This article is for administrators.
Overview
Zoom is the only virtual meeting platform integrated with Recruiting. However, you can still use other platforms, like Microsoft Teams, Google Meet, Webex, etc., to conduct interviews.
There are two supported ways to manage virtual interviews using external meeting tools while still tracking meetings and feedback in Recruiting.
Option 1: Use the Interview Scheduling Tool With Custom Templates to Add the External Link
Use this option if you schedule interviews through the Interview Scheduling Tool and want to include an external meeting link in the invitation.
Create Co-Worker Invite Templates
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Go to People > Hiring > Applicant Tracking to open the Recruiting platform. The Applicant Tracking link will navigate you to the Home Dashboard in your Applicant Tracking System.
- Select Admin, then select Message Templates.
- Select the New User Templates tab.
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In the Co-Worker Invite Templates section, select Create a Co-Worker Invite Template.
- Complete the following fields:
- Template Name: Enter a clear name for the template.
- Subject Line: Enter the email subject.
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Body:
- Add the invitation message.
- Include a clear placeholder for the meeting URL, such as [Insert Microsoft Teams or other Meeting link here].
- Use bold text for the placeholder so it is easy to find before sending.
Create Candidate Invite Templates
- Select Admin, then select Message Settings. The Message Templates tab appears.
- Select the New User Templates tab.
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In the Candidate Invite Templates section, select Create a Candidate Invite Template.
- Complete the following fields:
- Template Name: Enter a clear name for the template.
- Subject Line: Enter the email subject.
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Body:
- Add the invitation message.
- Include a meeting URL placeholder, such as [Insert Meeting link here].
- Use bold text for the placeholder so it is easy to find before sending.
Refresh Your Personal Templates
Before you use the new templates you created, follow these steps to update your personal templates:
- Select the Settings icon, then select Message Settings.
- Select the My Templates tab.
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Select Restore Default Templates, then select Accept in the confirmation window.
This will update your personal templates to what is set up under Admin > Message Templates > New User Templates.
Send Meeting Invitations
If you are utilizing the Interview Scheduling feature in Paycor Recruiting, and you are ready to schedule a meeting:
- Reach out to the candidate to find out their availability.
- Create a meeting link in your external platform, such as Microsoft Teams, Google Meet, etc.
- Copy the meeting URL.
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Go to the Candidate’s profile and select Schedule a Phone Screen or Schedule an Interview.
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Leave any notes you would like to track in the pop-up box and select Save.
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Select the Schedule Interview button to launch the Scheduling tool.
- In the pop-up calendar, select +Add Interviewer to select the internal participants for this meeting.
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Move the Interview block to the day and time that you are scheduling this meeting (the time you confirmed with the candidate when you reached out for their availability).
- Select Next.
- On the preview screen, select the custom Co-Worker Invite Template you created from the Invite Template drop-down menu, and then select Preview.
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Paste the meeting URL into the placeholder field and/or the Location field and select Save.
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Review all details, then select Schedule Interview. This will generate internal invitations to participants of this meeting.
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After the internal invitation has been sent, from the candidate’s profile, select Invite the Candidate.
- In the pop-up email invitation, select your custom Candidate Invite template for the candidate from the Template drop-down menu.
- Add the meeting link to your placeholder. Select Send Email Now. This completes the scheduling of this meeting.
Option 2: Book the Meeting Outside Recruiting and Update the Candidate Profile
Use this option if you do not use the Interview Scheduling Tool and schedule meetings manually to keep the candidate’s profile and record updated with the details.
Manual Booking Workflow
Required pre-work: Schedule the meeting using your preferred platform, such as Google Meet, Teams or Webex.
- Select the candidate name to open the candidate profile.
- At the top of the profile, select the Phone Screen Scheduled or Interview Scheduled stage.
- In the window that opens, complete the following:
- Update the meeting date and time to match your external meeting.
- Select the recipients who will attend the meeting (internally).
- Choose the appropriate Scorecard (if utilizing this feature).
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Set the feedback delay for when feedback requests are sent.
This method allows you to track meeting progress and automate feedback collection, even when meetings are booked outside of Recruiting.
Tips
- Always test the meeting link before sending the invitation.
- Use consistent template names so recruiters can quickly choose the correct option.
- Consider maintaining an internal guide that explains how to create links for approved meeting platforms.
Relevant articles
- interview scheduling
- virtual interview
- webex
- teams
- google meet
- microsoft teams
- online interview
- no zoom
- interviewing on webex
- interviewing on teams
- tracking candidate meetings hosted outside zoom in recruiting or handling non-zoom meetings in recruiting
- recruiting interviews
- virtual interviews
- external meeting links
- interview scheduling platforms
- message templates
- applicant tracking interviews
- microsoft teams interviews
- google meet interviews
- meeting platforms
Updated: June 3rd, 2026 2957 views 0 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.