Greenhouse video conferencing integration settings guide

Permissions: Job Admin and above

Product tier: Available for all subscription tiers

Engaging with video conferencing tools can help optimize your hiring plans, so you can communicate with great candidates faster.

In this article, we'll provide an overview of key settings contained within video conferencing integrations utilized in Greenhouse Recruiting. These default settings, typically managed outside of Greenhouse, can affect your integration experience with the Zoom, Google Meet, and Microsoft Teams integrations. 

This guide serves as a starting point to engage with additional features and guidance available to you from your video conferencing provider.

If you’re new to using scheduling integrations with Greenhouse Recruiting, please reference the following support guides our before continuing. These articles provide detailed instructions on how to enable and use the integrations.

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Zoom

Provision Greenhouse Recruiting in the Zoom App Marketplace

In order for your team members to install Zoom in Greenhouse Recruiting, the Greenhouse Recruiting application must first be approved in the Zoom app marketplace.

An administrator for your organization's Zoom account can make this change directly through the Zoom Admin portal. 

By selecting the Who Can Install tab, members of your team who'll need to integrate Zoom with Greenhouse can be provisioned to install the application and continue enabling

screenshot_of_greenhouse_recruiting_application_zoom_app_marketplace.png

Enabling the integration

The Zoom integration can only be enabled by a Greenhouse user who is also a Zoom admin. In case this user loses their Zoom admin access, or leaves the organization, the Zoom integration will need to be reconnected by a new Zoom admin.

Review this article in Zoom’s help center for more information on user roles and access in Zoom.

Standard settings

  • All Zoom meeting IDs are generated randomly through the integration. It is not possible to use the personal meeting ID on the integration.
  • All Zoom meeting IDs generated through the integration include a password.
  • When scheduling a single interview, a unique Zoom meeting ID will be generated for the scheduled interview.
  • When scheduling multiple interviews with 'Schedule all', a single Zoom conferencing link is generated and shared across all interviews scheduled as part of the current interview stage. 
  • All Zoom meetings scheduled through Greenhouse will also respect the settings and features associated with your Zoom account type and user profile
  • The host’s Zoom settings determine if the candidate can join the meeting before the host. 

Considerations when using the Zoom integration in Greenhouse Recruiting 

Provision one-click join

To allow candidates to join Zoom meetings without needing to enter a meeting passcode, consider provisioning Embed passcode in the invite link for one-click join within your Zoom Admin settings. With this enabled, candidates won't be prompted to enter a meeting code upon joining your calls. To learn more, click here.

Deactivate Personal Meeting IDs (PMI)

If the Zoom host uses Zoom's Personal Meeting ID (PMI) feature, two different meeting IDs might be shown in the calendar event. Interviewers and candidates can click either link to connect to the meeting. To avoid confusion, we recommend that your Zoom hosts not use a Personal Meeting ID (PMI) when scheduling a meeting. Click here for more information from Zoom.

Use 'Schedule all' tool when scheduling remote or multi-step interviews 

If you plan to remotely interview candidates over multiple days, schedule all interviews using the  “Schedule all”, then assign the candidate as the host once the interview begins in Zoom. This allows employees to join and exit the room at their designated times.

It also provides a simplified candidate experience and facilitates breaks throughout the interview process. The candidate will be able to use the same Zoom link even if the round is being conducted over multiple days.

Note: If the original host (the host first assigned in Greenhouse) has a free or basic user license, the meeting will be limited to 40 min. Review this article from Zoom for additional details.

If your team prefers to use unique meeting links for each individual interview schedule all interviews without using the Zoom integration, generate a Zoom link for each interview from the invite directly on your calendar. Make sure to send updates to all attendees after adding the link. 

Interviews scheduled with a copied and pasted meeting link will not display the Zoom logo on the candidate profile in Greenhouse.

Note: Organizations using the Calendly integration can schedule Zoom meetings through Calendly. This allows for additional functionality, such as Zoom's alternative host feature.

Google Meet 

Enabling the integration

Your organization must support Google Meet in its Google Calendar configuration. All Google Meet meetings scheduled through Greenhouse will also respect the settings and features associated with your Google Workspace settings. This is maintained by your Google Workspace administrator; review this article in Google’s support center for more information.

The user scheduling the interview must have the Google Calendar integration enabled. Please reference our support article on how to enable the integration.

Standard settings

Scheduling a single interview

A unique Google Meet conferencing link will be generated for the scheduled interview.

Scheduling multiple interviews with “Schedule all”

A single Google Meet conferencing link is generated and shared across all interviews scheduled as part of the current interview stage.

Scheduling with 'Open in Google' 

In case you choose the Open in Google option to complete the scheduling step, Google Meet conferencing links may not be added automatically to the interview invitation. This behavior can be influenced by the “Automatically add Google Meet video conferences to events I create” setting; consult this article in Google’s support center for more information.

Using unique meeting links for each individual scheduled interview

The Google Meet integration does not allow for unique meeting links for each individual interview when using “schedule all” for multiple events. If your team prefers to use unique meeting links for each individual interview, you may wish to pursue one of the following approaches:

  • Schedule each individual interview with the Google Meet integration separately.
  • Generate a Google Meet link for each interview from the invite directly on your Google Calendar; make sure to send updates to all attendees after adding the link.

Microsoft Teams

Enabling the integration

Your organization must support Microsoft Teams in its Outlook 365 configuration. This is maintained by your Outlook 365 administrator; review this article in Microsoft’s support center for more information.

All Microsoft Teams meetings scheduled through Greenhouse will also respect the settings and features associated with your Outlook 365 and/or Microsoft 365 settings. Consult this article in Microsoft’s support center for further guidance.

The user scheduling the interview must have the Outlook 365 integration enabled. Please reference our support article on how to enable the integration.

Considerations when using the Microsoft Teams integration in Greenhouse Recruiting

Using unique meeting links for each individual scheduled interview

The Microsoft Teams integration does not allow one meeting link for multiple events. If your team prefers to use a single meeting link across multiple interviews, you may wish to pursue the following approach:

  • Schedule one interview with the Microsoft Teams integration
  • Copy the generated meeting link from this first interview
  • Manually paste the copied meeting link into the body of each additional interview as you schedule through your typical workflow.

Interviews scheduled with a copied and pasted meeting link will not display the Microsoft Teams logo on the candidate profile in Greenhouse.

Note: A downloadable PDF version of the Greenhouse video conferencing integration settings guide attached to this article. Based on your screen size, this may appear at the bottom or on the top right side of the page.