Google Workspace

this article explains how to connect ashby with google workspace, covering the available integration options, how to configure a shared interview calendar, and how google meet settings interact with ashby's scheduling features google workspace admin required if you're not a google workspace admin, share this guide with your team's google workspace admin they do not need access to ashby, but you should input their email address on the google workspace tile https //app ashbyhq com/admin/integrations/marketplace/google in the integrations marketplace https //app ashbyhq com/admin/integrations/marketplace google workspace integration overview ashby integrates with google workspace to enable key features like displaying your conversations with candidates in the candidate profile feed and scheduling interviews directly in ashby the integration supports the following users sync google workspace users to automatically provision/de provision them as ashby users email sync emails between candidates and users (based on inspecting to/from headers) send emails and email sequences from within ashby scheduling sync employee calendars send event invites sync meeting rooms none of these options are required, but all are recommended for the best user experience with ashby user provisioning users can be synced to ashby via the following routes if you have user sync enabled as part of your google workspace or microsoft 365 integration settings if you migrate data via the greenhouse, workday, or lever api migration options, user accounts are pulled over as part of the migration if you configure a user sync via scim if you've enabled user sync as part of your google workspace or microsoft 365 integration (and do not have scim configured), users are automatically provisioned and deactivated based on their status in your workspace or tenant if you have users synced via an api migration or by enabling user sync as part of the google workspace/microsoft 365 integration and then set up scim, the scim sync deactivates any user accounts that were initially added but are not in your scim directory to reactivate any users that were deactivated when they shouldn't have been, add them back to your scim directory if users have been added via an api migration from greenhouse, workday, or lever, you can manually deactivate any users who will not need access if you are not planning to configure scim you can read more about deactivating users at how do i provision new users in my ashby account manually? docid\ jgh sn34vmmt0v5cezha8 synced users do not receive a welcome email once added, they can sign in at https //app ashbyhq com/signin https //app ashbyhq com/signin email sync ashby syncs email communication between your candidates and your users so long as the following conditions are met condition details user access level the ashby user involved in the email thread must have elevated access or organization admin access emails where the candidate is cc'd or bcc'd on a qualifying thread are also synced sent after integration only emails sent and received from the point of integration onwards are synced historical email communication is not synced candidate email domain if the candidate's email domain matches your organization's auth domain, their emails are not synced if the candidate has two email addresses — one matching your auth domain and one not — emails sent to or from the non auth domain address are still synced emails sent from ashby emails sent directly from ashby are always synced and appear in the candidate feed, regardless of the above conditions emails sent via ashby also appear in the sender's sent folder in gmail users can individually disable email sync in the email settings section of their personal settings at https //app ashbyhq com/settings/email https //app ashbyhq com/settings/email if email sync is enabled, users can also opt to include personal email aliases in the sync — so if they respond to a candidate using one of their personal aliases in their email client, that reply is still synced to ashby all aliases listed under aliases to include in email sync are set to not sync by default each user needs to opt in to enable syncing for a given alias for more on email syncing, check out integration options for google workspace and microsoft 365 docid\ va3yotx41ykdvfb8o0 3 setting up the google workspace integration when it comes to integrating with google workspace, you have a number of different routes you can take the guides below walk you through each route google workspace domain wide delegation docid\ i nrk4onwvnzaqqllutni (recommended) this route allows you to grant oauth access on behalf of all your employees google workspace individual oauth docid\ dsye yutqj1fm4z6gamat this route requires each user to go through the oauth process in order for ashby to have access to their calendars and emails google workspace hybrid access docid\ nmye1eudmqxjwtx2rqlfr this route allows you to use domain wide delegation for some scopes and individual oauth for others the scopes across domain wide delegation and individual oauth are listed below scope name description domain wide oauth scope sync users sync google workspace users to automatically provision/de provision them as ashby users 🟢 🔴 https //www googleapis com/auth/admin directory user readonly https //www googleapis com/auth/admin directory user readonly sync meeting rooms sync meeting rooms 🟢 🔴 https //www googleapis com/auth/admin directory resource calendar readonly https //www googleapis com/auth/admin directory resource calendar readonly sync calendars read/write calendars 🟢 🟢 https //www googleapis com/auth/calendar https //www googleapis com/auth/calendar sync emails sync emails between candidates and users 🟢 🟢 https //www googleapis com/auth/gmail readonly https //www googleapis com/auth/gmail readonly send emails send emails and email sequences from within ashby 🟢 🟢 https //www googleapis com/auth/gmail send https //www googleapis com/auth/gmail send 🟢 indicates the scope is supported for the delegation type 🔴 indicates the scope is not supported for the delegation type for more information on the permissions requested by ashby as part of the integration, review integration options for google workspace and microsoft 365 docid\ va3yotx41ykdvfb8o0 3 configuring a shared interview calendar this is a core part of the integration setup a shared calendar prevents scheduling issues when hiring team members are unavailable the person setting up the google workspace integration and the person adding the shared calendar must both belong to the same primary domain that is authorized in ashby next, we recommend configuring a google shared calendar https //support google com/calendar/answer/37095?hl=en that everyone on your team who schedules interviews can use with a shared calendar, your team is able to reschedule other users' interviews if needed this also keeps their personal calendars clear of interviews they aren't a part of you can set a default calendar that all interview calendar events are created on you can change this at the time of scheduling set up in google calendar open google calendar and create a new calendar click the new calendar in the left menu, then scroll to share with specific people add everyone who schedules interviews by entering their email addresses and give them at least make changes to events permissions scroll to integrate calendar and copy the full calendar id add calendar to ashby navigate to admin > integrations > google workspace > shared calendars https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars and click add calendar paste the calendar id in the email/calendar id field and click add once added, the calendar appears as an option when setting up a schedule interview activity if only one shared calendar is configured in your account, it is automatically set as the default interview calendar if you have multiple shared calendars, you can select the default in the google workspace integration settings https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars it is not currently possible to customize the colors of ashby events in your shared google calendar how ashby discovers shared calendars and meeting rooms learn more about meeting rooms in google workspace meeting rooms docid\ p17mo2p4uzs19k3pqlxs0 when ashby populates the shared calendar and meeting room dropdowns in the integration settings, it uses the primary google workspace admin configured on the integration page this user must have the correct google scope and admin console permissions for each resource type what is being listed required google scope required google admin permission meeting rooms (resource calendars) https //www googleapis com/auth/admin directory resource calendar readonly https //www googleapis com/auth/admin directory resource calendar readonly admin console > directory > buildings and resources (read) shared calendars https //www googleapis com/auth/calendar https //www googleapis com/auth/calendar standard google calendar access if the primary google workspace admin loses one of these scopes, the corresponding list stops updating in ashby how shared calendar and meeting room events are synced listing a calendar and reading the events on it are two separate operations that use different authorization paths for reading events, ashby identifies an ashby user with access to that specific calendar and uses their oauth token the default is the primary google workspace admin if that user does not have access to a particular calendar, ashby falls back to other ashby users who do if you would like to designate a single specific user to authorize all shared calendar and meeting room syncing, contact ashby support recurring calendar events that include the "rscale" property in their recurrence rules (rrules) are not supported and are not synced to ashby the "rscale" property is used to specify non gregorian calendars all events without the "rscale" property sync as normal a note on domain wide delegation (dwd) dwd does not change which user's oauth token is used for reading calendar event details — ashby still uses an individual user's oauth token for calendar reads dwd covers other parts of the integration, such as user and organization level operations who can book interviews on a shared calendar whether an interview can be booked on a shared calendar or meeting room is determined by each scheduler's own google permissions — not by the ashby integration's permissions each user who schedules interviews in ashby must have permission in google to create and edit events on every shared calendar and meeting room they are expected to use ashby does not grant or proxy this access before a user can schedule interviews onto a shared calendar, they must be added to that calendar in google with at least make changes to events permission see google's instructions for sharing a calendar https //support google com/calendar/answer/37082 for steps on how to do this adding personal calendars each user can connect additional personal google calendars to ashby so that events on those calendars are reflected in their availability when scheduling interviews users need to have oauth enabled in their account before they can import a personal calendar personal calendars require the google workspace calendar sharing settings to be set to see all event details in order to be pulled into availability when scheduling to add a personal calendar navigate to personal settings , then to google workspace settings https //app ashbyhq com/settings/gsuite click + import in the secondary calendars section a list of your personal google calendars appears select the calendar you want to import and click submit only personal google calendars should be imported here — do not select shared calendars the calendar is added to the secondary calendars list and begins syncing with ashby events on that calendar are taken into account when other users manually schedule you for an interview if you click on the calendar in the secondary calendars list, you can also disable the calendar — click the calendar and toggle it off events on that calendar are no longer reflected in your availability remove the calendar entirely — click the calendar and select delete calendar and events events from personal calendars on the secondary list follow any keywords docid\ kpccudjtudrzq8rypjbno settings you have configured and are taken into account when auto scheduling working locations a google workspace user's working location syncs directly into the scheduling experience in ashby, so you don't have to jump between ashby and google calendar to check where someone is working working location is displayed beneath the user's name on the calendar interface when manually scheduling an interview google meet settings when google workspace is integrated with ashby, google meet can be set as a location for your interviews to generate meeting links while the integration facilitates the creation of google meet meetings and meeting links, the google meet settings you have configured within your google admin console apply these settings include who can join meetings created by your organization which meetings or calls users in the organization can join or receive joining settings (e g , whether the host must join before anyone else and who must ask to join the meeting) who can send in call chat messages who can share their screens in calls host management (restricting what non host participants are able to do in the call) if any of these settings need to be amended, reach out to an admin for your google workspace the settings can be accessed within the admin console under google workspace > google meet in particular, if interviewers are unable to admit candidates into a google meet meeting, this is likely due to host management being turned on to resolve this, navigate to google workspace > google meet > host management in the admin console and ensure the start video call with host management turned on checkbox is unchecked faqs google workspace integration domain wide delegation is in place and i've checked the "sync google workspace users" checkbox — why aren't users syncing over? ensure that the email address listed in the primary google workspace admin field of your google workspace integration settings belongs to a google workspace admin once the email address of an admin in your workspace has been added, users should start to sync over can i use a service account as the primary google workspace admin? what privileges are required? yes for more on this, check out google workspace setting a service account as primary admin in ashby docid\ tst6mmd7frtewirldiits can i set up both google workspace and microsoft 365 integrations in my ashby account? ashby currently supports deep integration with either google workspace or microsoft 365 but not both simultaneously for more information, check out does ashby support integrating with both google and microsoft at the same time? docid 92txkuc2vvmorzxeptmkj shared interview calendar why can't i schedule to the shared calendar? if you aren't able to schedule people to the shared calendar, you haven't been added to it you can adjust this in the settings page of that calendar what's the difference between booking on a shared calendar and booking on the interviewer's personal calendar? we recommend setting up a shared calendar as part of your google workspace integration https //app ashbyhq com/admin/integrations/marketplace/google to ensure that you can reschedule interviews easily when adding an interview to a calendar, only those with write access to that calendar can reschedule the interview as such, setting up a shared calendar that everyone has write access to ensures that other users can reschedule or switch interviewers in ashby if a team member becomes unavailable if an interview is scheduled to a personal calendar and another user tries to reschedule the interview, they receive the following error message if they don't have write access to the personal calendar in question once you have a shared calendar set up, you can choose to schedule interviews on that calendar within the interview plans for each job or job template if some interviews have already been booked on a personal calendar, we'd recommend cancelling and rebooking them to ensure they're added to the shared calendar why am i seeing two calendar events for an interview on my personal calendar? when booking an interview and sending out calendar invites, calendar events are sent to three calendars separate calendar events are sent out for interviewers and candidates so party specific interview information can be included one for the calendar the overall interview is scheduled on one for the interviewer's calendar one for the candidate's calendar if there are multiple interviewers on the panel, an event is sent out for each interviewer's individual calendar if the overall interview is scheduled on an interviewer's personal calendar, they receive the calendar event for the calendar that the overall interview is scheduled on, and also receive the calendar event for them as an interviewer to avoid multiple events, ensure that the shared calendar is selected when setting up a schedule interview activity and when booking one off interviews once scheduled, the calendar the interview is scheduled on cannot be changed the interview would need to be cancelled and rebooked why did my shared calendar or meeting room stop syncing? if a shared calendar or meeting room stops syncing in ashby, work through the following checks confirm the primary google workspace admin on the integration page still exists and has valid oauth confirm that admin still has the required scope calendar scope for shared calendars admin directory resource calendar readonly scope for meeting rooms if you are using individual oauth rather than domain wide delegation (dwd), confirm that at least one other active ashby user who has access to the calendar in google has completed google oauth in ashby with the calendar scope for meeting rooms specifically confirm the primary google workspace admin still has the admin directory scope if you have worked through these steps and the calendar is still not syncing, contact support\@ashbyhq com what should i do before deactivating a user who has access to a shared calendar? before deactivating a user in ashby who currently has access to a shared calendar, make sure another active ashby user is granted access to that same calendar in google this ensures the calendar continues to sync after the original user is deactivated to hand off calendar access in google calendar, open the settings for the shared calendar under share with specific people , add the replacement user and give them at least make changes to events permission deactivate the original user in ashby whenever you are ready no changes are needed in ashby itself — the shared calendar continues to sync using the new user's access on the next sync do not manually move interview events between calendars in google calendar doing so clears rsvps from all attendees causes ashby to recreate the original event leaves duplicate events and invites that show as unsent if events were already moved manually, the affected interviews need to be canceled and rebooked in ashby to restore the correct invite and rsvp state emails i send a large volume of no reply emails each day — can i still use a branded email address? this is possible if an email domain is configured within ashby if you are sending more than 1,000 no reply or automated emails a day and would prefer to use a branded email address, check out our email domain setup guide