March 24th 2022, Release Note: WFM UK | ATS: Introducing Zoom & Teams Video Call Events

Summary

Release date: March 24th 2022 (already released)

Video Call Events 

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

What's Changing?

Managers can now create Video Call Events directly from the ATS portal using Microsoft Teams or Zoom and invite candidates so that they carry out key recruitment events such as interviews remotely. 

Reason for the Change

To remove the need to generate Microsoft Teams or Zoom call invites and email candidates after inviting them to an event from the ATS portal.

Customers Affected

All ATS customers.

Release Notes/Steps

Setting up ATS Portal for Video Calls

In this release, two new integrations have been introduced for customers to create video conference calls directly within the ATS.

Customers can choose from the following services:

• Microsoft Teams
• Zoom

The integration with both video conferencing services has been built to work in a plug and play fashion by connecting the ATS to customers' existing corporate accounts with either MS Teams or Zoom.

To configure an ATS portal to utilise either one of the services within the ATS, the following credentials are required:

Microsoft Teams

• Tenant ID - A unique identifier (GUID) that is linked to your Microsoft Account (click here for guidance)

• Client ID - App key (can be found within your MS Teams account within O365/Microsoft Exchange)

• Client Secret - App secret (can be found within your MS Teams account within O365/Microsoft Exchange)

• Host User ID - A service user that the ATS platform will use to create events within MS Teams. This user will need to be created within your MS Teams account via O365/Microsoft Exchange

Additional Microsoft resources for guidance:

• Allow applications to access online meetings on behalf of a user

• onlineMeeting resource type

Zoom

• App Key -  can be found within your Zoom account
• App Secret - can be found within your Zoom account

Additional resources for guidance:

• Zoom API 

Customers can only use either the Microsoft Teams or the Zoom service and cannot have both video conferencing services enabled simultaneously.

Please note: To configure and enable your ATS portal to integrate with MS Teams or Zoom, 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.

Creating a Video Call Event 

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

• Calendar
• 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. 1)
• Select Save

Fig.1 - 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.2 & 3).

Fig.2 - Video Event Selected (Microsoft Teams)

Fig.3 - Video Event Selected (Zoom)

When users click Save, the ATS will 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.4 & 5).

Fig.4 - Video Event Card (Microsoft Teams)

Fig.5 - Video Event Card (Zoom)

Managers can access necessary meeting details for both video call services by expanding the Event cards (see Fig.6 & 7)

• Click Here to Join link
• Meeting ID
• Phone in Number 
• Passcode for meeting (Zoom only)

Fig.6 - Video Event Card (Microsoft Teams)

Fig.7 - Video Event Card (Zoom)

To create a video call event via the Invite To modal:

• Navigate to the Dashboard or Vacancy page
• Select a candidate application of choice and navigate to the Candidate Application Page
• Progress the Candidate to the Invited To step within a process  
• To set the event up as a virtual event, select Video Call within the Location Type drop-down (see Fig. 8)
• Select Save to create the Video Event
• Select  Progress Application to generate the meeting within the video service 

Fig.8 - Creating a Video Call Event via Invited To modal

Inviting Candidates to a Video Call Event 

Managers can create a video call event and subsequently invite one or more candidates to self-schedule a suitable slot (see Fig.9).

Fig.9 - Collapsed Video Call Event Card in Candidate Portal

Once the candidate has confirmed their slot, the meeting details subsequently become available within the event slot they selected. The following meetings are displayed within the expanded event card view in the candidate portal (see Fig.10):

• Click Here to Join link
• Meeting ID
• Phone in Number 
• Passcode for meeting (Zoom only)

Fig. 10 - Expanded Video Call Event Card in Candidate Portal

In addition to the expanded Event Card, candidates will also receive an email with the Video Call Event details so that they are informed the event will take place virtually and have the necessary details to join the meeting (see Fig.11).

Fig.11 - Email to Candidates containing Video Call Event Details

Exporting Video Call Events into a Mail Client 

As part of this new functionality, support has been added to export video call details within the .ics files when a manager and/or candidate exports events via the event cards.

By doing this, users will be able to quickly export video call events from the ATS and add them to their mail client of choice including Outlook, Gmail and Apple Mail.