Zoom

ashby's zoom integration allows you to add zoom links when scheduling interviews from within ashby for setup, you only need to enable the integration in ashby, we'll come back to review the rest later this will require assistance from a zoom admin enabling the integration in ashby as an organization admin user, navigate to https //app ashbyhq com/admin/integrations/marketplace/zoom , then click add to zoom you'll be prompted to login via sso using zoom admin credentials after successfully completing the authentication process, the page will display a message confirming that you have successfully installed the integration you’ll also see a couple of checkboxes once the integration has been activated use passcode on meetings? if you choose to leave this checkbox unchecked, then a zoom meeting with a waiting room will be generated instead disable zoom event access? when enabled, users will not be able to see scheduled zoom meetings in quick schedule (please note this is not commonly used) generating a zoom link for an interview panel if you have multiple potential interviewers for an interview (for example, three interviewers that could take one interviewer slot on your panel), you can now auto select a zoom host based on the interviewer selected, rather than specifying a zoom host for the interview this means that when the interview is scheduled, ashby will select the zoom account for the user who will actually participate in the interview and set them as the host, as opposed to having to decide on one specific host ahead of time please ensure that all interviewers have a zoom user account in your company zoom account so they are included in the host list please note the dynamic zoom hosts feature is only currently available for single event interviews for multi event interviews, a zoom host would need to be specified using the manual option if users with a basic zoom license are selected as zoom hosts, then the zoom time constraints (40 minutes max per meeting) will be applied setting up dynamic zoom hosts for a schedule interview activity on the communications tab of your schedule interview activity, when you set zoom as the location type in the location dropdown, you will see auto and manual options that you can toggle between select auto to allow ashby to pick the host based on the zoom users in the list the zoom users are pulled based on interviewer profiles in ashby matching those of the users in the zoom account when the candidate schedules their meeting via a direct booking link, the zoom host will be determined based on the interviewer the interview is assigned to, so long as the interviewer is an active zoom user in the connected zoom account if you’d like to specify a certain host, click manual and select the user from the dropdown list of zoom users setting up dynamic zoom hosts for manual schedule when manually scheduling interviews, you can also set dynamic zoom hosts if needed by clicking the auto option within the invite settings of the communications tab when determining the interviewers on your schedule, the interviewer in the first interview slot will be selected as the zoom host on the communications tab you can remove or change the interviewer to adjust the zoom host selected if you’d like to select a host from the drop down, click manual , then specify the zoom host uninstalling the integration to uninstall ashby from your zoom instance you'll need to login to zoom, then navigate to the https //marketplace zoom us/ click manage > installed apps or search for the ashby app click the ashby app, then uninstall zoom setup and settings we recommend creating a separate zoom user in your account that acts as an interview room for multi panel interviews and round robin interviews to create a separate zoom account to serve as an interview room, you'll first need to create a separate zoom user on your company zoom license for example, if you have a talent@ email address for your organisation, you could create a zoom user account for that email once configured, the shared zoom account will appear as a host option when assigning zoom as a location in the communications tab of your {{schedule interview activities}} or {{scheduling defaults}} we suggest making this a paid account to avoid any issues with time limits, but you can set this up with a basic account as well we also recommend allowing attendees to join these meetings before the organizer this ensures zoom meetings are created accurately when there isn’t a clear host enable the allow participants to join before host option within the shared account’s zoom settings to allow attendees to join before the organizer concurrent meetings each basic user and licensed user on a pro account is limited to hosting one meeting at a time licensed users on business, education, and enterprise accounts can host up to two meetings at the same time for more information on hosting simultaneous meetings, please check out zoom’s guide https //support zoom com/hc/en/article?id=zm kb\&sysparm article=kb0068522 concurrent meeting licenses can be purchased from zoom there are two levels for concurrent meeting licenses basic and plus each basic concurrent meeting license can schedule up to 4 concurrent meetings, while those with a plus concurrent meeting license can schedule up to 20 concurrent meetings the scheduler will need to select their concurrent meeting zoom account as the host when scheduling interviews this ensures you can book up to twenty concurrent interviews without needing to switch the host each time additional notes if you'd like to enable screen sharing, but no member of the meeting is the host, you'll need to make sure that the host account's setting enable all participants to share you can update this setting by going to the host account's profile and going to settings > in meeting (basic) ashby's zoom integration will allow you to create a meeting with any zoom host in your account, regardless of their zoom plan it is important to note that meetings hosted by basic users will still be time limited to 40 minutes if the meeting has more than 3 attendees all zoom meetings created through the integration will be password protected passwords are embedded in the urls added to calendar invites to the interviewers and candidate you will have the options to use zoom passcodes on meetings and disable zoom event access as part of the integration settings if you opt to not use zoom passcodes, then zoom meetings will be created with a waiting room instead if you opt to disable zoom events, then scheduled zoom meetings will not show on interviewer calendars when using the manual schedule option to book interviews by default ashby will generate a strong password using letters, numbers and symbols if you would like simpler numeric passwords, edit your https //support zoom com/hc/en/article?id=zm kb\&sysparm article=kb0063160#h a427384b e383 4f80 864d 794bf0a37604 in your zoom account settings and specify “only allow numeric passcode” ashby will apply this requirement for all new meeting passwords please note you will need to be a zoom admin with the privilege to edit account settings to make these changes we acknowledge that zoom isn’t optimized for interviews for high volume roles that may have many people interviewing at once, we’d suggest using google meet as links can be generated dynamically with this option faq i cancelled an interview and got an email from zoom saying the interview was cancelled by another user what’s going on? if notifications are set to be sent in your zoom settings, zoom will send a notification to the host saying that a meeting was cancelled after an interview is cancelled in ashby the notification will say that the meeting was cancelled by the user who set up the zoom integration this is expected behavior and is because the notification is coming from zoom, rather than ashby can i set a zoom room i’ve configured in google workspace as a host? when specifying your location as zoom for your interview, the list of hosts you choose from should show all active users in the company zoom account it is not currently possible to set a zoom room set up with google calendar as the host if you’ve configured a calendar resource in google calendar to have zoom listed as a feature, then this will be displayed in the room name synced over via the google workspace integration to your ashby account when scheduling an interview, you can select your zoom room via the room drop down on the calendar interface if manually scheduling an interview, or on your schedule activity on the schedule tab of your schedule interview activity the features specified for your calendar resource in google will be shown in brackets beside the room name when a meeting room is added to an interview, the room is included as an attendee on the calendar event, so these should be visible when viewing the meeting room’s calendar for more information on configuring zoom rooms with google calendar, check out zoom’s guide https //support zoom com/hc/en/article?id=zm kb\&sysparm article=kb0064322 will ashby warn me if a host could be hitting their concurrent meeting limit in zoom when i’m scheduling an interview? when manually scheduling, if you hover over the exclamation point on the schedule button, you’ll see any warnings regarding scheduling that interview (if applicable) if the zoom host is already hosting 2 meetings that overlap with the interview you are looking to schedule, you will be warned that their concurrent meeting limit in zoom may have been reached please note you may see this warning even if you have purchased a zoom concurrent meeting add on license for the host in question you will still be able to schedule the interview help i can’t see a specific user in my list of zoom hosts when scheduling why aren’t they showing up? there are a couple of reasons this might happen that user isn't a part of your company zoom account or doesn't have the necessary license within your account that person doesn't have their name input in the zoom interface, which is how that list is generated the user can log in to the zoom desktop app and check the user drop down to confirm whether their name has been added and if they have the necessary license i've already scheduled my interview but want to switch the location (google meet or microsoft teams to zoom, for example) how do i do this? to change the location of your interview, you will need to reschedule it to reschedule an interview, head to the candidate’s profile, then click actions on the interview event in question from here, you will have the option to manually reschedule the candidate the location can be amended in the communications section when rescheduling navigate to the invite settings section, then amend the location listed in the location field can i generate a zoom meeting without a waiting room? the meeting organizer is having to join before interviewers can be allowed in within the zoom integration settings in ashby, check the use passcodes on meetings? option this will then add a passcode to the meeting, rather than rely on a waiting room to admit attendees is there a way to reduce the api permission scope so it only applies to recruitment related meetings or not use the meeting\ write\ admin scope? ashby needs the zoom api permissions to generate the list of users we'd create meeting links on behalf of, and to create meeting links unfortunately, zoom does not provide a more granular access scope an alternative could be to use a separate zoom account for recruiting activities and integrating with ashby