January 31st 2023, Release Note: WFM UK | ATS: Google Meet for Video Events, Hide Stages in Application, Candidate Account Deletion – Fourth & HotSchedules Customer Success Portal

Summary

Feature 1

Feature 2

feature 3

Google Meet for Video Events

Ability to integrate with Google Meet for video events

Hide Stage in application from My Applications page

Option to hide the applications status section within a Candidate's My Application page

Candidate Account Deletion

A simple way for Candidates to delete their ATS account

Release date: January 31st 2023

Google Meet for Video Events

Enabled by Default? - No
Set up by customer Admin? - No
Enable via Support ticket? - Yes - please liaise with your Fourth contact
Affects configuration or data? - No

What's Changing?

Managers will now be able to create video call events directly from the ATS portal using Google Meet.

Reason for the Change

To increase flexibility of use. Integrates with customers' existing corporate Google accounts.

Customers Affected

All ATS customers.

Release Notes/Steps

Setting up ATS Portal for Video Calls

Creating video events in ATS is already possible using either Zoom or Microsoft Teams. The process of creating video events with Google is the same. More details on creating video events can be found here.

The integration has been built to work 'plug-and-play' by connecting the ATS to customers' existing corporate accounts with Google.

To configure an ATS portal to utilise Google video conference services, the following credentials are required:

Client ID - App key (can be found within your Google account - see steps below)
Client Secret - App secret (can be found within your Google account - see steps below)
Credentials - A service user that the ATS platform will use to create events within Google. This user will need to be created within your Google account

Please note: Customers can only use one video conferencing service and cannot have multiple services enabled simultaneously. To configure and enable your ATS portal to integrate with any of the services, please contact your customer success manager.

Please note: Customers have the flexibility to determine which groups of users will be able to utilise the video services to create video calls. Please specify which permission groups you would like this to be enabled for at the time of setting up your ATS portal.

Configuring Google to Link with ATS

Log into the Google console using https://console.cloud.google.com/
Go to Cloud Overview > Dashboard
Create a new Project or select an existing Project

Fig.1 - Google console

From the sidebar, select APIs and Services > Enabled APIs and Services

Fig.2 - Enabled APIs & Services

From the top of the page, select + Enable APIs and Services
Search for and select the Calendar API and then select Enable

Fig 3. Enable Google Calendar API

From the sidebar, select OAuth consent screen
If only users within the organisation's Google account will be used to set up events in ATS, select 'User Type' as Internal - otherwise choose External - and then Create

Fig.4 - OAuth Consent

Complete the form with the details that users will see when authenticating Google to the Fourth ATS application
- App Information
  - App name - for example, Fourth ATS
  - User support email - the email address of someone (internal) that can help with questions about authentication
  - App Logo - Select a logo that will help the user to identify the app they authenticating
- App Domain
  - Application Home Page
  - Application Privacy Policy Link
  - Application terms of service
- Authorized Domains
  - Authorized Domain 1 - Fourth.com

Fig.5 - App information

Within the Scopes page, select Save and Continue
If External was selected in the initial setup, +add users that will log into the app and then Save and Continue

Fig.6 - Add Users

Within the sidebar, select Credentials > Create Credentials > Oauth client ID

Fig.7 - OAuth Client ID

For the Application Type, select Web application
Under 'Authorized redirect URls' select Add URI and add:
- The ATS URI for the customer portal - there should be a different URI for each brand within the ATS
- Ensure the following is added - https://admin.qai.octane-dev.co/services/oauth
Select Create

Fig.8 - Authorised URIs

A pop-up will appear with the required information (Client ID and Client Secret) to be entered into the ATS configuration page.

Fig 9. OAuth Client created confirmation

Creating a Video Call Event

Managers can create a video call event from two different areas within the Admin portal:

Calendar
The 'Invite To 'modal within the candidate application page

To create a video call event via the calendar:

Navigate to the Calendar page
Select + to create a new event
Select Video Call within the Location Type drop-down to set the event up as a virtual event (see Fig.10)
Select Save

Fig.10 - Creating a video call event from the calendar

Once the Video call option is selected, the configured Video Call Service will automatically be displayed (see Fig.11).

Fig.11 - Video event selected (Google Meet)

The ATS will then automatically generate a unique meeting within the configured video service and retrieve all the necessary meeting details for both the interviewer as well as candidates. Once video call events are created, the event cards are subsequently displayed on the Calendar page with the relevant video call service used to create the event (see Fig.12).

Fig.12 - Video Event Card (Google Meet)

Managers can access necessary meeting details for both video call services by expanding the Event cards (see Fig.13).

Fig.13 - Video Event Card (Google Meet)

Additional Information

For more information about creating video events, please see these release notes.