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Recruiting: Add Zoom Meetings with Interview Scheduler

Guide for enabling the Zoom Integration in Paycor Recruiting

Background:

  • As employers shift towards an increasingly virtual workforce, the need for video conferencing abilities is ever-increasing.
  • Zoom has emerged as the premier video conferencing provider amidst the COVID-19 pandemic, providing an easy to use tool for employers to connect with both their candidates and employees.
  • Paycor Recruiting is making it even easier for clients to engage virtually with their candidates by allowing clients to integrate their Zoom Admin account in the ATS for seamless scheduling.

New Zoom Integration:

Our integration with Zoom allows your team to streamline your scheduling process by seamlessly including a Zoom Meeting when you schedule recruiter screens, phone screens, and interviews with your candidates. The Zoom Meeting details will be incorporated into the invite emails you send to your interviewers and candidates. The process is quick, easy, and effective for your team members and candidates alike.

Installing the Paycor Recruiting App in Zoom

  1. Log into your Zoom Admin Account and navigate to the Zoom App Marketplace.
  2. Search for the Paycor Recruiting app, simply follow this link: Paycor Recruiting
  3. Click the Paycor Recruiting app.
  4. Click Install, then set to Pre-Approve

Additionally, we recommend updating the following Meeting Settings in the Zoom Admin Account to ensure optimal integration with Paycor Recruiting:

  1. Log into your Zoom Admin Account and navigate to My Account > Settings > Meeting
  2. Ensure the Waiting Room setting is OFF
  3. Ensure the Meeting Passcode setting is ON
  4. Ensure the Allow Participants to Join Before Host setting is ON
  5. Ensure the Screen Sharing: Who Can Share? setting is configured for ALL PARTICIPANTS

Authenticate the Zoom Integration in Paycor Recruiting

  1. In Paycor Recruiting, navigate to Admin > Interviews > Settings
    Note: Make sure your company account has the Interview Scheduling integration enabled. This is a requirement to activate the Zoom Integration.
  2. Select the Connect to Zoom button to launch the Zoom OAuth Login popup window.
  3. Enter your organization's Zoom Admin credentials.
  4. Select the Authorize button to complete the integration.
  5. The Zoom Integration section will now display the authenticated Zoom Admin account, as well as the Account Linked status.  To disconnect the linked account, on the Interview Scheduling screen, click Disconnect Zoom Account, as shown here:
  6. Once authentication is completed, your users can begin adding Zoom Meetings when scheduling recruiter screens, phone screens, and interviews via the Interview Scheduling tool.
  7. Navigate to a candidate record in the Schedule an Interview status. We will use the Interview stage as our example here, but you can follow this workflow for Recruiter Screens and Phone Screens as well.
  8. Select the Schedule Interview button.
  9. In the Interview Scheduler, select your interviewers, interview start time, and duration.
  10. Click the + Zoom Meeting option to add a Zoom Meeting to the scheduled event.
  11. If you are adding multiple segments to your scheduled Interview, then you can add a Zoom Meeting to each segment individually.
  12. Select the Next option.
  13. The Co-Worker Zoom Interview Invite (default) template will be automatically populated as the Invite Template on the Schedule Interview page.
    Note:
    • The Zoom Meeting is not created until the event is scheduled in Paycor Recruiting. As a result, the Zoom Meeting details will be displayed as TBD when previewing the Co-Worker Zoom Interview Invite (default) email.
  14. Click the Schedule Interview button to schedule the Interview and send the invitation email to your selected interviewers. Since the Zoom Meeting has now been created or scheduled, the invitation email received by your interviewers will include the Zoom Meeting details for the scheduled event.
  15. After scheduling the Interview, you can proceed with inviting the candidate.
  16. Click the Invite the Candidate button in the candidate record:
  17. The Invite the Candidate email dialogue window will open with the Candidate Zoom Interview Invite (default) email template automatically populated.
  18. Since the Zoom Meeting has now been created/scheduled, you can view the Zoom Meeting details when previewing the email prior to send.
  19. Click the Send Email Now button to send the invitation to the candidate:
  20. The candidate and your selected interviewers will be able to join the Zoom Meeting at the scheduled time to facilitate the virtual interview process.  

Uninstalling the Paycor Recruiting App

  1. Login to your Zoom Admin Account and navigate to the Zoom App Marketplace.
  2. Click Manage > Installed Apps, or search for the Paycor Recruiting app.
  3. Click the Paycor Recruiting app.
  4. Click Uninstall.

Frequently Asked Questions

1. Do I need to authenticate the Zoom Integration using a Zoom Admin user account?

Yes, a Zoom Admin user account is required for authenticating the Zoom Integration in Paycor Recruiting. 

2. My company does not have a Zoom account. Can I use my personal Zoom user account for the Zoom Integration in Paycor Recruiting?

Yes, you can authenticate the Zoom Integration with a personal Zoom user account. This may be a viable solution for smaller hiring teams in the event your organization does not have an existing Zoom company account.

3. What happens if I schedule multiple events at the same date/time, all of which include Zoom Meetings?

A new Zoom Meeting is generated each time you choose to include a Zoom Meeting on an event scheduled through Paycor Recruiting. Each Zoom Meeting you generate via the Zoom Integration has a unique Meeting ID, unique Meeting Passcode, and unique Meeting URL. As a result, you can schedule multiple meetings at the same date/time without an issue.

05/13/24 333 views


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