This article explains how to set up videoconferencing in Personio. This allows you and your employees to schedule video interviews directly with candidates.

The available integrations are:

• Google Meet
• Zoom
• Microsoft Teams
• GoTo Meeting

Before you start

If they have not already done so, your Administrator must integrate your company calendar using Personio’s subcontractor, Cronofy. This is because you need an active calendar integration to use the videoconferencing feature. 

You can also familiarize yourself with how to schedule interviews using the integration calendar.

Set up Google Meet

Note
If you have not already done so, you must enable Google Meet in your company’s Google Admin console. Learn how to do this in this help article.

If the company calendar you connected is a Google one, all synchronized employees can use videoconferencing immediately. You synchronize your employees when you integrate Personio with your company calendar.

To check your settings, follow these steps:

1. Go to Settings, then to Integrations > Calendar integration.
2. Check if the Cronofy calendar integration is active in your Personio account.
3. Check that all employees who are supposed to schedule interviews are synchronized. If you see an error message that the synchronization was unsuccessful, refer to our troubleshooting article.

Set up Zoom

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

1. Go to Settings, then to Integrations > Calendar integration.
2. Check if the Cronofy calendar integration is active in your Personio account.
3. Check that all employees who are supposed to schedule interviews are synchronized. If you see an error message that the synchronization was unsuccessful, refer to our troubleshooting article.
4. Ask your IT department to install the Cronofy app in the Zoom App Marketplace. Ensure that you grant Install permissions to All users on this Zoom account. Note that this step is necessary before users can authenticate.
5. Lastly, follow the instructions in the section on user authentication.

Set up Microsoft Teams

There are two ways to set up the videoconferencing integration with Microsoft Teams. This depends on the type of integration of your company calendar.

If you are unsure which integration you use, follow the steps for Office 365 (via Graph API) and then create a test interview. If Microsoft Teams appears under Interview Method, the setup was successful. Otherwise, follow the instructions for Microsoft Exchange or Office 365 (EWS).

Office 365 (via Graph API)

If the company calendar you connected is Office 365 via Graph API, all synchronized employees can use videoconferencing immediately. You synchronize your employees when you integrate Personio with your company calendar.

To check your settings, follow these steps:

1. Go to Settings, then to Integrations > Calendar integration.
2. Check if the Cronofy calendar integration is active in your Personio account.
3. Check that all employees who are supposed to schedule interviews are synchronized. If you see an error message that the synchronization was unsuccessful, refer to our troubleshooting article.

Microsoft Exchange or Office 365 (EWS)

Note
If the company calendar you connected is Microsoft Exchange or Office 365 via EWS, then you must have a regular mailbox. You can’t set up the integration if you are using a shared mailbox. This is because shared mailboxes act as a single calendar profile and don’t allow conferencing.

To set up videoconferencing with Microsoft Exchange or Office 365 (EWS), follow these steps:

1. Go to Settings, then to Integrations > Calendar integration.
2. Check if the Cronofy calendar integration is active in your Personio account.
3. Check that all employees who are supposed to schedule interviews are synchronized. If you see an error message that the synchronization was unsuccessful, refer to our troubleshooting article.
4. Lastly, follow the instructions in the section on user authentication.

Set up GoTo Meeting

To set up videoconferencing with GoTo Meeting, follow these steps:

1. Go to Settings, then to Integrations > Calendar integration.
2. Check if the Cronofy calendar integration is active in your Personio account.
3. Check that all employees who are supposed to schedule interviews are synchronized. If you see an error message that the synchronization was unsuccessful, refer to our troubleshooting article.
4. Lastly, follow the instructions in the section on user authentication.

User authentication

If you have set up the integration with Microsoft Teams, Zoom, or GoToMeeting, the next step is for your employees to complete user authentication.

Every employee who hosts videoconferences must authenticate. This enables them to use the videoconferencing feature. The employee completes the authentication directly in their Personio account. You can use the example email template below to provide your employees with instructions.

To complete user authentication, ask your employees to follow these steps:

1. Hover over your name in the bottom-left corner of the sidebar and select Personal Settings.
2. Click Integrations on the left.
3. Select the relevant integration, for example, Zoom.
4. Select Connect Interviews with Cronofy.
5. You will receive an email to authenticate your email address with Cronofy.
6. Follow the link in the email. Authenticate with your videoconferencing provider credentials, for example, your Zoom credentials.

Example: Email template for user authentication
Dear colleague,
We have a new videoconferencing feature in our Personio account. This feature allows you to create videoconferencing links when scheduling interviews with candidates. The next step is for you to connect your Microsoft Teams/Zoom/GoToMeeting [delete the ones that are not needed] account with Personio.
Please follow these steps [Copy and paste the instructions above].