Note: The Google Meet integration will be released to all organizations over the coming weeks. If you don't yet see the option to schedule via Google Meet, check back soon!
Greenhouse Recruiting's integration with Google Meet allows organizations scheduling with Google Calendar to generate a Google Meet video conferencing link during the standard interview scheduling process. Greenhouse Recruiting then automatically adds the Google Meet link to the interviewer invite(s) and the candidate interview confirmation email.
In this article, we will cover:
Requirements to schedule a Google Meet interview
To schedule an interview using Google Meet, the following conditions must be met:
- The user scheduling the interview has enabled the Google Calendar integration
- The organization must support Google Meet in its Google Calendar configuration (managed outside of Greenhouse Recruiting)
Note: For best results, we recommend completing your full scheduling workflow within Greenhouse Recruiting. The Google Meet video conferencing link may not be automatically added to interview invitations if you click Open in Google to complete scheduling. This functionality is controlled by the Google Calendar setting Automatically add Google Meet video conferences to events I create.
Schedule an interview using Google Meet
A Google Meet video conferencing link can be created for new interviews scheduled through Greenhouse Recruiting. A Google Meet video conferencing link cannot be added to previously scheduled interviews. To add a video conferencing link to previously scheduled interviews, you must do one of the following:
- Delete the scheduled interview and reschedule through Greenhouse Recruiting using the steps outlined below, or
- Add a Google Meet link to the scheduled interview in Google Calendar, and then send the updated event to all participants
To schedule a new interview via Google Meet, navigate to a candidate who requires scheduling (All Candidates > Candidate). From the candidate's profile, click Schedule Interview next to the interview to be scheduled. If you wish to schedule multiple back-to-back interviews, click Schedule All.
On the Scheduling for candidate page, click the Settings icon at the top-right to confirm you're scheduling to the intended Google Calendar.
Enter the appropriate details in the Date, Time, and Interviewers fields. When you're finished entering the interview details, click Schedule and Continue at the bottom-right of the page.
On the subsequent page, click Add Video Conferencing in the Schedule Summary panel.
Select Google Meet from the dropdown menu. A unique video conferencing link will be added to the body of the interviewer invite after scheduling.
Review the calendar invite(s) to be sent to the scheduled interviewer(s) and make any necessary changes. Click Send Invites at the bottom-right of the page when finished.
Note: If you are scheduling multiple interviews via the Schedule All function, a single meeting link is generated and shared across all interviews included in the Schedule All workflow.
Greenhouse Recruiting sends a calendar invite for the interview(s) to the interviewer(s). The calendar event includes the unique Google Meet link.
If needed, the Google Meet link can be copied directly from the candidate's profile inline with the associated interview.
Send an interview invite to the candidate
Once the interview is scheduled, be sure to send an interview confirmation email to the candidate. From the candidate's profile, click Send Interview Confirmation.
Note: The candidate will not be notified of the interview unless you manually send an interview confirmation. Greenhouse Recruiting does not automatically notify candidates of scheduled interviews.
From the Availability dialog box, edit the necessary fields of the email and select an alternative template if needed. By default, the body of the email is drawn from the Default Candidate Interview Confirmation Message template. The Google Meet video conferencing link is added automatically to the body of the email, and is also included in the calendar file attachment (if sent). Be sure not to edit or remove the Google Meet link from the body of the email. Click Send Email when finished.
Join an interview via Google Meet
At the time of the interview, the interviewer(s) and the candidate can join the video conference by clicking the meeting link in the interview invite or calendar event. Generally speaking, the interviewer can admit/deny participant entry to the meeting, and the candidate can request to join the meeting. If they candidate is denied, then can refresh to request again. Neither party can view meeting details.
Please note these experiences might differ based on your organization's unique Google Meet settings, which are configured through Google.