Overview
Evolve’s Applicant Tracking System (ATS) Video Conferencing integration helps make video interviewing easy and intuitive for recruiters, hiring managers, and candidates, providing a seamless experience.
Audience
Admin
Use Cases
- Admins enable Video Conference for your organization. Once enabled, users do not need to connect or authenticate their video conference credentials.
- One-click to include a video conference in your interview.
About Microsoft Teams Integration
We connect to your Office 365 account using Microsoft’s OAuth 2.0 login flow in the Microsoft Teams integration. In this flow, we present a Microsoft-controlled login screen in which a Global Administrator of your Office 365 / Azur AD account will log in using their credentials and grant Calendar read/write permissions to Jobvite. Since this login is done on Microsoft’s site, we do not store username/password in our system. This integration uses Microsoft’s Graph APIs to interact with Office 365 and can be disabled directly from your Office 365 account.
Prerequisites
Before enabling this feature, ensure that you have finalized the following tasks for your company:
- Active Office 365 / Exchange Cloud and Azure account:
- Install Microsoft Teams PowerShell
Data Policy
Jobvite only stores the necessary tokens for Microsoft’s OAuth 2.0 flow and the meeting IDs of the Microsoft Teams meetings it creates. It doesn’t store any other meeting data; it will only fetch data on the meetings it creates and will only fetch this data on demand.
Setup Instructions
The Evolve Admin/Microsoft admin must enable the video conferencing integration by performing the following actions.
First, an Office 365 / Azure AD Admin must perform the following steps within Evolve’s Admin screen (this requires that your Azure AD Admin is an authorized Evolve Admin):
Navigate to your user menu and select Admin.
Click Integrations, then select View Video Conferencing.
Click Connect to the right of Microsoft Teams.
Follow the prompts to grant Jobvite permission to connect to Office 365.
You will receive a confirmation.
Next, an Office 365 / Azure AD Admin must also perform the steps mentioned in the Azure AD to allow Jobvite to manage the team meetings it creates:
Login to Azure AD and navigate to:
Search for Jobvite MS Teams and take note of the Application ID.
Install the Teams PowerShell module via link: https://learn.microsoft.com/en-us/microsoftteams/teams-powershell-install
Connect to Skype for Business Online (Microsoft Teams) via PowerShell:
- MacOS - https://learn.microsoft.com/en-us/powershell/scripting/install/installing-powershell-on-macos?view=powershell-7.3
- Windows - https://learn.microsoft.com/en-us/powershell/scripting/install/installing-powershell-on-windows?view=powershell-7.3
Create a new application access policy and grant the policy to the desired identities using the Application ID from above: https://docs.microsoft.com/en-us/graph/cloud-communication-online-meeting-application-access-policy
- Example: Creating new application access policy: https://docs.microsoft.com/en-us/powershell/module/skype/new-csapplicationaccesspolicy?view=skype-ps#description
1New-CsApplicationAccessPolicy -Identity "Test-policy" -AppIds "ddb80e06-92f3-4978-bc22-a0eee85e6a9e" -Description "description here"
- Example: Granting a policy to a new user: https://docs.microsoft.com/en-us/powershell/module/skype/grant-csapplicationaccesspolicy?view=skype-ps#description
1Grant-CsApplicationAccessPolicy -PolicyName "Test-policy" -Identity "748d2cbb-3b55-40ed-8c34-2eae5932b22a"
Configuration Requirements for Video Conferencing
To start using video conferencing in your interviewing process, your Evolve admin must enable the video conferencing feature and update your organization’s email templates. Additional information on enabling and configuring your email templates is outlined below.
Configure Email Template(s)
Follow the configuration steps below to update your Interviewer and Candidate Email Templates.
Hover over your user menu and select Admin.
Click ATS, then select View Interview Types.
Click the edit icon next to the desired Interview Name.
Click the desired Evaluation Name.
Click the Interviewer Email tab.
Click Edit.
Update the Message field by including the new placeholders:
- [conference-URL] – clickable link to join by computer/smart device
- [conference-details] – meeting password, dial-in information (if available)
Click Save.
Repeat the above steps to update the desired Interviewer Email template(s).
Click the Candidate Invitation Email tab.
Click Edit.
Update the Message by including the desired placeholders:
- [schedule-date-time-interviewers]
- [schedule-date-time-range-interviewers]
- [schedule-date-time-range-interviewers-title]
Click Save.
Repeat the above steps to update the desired Candidate Invitation email(s).