Zoom
Ashby's Zoom integration allows you to add Zoom links when scheduling interviews from within Ashby. To get started, enable the integration in Ashby; the remaining settings and configuration options are covered in the sections below.
For integrations where an admin activates the integration by logging into their account (like Zoom), we recommend setting up a department or service admin account for the integration, rather than using an admin user's account to configure the integration. The integration account connected needs to be a Zoom admin account.
Ashby's Zoom integration currently supports one Zoom account per Ashby organization. It does not currently support multi-tenant Zoom configurations or parent/subaccount setups.
Ashby only sees users in the Zoom account connected to the integration. If you connect a subaccount, users in the main account and other subaccounts are not visible to Ashby.
To schedule interviews with Zoom in Ashby, keep all users who need to schedule interviews in the main Zoom account connected to Ashby.
Enabling the integration in Ashby
As an Organization Admin, navigate to Admin > Integrations > Integrations > Zoom:
- Click Add to Zoom.
- Log in via single sign-on (SSO) using Zoom Admin credentials.
For the connection setup, the same user has to be an Org Admin in Ashby and also an Admin account user in Zoom (using the same email address).
- After you complete the authentication process, the page displays a message confirming the integration is installed.
If you are having trouble establishing the connection, you may need to enable the setting to Approve for all users, as shown below:
You also see the following checkboxes once the integration is active:
- Use passcode on meetings? If left unchecked, Ashby generates a Zoom meeting with a waiting room instead.
- Disable Zoom Event Access? When enabled, users cannot see scheduled Zoom meetings in Quick Schedule (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 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 selects the Zoom account for the user who participates in the interview and sets them as the host, as opposed to having to decide on one specific host ahead of time. Ensure that all interviewers who need to host interviews have a Zoom user account in the main Zoom account connected to Ashby. Users in other Zoom subaccounts do not appear in Ashby's host list.
The dynamic Zoom hosts feature is only currently available for single-event interviews. For multi-event interviews, specify a Zoom host using the Manual option. If users with a basic Zoom license are selected as Zoom hosts, the Zoom time constraints (40 minutes max per meeting) apply.
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 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. Ashby pulls Zoom users 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 is 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 is 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 dropdown, click Manual, then specify the Zoom host.
Uninstalling the integration
To uninstall Ashby from your Zoom instance:
- Log in to Zoom, then navigate to the Zoom App Marketplace.
- Click Manage > Installed Apps or search for the Ashby app.
- Click the Ashby app, then click 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 first need to create a separate Zoom user on your company Zoom license. For example, if you have a talent@ email address for your organization, you could create a Zoom user account for that email.
Once configured, the shared Zoom account appears 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, see Zoom's guide on hosting concurrent meetings.
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 four concurrent meetings, while those with a Plus Concurrent Meeting license can schedule up to 20 concurrent meetings.
The scheduler needs to select their Concurrent Meeting Zoom account as the host when scheduling interviews. This ensures you can book up to 20 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, make sure the host account's settings enable All Participants to share. You can update this setting by going to the host account's profile and navigating to Settings > In Meeting (Basic).
- Ashby's Zoom integration allows you to create a meeting with any Zoom host in your account, regardless of their Zoom plan. Meetings hosted by Basic users are still time-limited to 40 minutes if the meeting has more than three attendees.
- All Zoom meetings created through the integration are password protected. Passwords are embedded in the URLs added to calendar invites for interviewers and the candidate.
- You have the option to use Zoom passcodes on meetings and disable Zoom Event access as part of the integration settings. If you opt not to use Zoom passcodes, Zoom meetings are created with a waiting room instead. If you opt to disable Zoom events, scheduled Zoom meetings do not appear on interviewer calendars when using the Manual Schedule option to book interviews.
- By default, Ashby generates a strong password using letters, numbers, and symbols. If you would like simpler numeric passwords, edit your passcode complexity requirements in your Zoom account settings and specify "Only allow numeric passcode". Ashby applies this requirement for all new meeting passwords. You 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 suggest using Google Meet, as links can be generated dynamically with this option.
FAQs
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 sends a notification to the host saying that a meeting was cancelled after an interview is cancelled in Ashby. The notification says that the meeting was cancelled by the user who set up the Zoom integration. This is expected behavior and is because the notification comes 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 shows 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, it is 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 dropdown 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 are 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 are visible when viewing the meeting room's calendar.
For more information on configuring Zoom Rooms with Google Calendar, see Zoom's guide on configuring Zoom Rooms with Google Calendar.
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 see any warnings regarding scheduling that interview (if applicable).
If the Zoom host is already hosting two meetings that overlap with the interview you are looking to schedule, you are warned that their concurrent meeting limit in Zoom may have been reached. You may see this warning even if you have purchased a Zoom concurrent meeting add-on license for the host in question. You are still able to schedule the interview.
I can't see a specific user in my list of Zoom hosts when scheduling. Why aren't they showing up?
There are a few reasons this might happen:
- The user is not part of the main Zoom account connected to Ashby, or does not have the necessary license within that account.
- The user belongs to a Zoom subaccount in a parent/subaccount or multi-tenant setup. Ashby's Zoom integration currently connects to one Zoom account and does not surface users from other subaccounts. If you connect Ashby to a specific subaccount, users in the main account and other subaccounts are not available.
- The user does not have a name entered in the Zoom interface, which is how Ashby generates the host list.
To use the user as a Zoom host in Ashby, add them to the main Zoom account connected to Ashby. Then verify that their name and license appear correctly in Zoom.
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 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 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 adds a passcode to the meeting, rather than relying 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✍️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 is to use a separate Zoom account for recruiting activities and integrate with Ashby.