Zoom is the leader in modern enterprise video communications, with an easy, reliable cloud platform for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems.
Greenhouse Recruiting and Zoom have created an integration so you can add Zoom links to interviews directly within Greenhouse Recruiting as part of your scheduling workflow.
Note: Enabling the Greenhouse Recruiting / Zoom integration is a one-time setup for your entire organization, and must be completed by a user with a Zoom Admin account. Once enabled, the integration will be available for use by all users in your Greenhouse Recruiting account who are scheduling interviews.
In this article, we will cover:
Enable Greenhouse Recruiting / Zoom Integration
To start, click the Ellipsis icon on your navigation bar and select Integrations from the dropdown menu.
On the Integrations and Partners page, use the search bar at the top right to search for Zoom. Select Zoom from the list of results.
From the Zoom dialog box, click Connect on the right-hand side.
You will be redirected to a Zoom-hosted authentication page. Enter your Zoom account credentials.
Note: You must have a Zoom Admin account to enable the integration.
You will be redirected back to Greenhouse Recruiting and will see confirmation the integration has been connected successfully.
The Greenhouse Recruiting / Zoom integration is now enabled and can be used by any user in your Greenhouse Recruiting account when scheduling interviews.
Note: If the user who connected the Greenhouse Recruiting / Zoom integration leaves your organization or is downgraded from their Zoom Admin account, users in your organization will encounter an error when attempting to schedule using the integration. To resolve this, the Greenhouse Recruiting / Zoom integration must be disconnected by a Site Admin, then reconnected by a user with a Zoom Admin account.
Schedule Interview with Greenhouse Recruiting / Zoom Integration
To schedule an interview using the Greenhouse Recruiting / Zoom integration, begin by navigating to a candidate profile. Click Schedule Interview next to the interview you wish to schedule using the integration.
Note: If you are scheduling back-to-back interviews and wish to use the same Zoom meeting link for all of the interviews, click Schedule All. On the Schedule Interview page, you will create a single Zoom meeting link, which will be added to each of the events you schedule for the candidate during this workflow.
If you prefer to create separate Zoom meeting links for each interview, you must schedule interviews one at a time using the Schedule Interview option described below.
On the Schedule Interview page, add the interview details such as date, time, and interviewers. When you are finished configuring the interview details, click the Add Video Conferencing dropdown in the right-hand panel and select Zoom.
A Meeting Host dropdown will appear in the Video Conferencing section. Click the Meeting Host dropdown and select the user who should own the meeting. The dropdown will list your own user name, the names of any users listed as interviewers for the event, and any users listed as Coordinators for the job. If you see only your own name listed, check that you have added users to the Interviewers field.
Note: The user selected as the meeting host must have a Zoom user account associated with your organization.
Once a Meeting Host is selected, a Video Conferencing field will appear, populated with the Zoom meeting link.
Confirm all fields on the Schedule Interview page are completed, then click to schedule at the bottom right of the page.
When you are finished scheduling, return to the candidate's profile page and click Send Interview Confirmation.
The Zoom meeting link(s) you generated when scheduling will be added automatically to the body of the email, as well as included in any calendar files you choose to send with the email. Make any edits needed to the template. When you are finished making changes, click Send Email at the bottom right of the page.
The Zoom meeting link will be available to the scheduled interviewers through their calendar invites, and to the candidate through the Candidate Interview Confirmation email. If the user who scheduled the interview 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.
The following information will be sent to Zoom upon scheduling completion:
- Host name
- Start time
- Duration of the meeting
- The subject line of the interviewer invite
The name of the meeting will match the information entered in the subject line of the interviewer invite, unless the subject line was blank when the scheduling user selected the video conferencing dropdown while the subject line was blank. In this case, Zoom will default the meeting name to Zoom Meeting.
Note: When a Zoom meeting is scheduled from Greenhouse Recruiting, the meeting may show a start time in the Zoom account that does not match the actual start time of the interview. Please refer to your external calendar or the candidate's profile in Greenhouse Recruiting as the source of truth for the interview start time.
Follow your usual process to update an existing interview if you would like to to edit, cancel, or delete an interview scheduled using the Greenhouse Recruiting / Zoom integration. Be sure to keep the Zoom meeting link in the body of the event, and to send updates to all guests.
Note: Canceling or deleting an interview containing a Zoom meeting link will not invalidate the link or remove the meeting from your organization's Zoom account.
Disconnect Greenhouse Recruiting / Zoom Integration
The Greenhouse Recruiting / Zoom integration can be disconnected only by a user with Site Admin level permissions.
To disconnect the integration, have the Site Admin click the Ellipsis icon on the navigation bar and select Integrations from the dropdown.
From the Manage Integrations section at the top of the page, click the Zoom tile.
In the subsequent Zoom dialog box, click the Disconnect button.
Upcoming interviews scheduled with Zoom meeting links will retain the Zoom meeting links after the integration is disabled, and the links will remain valid for use. Users will be unable to add Zoom meeting links to interviews scheduled moving forward.
Default Settings for Greenhouse Recruiting / Zoom Integration
The following default settings cannot be edited at this time:
- All Zoom meeting IDs are generated randomly; it is not possible to use a personal meeting ID.
- All Zoom meeting IDs generated through the integration will include a password.
The host's Zoom settings will determine if the candidate can join the meeting before the host.
Note: Organizations using the Calendly integration can schedule Zoom meetings through Calendly. This allows for additional functionality, such as Zoom's alternative host feature.