Setup Videoconferencing for Interviews

 

 

This article refers to a functionality that will soon be released. You may notice differences between the article content and your Personio application during this update process.

This article explains how to integrate Personio with four common videoconferencing tools, so you can schedule video interviews directly in the interview tab of your candidate profile in Personio's Recruiting Module. Learn more about Scheduling Interviews using the Integrated Calendar.

The offered integrations are:

Users can authenticate with more than one provider. In the following, we will show you how each of them can be integrated with Personio. 

Note
For any of these integrations, you will first need an active Calendar Integration to be able to use this feature.

 

Set up Google Meet

To set up Google Meet, Google Meet needs to be enabled in the Google Admin Console.

  1. Go to Settings > Integrations > Calendar integration and check if the Calendar Integration is active in your Personio account.
  2. Then check that all employees who are supposed to schedule interviews are synchronized.

If you have connected your Google Calendar with Personio and want to use Google Meet as a videoconferencing provider, all employees who are synchronized with your Company calendar can directly start creating links for videoconferences.

 

Set up Zoom

To set up the videoconferencing integration with Zoom, follow these steps:

  1. Go to Settings > Integrations > Calendar integration and check if the Calendar Integration is active in your Personio account.
  2. Then check that all employees who are supposed to schedule interviews are synchronized.
  3. Then contact your IT department, to install the Cronofy App in the Zoom marketplace. Ensure to give Install permission to All users on this Zoom account.

    install-coronfy-in-zoom-marketplace_en-us.png

    Note
    This step is necessary before users can authenticate.

  4. For Zoom, every user who needs to host a videoconference must be authenticated. The authentication has to be done by the employee directly in their Personio profile. We recommend sending a message to all affected employees providing instructions on how to authenticate. You can find a template with detailed instructions under Email Template for User Authentication.

 

Set up MS Teams

To set up the videoconferencing integration with MS Teams, there are two ways, depending on the type of integration of your Company calendar. 

Tip
If you are unsure which integration you use, follow the steps for Office 365 (via Graph API) and then create a test interview. If MS Teams appears under Interview Method, the setup was successful. If not, follow the instructions under Microsoft Exchange or Office 365 (EWS).

 

Office 365 (via Graph API)

If you have connected Office 365 with Personio via Graph API, and want to use MS Teams as a videoconferencing provider, all employees who are synchronized with your Company calendar can directly start creating links for videoconferences. To double-check your settings, follow these steps:

  1. Go to Settings > Integrations > Calendar integration and check if the Calendar Integration is active in your Personio account.
  2. Then check that all employees who are supposed to schedule interviews are synchronized.

 

Microsoft Exchange or Office 365 (EWS)

If you have connected Microsoft Exchange or Office 365 via EWS, and want to use MS Teams, you must have a regular mailbox, no shared mailbox. Shared mailboxes act as a single calendar profile that doesn't allow conferencing.

  1. Go to Settings > Integrations > Calendar integration and check if the Calendar Integration is active in your Personio account.
  2. Then check that all employees who are supposed to schedule interviews are synchronized.
  3. Now, every user who needs to host a videoconference must be authenticated. The authentication has to be done by the employee directly in their Personio profile. We recommend sending a message to all affected employees providing instructions on how to authenticate. You can find a template with detailed instructions under Email Template for User Authentication.

 

Set up GoToMeeting

  1. Go to Settings > Integrations > Calendar integration and check if the Calendar Integration is active in your Personio account.
  2. Then check that all employees who are supposed to schedule interviews are synchronized.
  3. For GoToMeeting, every user who needs to host a videoconference must be authenticated. The authentication has to be done by the employee directly in their Personio profile. We recommend sending a message to all affected employees providing instructions on how to authenticate. You can find a template with detailed instructions under Email Template for User Authentication.

 

Email template for user authentication

To provide your employees with instructions on how to complete the user authentication for Zoom, MS Teams and GoToMeeting, we have prepared a template for you.

"Dear colleague,

we would like to activate a new feature in our Personio Account that enables you to create links for videoconferences directly when scheduling interviews with candidates. Therefore, we would need you to connect your MSTeams / Zoom / GoToMeeting [delete the ones not needed] account with Personio. Please follow the steps below:


Personal-Settings-Integrations_en-us.png

1. Click on your profile picture in your Personio account.
2. Click on Personal Settings and select Integrations.
3. Choose the Integration MSTeams / Zoom / GoToMeeting [delete the ones not needed].
4. Then select Connect Interviews with Cronofy.
5. You will receive an email to authenticate your email address with our service provider Cronofy.
6. Follow the link in the email and authenticate with your MSTeams / Zoom / GoToMeeting [delete the ones not needed] credentials.

Please inform us when you are done.
Thank you!"

 

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