
- neither the resume nor the interview shows it clearly;
- the interview contradicts what the resume suggests;
- the interview recommends probing it again; or
- the only support is the candidate saying so, with nothing observed to back it.
A requirement is closed, and left out by default, when the resume or the interview shows it and nothing argues against that. You can tick a closed requirement if you want to cover it anyway, or untick an open one you do not need. Choose up to 25 requirements.
The list is ordered by importance: must-haves first, with hard constraints at the top, then important, then optional. The report's own wording is kept, including what a strong answer looks like and any follow-up questions the report suggests.
How the questions are shared
Give each requirement or question to one interviewer, or choose Split evenly to deal them out in turn in priority order, so the most important ones are spread across the panel rather than piled on the first person. Anything you leave unassigned stays with you, and you join the panel.
Every question belongs to exactly one interviewer. A panel can include members who cannot normally change records: Viewers can be interviewers. Being on a panel does not give a Viewer any other access.
Change or cancel it
You can change the questions and the panel until the first interviewer submits a scorecard. After that the final round is locked, so everyone's scorecard describes the same questions. Choose the Final round chip, then Edit. People who stay on the panel keep their part; only people you add are notified. Cancelling a final round removes it from interviewers' notifications. You can prepare it again afterwards, and the new plan replaces the cancelled one.
The final round is a snapshot of the report at the time you prepared it. If the report changes, for example after an interview is completed, change the final round to refresh it.
If a candidate record or a job is merged with another, the final round moves with its report. Deleting the report, the candidate or the job deletes the final round with it.
Fill in your scorecard
Open your scorecard from the notification or email, from Scorecards to submit on Home, or from the final round on the report. Each interviewer has one scorecard for their part, and it works the same on a phone, which is meant to sit beside you during the call, and on a computer.
- Overview. The candidate, the role and your own requirements and questions, each with a line on what is known. Choose Start, or tap any item to go straight to it. Until you submit, you see who else has submitted, but not what they said.
- One card for each item. It shows the priority, what the resume and the AI interview say, the questions to ask, and what a good answer shows. Tick Asked beside a question once you have asked it; the tick is the same one the report's screening guide and follow-ups use, so your colleagues see it there too. Then rate it Shown, Partly, Not shown or Didn't get to, and add a note if it helps. Didn't get to counts as an answer: it means you did not cover it, not that the candidate failed it. Choose Next and Back to move between cards.
- Wrap-up. Check your marks (tap one to go back to it), give an overall lean (Strong yes, Yes, No or Strong no), and add an optional summary note. Items still without a mark are listed, and Submit scorecard takes you to the first one.
- Submit. ProBB asks "Submit your scorecard?" and tells you that you will then see the other scorecards and that later changes need a reason. Once you submit, the panel opens: your scorecard first, then the others as they arrive, with "Waiting for Ravi" for anyone still to submit.
On a phone the four rating buttons stay at the bottom of the screen with Back and Next, so you never scroll to rate during a call, and the phone's navigation bar steps aside while the scorecard is open. On a computer the rating sits in the card, with your requirements listed in a column beside it on a wide screen. Keys 1 to 4 pick a rating (or a lean on the wrap-up) and the arrow keys move between cards.
Your scorecard is saved as you go, as a draft only you can see. The corner of the screen says Saving…, Saved or Retrying…. If the connection drops, what you entered is kept on the page and sent again when it returns; if it cannot be saved, you are told and can choose Retry. Viewers who are on the panel fill in their own scorecard, exactly like Members; being on a panel gives a Viewer no other access. A Viewer cannot record the shared Asked ticks, so a Viewer's ticks are only a reminder on their own device, and the card says so.
The scorecards you still owe are listed on Home under Scorecards to submit, above the candidates waiting on interviews, with how far you have got ("3 to rate" or "1 of 3 rated"). Viewers see this section too. Each one counts on Home's badge. A final round whose job is closed, or that was cancelled, drops off the list, and its scorecards can no longer be changed; you can still read what you entered.
Who sees what, and when
Scorecards are private until they are submitted, and interviewers give their own view before seeing anyone else's, so nobody is swayed by a colleague's vote.
| Who is looking | Their own scorecard | Other interviewers' scorecards |
|---|---|---|
| An interviewer who has not submitted | Their draft or submitted scorecard | Not shown. They see only who has submitted and who has not |
| An interviewer who has submitted | Their scorecard | Every submitted scorecard: ratings, notes and leans |
| A Member, Admin or Viewer who is not on the panel | Not applicable | Every submitted scorecard, at any time |
A draft is never shown to anyone but the person writing it. The same rule applies in the app, the customer API and the AI assistant tools, and to an outside interviewer's scorecard. Scorecards never appear in a candidate-facing link. A report share link includes them only if the person sharing switches on its Final round section (see Share the panel's view).
Submit locks the final round
The first submission locks the final round: its questions and panel can no longer be changed. When every interviewer who is still in your workspace has submitted, the final round is complete. The person who prepared it gets a notification, "All 3 scorecards are in for Priya Nair", which opens the report with the final round showing, unless they submitted last. An interviewer who leaves the workspace, or is removed, does not hold the round open, and neither can they change a scorecard after they leave.
Change a submitted scorecard
You can change your scorecard after submitting it, even after the final round is complete, but you must give a reason of up to 500 characters. Open your scorecard and choose Change my scorecard, give the reason, edit what you need, and choose Save changes. The reason is kept with the change in the workspace Activity history, which Admins can read, and the scorecard shows how many times it has been revised. A scorecard must stay complete: you can change a rating or your lean, not remove one.
Webhook events
final_round.scorecard_submitted is sent when an interviewer submits, and again, with a higher revision, each time they change a submitted scorecard. For an outside interviewer the event's actor.type is external_interviewer and the scorecard's interviewer is marked external; their email address is never part of an event. final_round.completed is sent once, when the last interviewer still in the workspace submits. See webhook events.
Debrief on the report
Once a final round exists, the report gains a Final round tab next to Overview, Interview and Job description (?tab=final-round in the address). Open it from the report, from the Final round column on the job, or from the chip in the report header.
- Progress. A strip at the top lists every interviewer with their overall lean (Strong yes, Yes, No, Strong no) or "Not submitted", and how many scorecards are in.
- Requirement matrix. One row per requirement, with three columns: Resume, AI interview and Panel. The Panel column shows each interviewer's rating as a small mark with their initials, coloured by what they found (Shown, Partly, Not shown, Didn't get to). Choose a row's arrow to read their notes. Your own questions appear as rows too, without a Resume or AI interview column. On a phone each requirement is a card with the three sources stacked.
- Not in the final round. Requirements the report had already settled are in a muted group at the bottom, so you can see nothing was skipped by accident.
- Summaries. Each submitted scorecard's overall note is listed under the matrix.
The same rule as above decides what you see. An interviewer who has not submitted sees only their own marks, a short message, and a link to their scorecard. Everyone else sees every submitted scorecard. A draft is never shown to anyone but its author.
On the rest of the report
- Requirement coverage. On the Overview tab, requirements the panel has rated show a small panel mark, and the coverage filter gains a Panel pill that narrows the list to them. This works on both the lean report and the evidence-matrix report.
- Decision. Beside the hiring decision options you see "Panel: 2 yes, 1 no" (Strong yes and Yes count as yes; No and Strong no count as no). It is information for the person deciding; it does not choose for them.
- Job. The job's candidates table has a Final round column: "Kit ready", "2 of 3 in", or "Panel: 2 yes 1 no". A row action prepares a final round for a candidate who has none, or opens the one they have.
- Older reports. Reports from before final rounds have no Final round tab and no panel marks.
Share the panel's view
A report share link never includes the panel by default: neither the Client-ready nor the Full preset switches on the Final round section. A member who created the link, or an Admin, can switch it on. When it is on, the shared report shows only submitted scorecards: each requirement's ratings and notes and each interviewer's overall lean and note, with the interviewer's first name only. Drafts, email addresses and workspace IDs are never included. The section is not available to an interviewer who has not submitted their own scorecard.
Prepare one with an AI assistant or the API
You can ask a connected AI assistant to prepare a final round, for example "Prepare a final round for Priya Nair and give the system design questions to Sam". It names interviewers by their names, asks when a name could mean more than one person, and acts only when you ask it to. See the MCP server guide.
The customer API offers the same: preview the requirements, create or replace a report's final round, read it, and cancel it. GET /v1/jobs/{jobId}/final-rounds lists a job's final rounds with how many scorecards are in and how they lean (the lean counts follow the table above). The final_round.created and final_round.cancelled webhook events announce changes.
To include outside interviewers, send externals (name, email and the items they take) with the final round. POST /v1/reports/{id}/final-round/externals/{assignmentId}/resend and .../revoke resend and revoke their link (scope reports:write). The API never returns an outside interviewer's full address, only a masked form such as h•••@example.com, and never the link itself. An AI assistant adds an outside interviewer only after you have seen who will be emailed and said yes, every time (see the MCP server guide).
Scorecards are covered too. With a key that holds scorecards:read, GET /v1/reports/{id}/final-round/scorecards returns the scorecards the key's owner may see, by the table above. With scorecards:write, PUT /v1/reports/{id}/final-round/scorecards/me saves, submits or revises the key owner's own scorecard. Scorecard keys act as their owner: they cannot fill in anyone else's scorecard. A key held by a Viewer can read but cannot hold scorecards:write, so Viewers submit in the app. See API authentication for scopes.
An AI assistant can also tell you how the panel rated a candidate on a topic ("How did the panel rate Priya on Kafka?"), by the same rule: if you are an interviewer who has not submitted, it tells you to submit first and does not guess.
An AI assistant can fill in your scorecard from what you tell it ("Python was shown, system design partly, we didn't get to testing, overall a yes, submit it"). It writes only the ratings and lean you state in your own words, asks when one is unclear instead of choosing for you, and never works one out from a transcript or a resume. A Viewer's assistant is read-only, so Viewers fill in their scorecard in the app.
Troubleshooting
| What you see | What to do |
|---|---|
| Prepare final round is not offered | Check that the analysis is complete, the report is linked to a saved candidate and job, and you are a Member or Admin. |
| "A final round cannot be prepared from this report" | The report's version does not support final rounds, or it has no usable requirements. Run a new analysis. |
| "This job is closed" | Reopen the job, then prepare the final round. |
| "A final round has already been prepared for this report" | Open the existing one and change it, or cancel it first. |
| An interviewer cannot be chosen | Only people in your workspace can interview. Invite them first under Settings. |
| "Rate every item" when submitting | Every requirement and question needs a rating before you can submit, and you need to choose an overall lean. Didn't get to counts. |
| You cannot see the other scorecards | They appear once you submit yours. Until then you see only who has submitted. |
| "This final round is locked" when editing | An interviewer has submitted, so the questions and panel can no longer change. Cancel it and prepare it again only if it has not completed. |
| "This scorecard link isn't available any more" (what an outside interviewer sees) | The link was revoked, has expired, or the final round is complete or cancelled. Choose Resend link or Send a new link. After the final round is complete a link cannot be reopened. |
| "That address belongs to a member" | Add the person as a member of the panel, not as someone outside your team. |
| An outside interviewer did not get the email | Check the address under the final round, then choose Resend link, or Copy link and send it yourself. |
| A scorecard is read-only | The job was closed or the final round was cancelled. Reopen the job, or prepare the final round again. |
Auto-invite
Set a bar for a job and ProBB queues the candidates who clear it for your OK, or, if an admin chooses, invites them after a short wait you can cancel. Preview the rule, work the queue, and use it from the API and an AI assistant.
Candidate feedback
Draft kind, specific improvement feedback for a candidate from their report, edit every line, send it by email or as a link, update or revoke it, and see what the candidate sees and never sees.