Google Workspace

if you’re not a google workspace admin, please share this guide with your team’s gw admin they do not need access to ashby, but you should input their email address here on the https //app ashbyhq com/admin/integrations/marketplace/google in the 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 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 will take you through each route docid\ i nrk4onwvnzaqqllutni (recommended) this route allows you to grant oauth access on behalf of all your employees 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 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 sync meeting rooms sync meeting rooms 🟢 🔴 https //www googleapis com/auth/admin directory resource calendar readonly sync calendars read/write calendars 🟢 🟢 https //www googleapis com/auth/calendar sync emails sync emails between candidates and users 🟢 🟢 https //www googleapis com/auth/gmail readonly send emails send emails and email sequences from within ashby 🟢 🟢 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 more on email syncing docid 9nushnd uiv8wigz ypam for more information on the permissions requested by ashby as part of the integration, please review docid\ va3yotx41ykdvfb8o0 3 configuring a shared interview calendar this is a core part of the integration setup a shared calendar will prevent 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 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 will be able to reschedule other users' interviews if needed this will also keep their personal calendars clear of interviews they aren't a part of you can set a default calendar that all interview calendar events will be created on you can change this at the time of scheduling set up in google calendar to set up, create a new calendar in google 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 integrate with ashby navigate to https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars (in the same place you setup the google workspace integration), then click add calendar paste the calendar id in the email/calendar id field and click add 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 will 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 will be able to 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, please reach out to an admin for your google workspace the settings can be accessed within the admin console under google workspace > google meet faq google workspace integration email syncing? tell me more ashby will sync email communication between your candidates and your users so long as the emails meet the following conditions email communication between the candidate and users with elevated access or organization admin access (including emails where the candidate is cc'd or bcc'd) and emails marked by the email provider as in the same thread emails sent and received from the point of integration will be synced historical comminication will not be synced if the candidate's domain matches your organization's auth domain, emails will not be synced for that candidate if the candidate has two email addresses linked to their profile (one with the organization's auth domain and one without) emails including the email address without the organization's auth domain will still be synced if the email is sent from ashby, this will also be listed within the candidate feed for more on email syncing, check out docid\ va3yotx41ykdvfb8o0 3 can users disable their individual email sync? can they enable email syncing for personal email aliases? users can also individually disable email sync in the email settings section of their personal settings https //app ashbyhq com/settings/email if users have the email sync option enabled, they can also opt to include personal email aliases that should also be included in the sync, so if they respond to a candidate using one of their personal aliases in their email client, it will still be synced to ashby please note that all aliases listed under aliases to include in email sync are set to not sync by default and the user would need to opt in to enable the sync for said alias 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 is that of 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? you can, yes for more on this, check out 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 docid 92txkuc2vvmorzxeptmkj will synced users receive a welcome email? no once a user is added, they can sign in at https //app ashbyhq com/signin how are users pulled into ashby? users can be synced over 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 will be pulled over as part of the migration if you configure a user sync via scim if you have users synced over 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 will deactivate 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, please add them back to your scim directory if you've enabled the user sync option as part of your google workspace or microsoft 365 integration (and do not have scim configured), then users will be automatically provisioned and deactivated based on their status in your workspace or tenant if users have been added via an api migration from greenhouse, workday or lever, then you can deactivate any users who will not need access manually if you are not planning to configure scim you can read more about deactivating users at docid\ jgh sn34vmmt0v5cezha8 shared interview calendar why can’t i schedule to the shared calendar? if you aren’t able to schedule people to the shared calendar, that means you haven’t been added to it you can adjust this on 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, if another user tries to reschedule the interview, they will get 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 will be sent out for each interviewer’s individual calendar if the overall interview is scheduled on an interviewer’s personal calendar, they will receive the calendar event for the calendar that the overall interview is scheduled on, and will 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 in one off interviews once scheduled, the calendar the interview is scheduled on cannot be changed the interview would need to be cancelled and rebooked what does ‘default interview calendar’ mean? when setting up a schedule interview activity, if you have a shared calendar in place, you will see this option, along with the name or names of shared calendars you have set up as part of your https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars if only one shared calendar is set up in your account, the default interview calendar is referring to that shared calendar, as it will automatically be set as the default if you have set up multiple shared calendars, you can select the default https //app ashbyhq com/admin/integrations/marketplace/google/shared calendars within the google workspace integration settings if i send an email via ashby, will the sent email show in my sent folder in gmail? once the email has been successfully sent to the candidate from ashby, it can be found in the sender’s sent folder in gmail can i customize the colors of the ashby events in my shared google calendar? this isn’t currently possible in ashby personal calendars can users import additional personal google calendars? this is possible, yes a user can add an additional personal google calendar or calendars by heading to their personal settings, then to https //app ashbyhq com/settings/gsuite this user will need to have enabled oauth in their account to then be able to select and import their personal calendars via the + import button after hitting + import , a list of the user’s personal calendars will show up they can then select the calendar they’d like to import and click submit the calendar will then be synced with ashby and events on that personal calendar will then be reflected in their availability for interviews please note that only personal google calendars should be selected and not shared calendars the calendar will then be displayed on the secondary calendars list the user can click on the calendar to opt to disable it in ashby events on that calendar will then no longer be taken into account for that user’s availability and will not show up when manually scheduling that user for an interview added personal calendars are stored within each user’s personal settings to remove the calendar completely in ashby, the user can click the delete calendar and events option events from personal calendars added to the secondary list will also follow any docid\ kpccudjtudrzq8rypjbno settings you have in place, and will be taken into account when auto scheduling are working locations synced from google workspace? yes a google workspace user’s working location will now sync directly into the scheduling experience in ashby this means you don’t have to jump between ashby and google calendar to check working locations it will be displayed beneath the user’s name on the calendar interface when manually scheduling an interview i have some non gregorian calendar events on my calendar and they aren't syncing over, why? please note that recurring calendar events which include the "rscale" property in their recurrence rules (or rrules) are not supported at this time and these events will not be synced over to ashby during calendar syncs the "rscale" property is used to specify non gregorian calendars all events on the user's calendar without the "rscale" property will still be synced 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, please check out our guide google meet some of my interviewers aren’t able to let candidates in to the google meet meeting why? this may be due to host management being turned on within your google meet settings please reach out to an admin on your google workspace to adjust the google meet settings the settings can be accessed within the admin console under google workspace > google meet > host management ensure that the start video call with host management turned on checkbox is unchecked