Overview

While Zoom is the only virtual meeting platform currently integrated with Recruiting, you can still use other tools, such as Microsoft Teams, Google Meet, Webex, Teams, etc., to conduct interviews. 

This article outlines two ways to manage meetings using these external resources to provide a seamless experience for both recruiters and candidates.

Option 1: Use the Interview Scheduling Tool with Custom Templates to Add the External Link

If you're using the Interview Scheduling Tool to view interviewer availability and schedule meetings, you can create custom templates that include a placeholder for your external meeting link.

Steps to Create New Co-Worker Templates

1. Log in and go to People > Hiring > Applicant Tracking. The Recruiting dashboard appears. 
2. Go to Admin and select Message Templates. The Message Templates tab appears.
3. Click the New User Templates tab, and in the Co-Worker Invite Templates section, click Create a Co-Worker Invite Template.
4. In the new template, complete these fields:

• Template Name: Enter the name of the template.
• Subject Line: Enter the subject of the email and invitation being sent.
• Body: 
  • This is the bulk of the content.
  • Include a placeholder for your meeting URL (such as [Insert Microsoft Teams Link Here]). 
  • Consider using bold or colored font for the placeholder to ensure it’s updated before you send it.

Steps to Create New Candidate Templates

1. Log in and go to People > Hiring > Applicant Tracking. The Recruiting dashboard appears. 
2. Go to Admin and select Message Settings. The Message Templates tab appears.
3. Click the New User Templates tab, and in the Candidate Invite Templates section, click Create a Candidate Invite Template
4. In the new template, complete these fields:

• Template Name: Enter the name of the template.
• Subject Line: Enter the subject of the email and invitation being sent.
• Body: 
  • This is the bulk of the content.
  • Include a placeholder for your meeting URL (such as [Insert Microsoft Teams Link Here]). 
  • Consider using bold or colored font for the placeholder to make sure it’s updated before you send it.

Refresh Your Personal Templates

Before you use the new templates you created, follow these steps:

1. Return to the Recruiting home screen and at the top right, click the gear icon and select Message Settings. The Message Settings screen appears. 
2. Click the My Templates tab. 
3. Click Restore Default Templates.
4. Click the Restore Default Templates button and select Accept in the popup.

Send Invitations

When ready to book a virtual meeting, follow these steps to send an invitation:

1. Create your meeting link using your preferred platform (such as Microsoft Teams, Google Meet)
2. Copy the URL.
3. Go to your newly created templates to send invitations (Message Settings > My Templates). 
4. Paste the meeting link into the placeholder field for both internal (co-worker) and external (candidate) invites.  
5. Click Send when you finish completing all the fields. 

Option 2: Book Outside the Platform and Update the Candidate’s Profile

If you're not using the Interview Scheduling Tool, you can still manage virtual interviews by manually coordinating the details and sending your invitations outside of the Recruiting platform and then updating the candidate's profile with the details.

Manual Booking Workflow

Required pre-work: Schedule the meeting using your preferred platform (Google Meet, Webex)

1. Log in and go to People > Hiring > Applicant Tracking. The Recruiting dashboard appears.
2. Click the name of a candidate to go to the candidate's profile.
   .
3. On the top of the candidate's profile, select the stage (Interview Scheduled). 
4. In the popup complete these:
   • Update the date and time to match your external meeting
   • Select recipients (the people conducting the meeting)
   • Choose the Scorecard 
   • Set the delay for when feedback should be requested after the meeting

This method allows you to track interview progress and automate feedback collection, even when meetings are booked outside Recruiting.

Pro Tips

Before sending the invitation, always test the meeting link to verify it is active and accessible.

Use consistent naming conventions in your templates to avoid confusion.

Consider creating a shared document or internal guide listing preferred platforms and how to generate links for each.