You can connect your Zoom account to Gem Scheduling to generate Zoom Meeting URLs when scheduling a candidate for an interview. This is useful if any interview member, including the candidate or interviewer, is remote.
(Admin) Connect Gem and Zoom
Only Gem admins with Zoom admin permissions can connect your Gem and Zoom accounts.
To connect your account:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Scheduling header.
- The General setup tab is selected by default.
- Select the Edit button in the Video conferencing section.
- Select the Zoom option from the dropdown.
- Select the Connect account button.
- This takes you to Zoom to authorize access to Gem Scheduling. If you're not an admin, you'll see a message saying you can't authorize the app.
- Select the Authorize button.
After you connect your Zoom account, Zoom is enabled for everyone on your Gem Scheduling account.
Connect if you're not a Zoom admin
If you're not a Zoom admin, there are two ways that you can still connect your account.
1. Pre-approval and permissions
The first way is for your Zoom admin to pre-approve the Gem Scheduling Zoom app and grant you the necessary permissions.
To request pre-approval:
- Send your Zoom admin a link to the Gem Scheduling Zoom app.
- Have them select the Pre-approve switch in the top-right corner to turn it on. This grants pre-approval.
After it's been pre-approved, your admin must ensure that you have the necessary permissions for the app. The best way to do that is to create a new dedicated Zoom role, add the permissions to this role, and then add you to this role.
To create a new role in Zoom:
- Go to the Zoom Roles page.
- Select the + Add Role button in the top right.
- Enter a clear name for the role. We recommend something like "Gem Scheduling".
- Enter a clear description. We recommend something like "Role with the necessary permissions for Gem Scheduling to schedule interviews".
After the role is created, set the following role permissions for this role. These are only given to the user who authorizes Gem Scheduling, not to Gem Scheduling itself. The actual permissions requested by Gem Scheduling can be seen in the image above.
To set permissions in Zoom:
- Go to the Zoom Roles page.
- Select the Role Settings tab.
- Select the User and Permission Management option on the left.
- Select the View and Edit checkboxes next to the Users option to add a check mark to each box. This allows the role to add users to meetings and edit meetings.
- Select the View checkbox next to the Zoom rooms option to add a check mark. This allows the role to add users to view the list of Zoom rooms.
After these changes have been saved, the new role must be assigned to the person who manages your Gem Scheduling account.
Once the app has been pre-approved and the role has been set, you should be able to follow the instructions detailed in the Connect Gem and Zoom section.
2. Have an admin connect their account
If your Zoom admin doesn't feel comfortable delegating the permissions listed above, an alternative method is to have your Zoom admin log into Gem Scheduling and connect their account by following the instructions detailed in the Connect Gem and Zoom section. This can only be done after your Gem Scheduling account has been created.
Once you've connected your Zoom account, you can choose whether to enable it for each interview stage.
Add Zoom to a scheduled interview
After you've connected your Zoom account to Gem Scheduling, you can choose whether to add Zoom to interviews at any interview stage.
You can only add Zoom to an interview that's already scheduled. Steps to do so:
- In the main sidebar, scroll down to the ATS header and select the Jobs option.
- Select the View job details button next to the job in the list of jobs. You can also search the list by entering the job name in the search bar.
- Select the interview plan tab.
- Scroll down to the stage that this interview is scheduled for, then select the Advanced button.
- Select the Calendar events option under the General tab on the left.
- Select the Video conferencing dropdown in the Video conferencing & locations section, select Zoom.
After this setting is enabled, when you schedule a candidate, Zoom links are automatically generated. These links are copied to both the candidate's and the interviewers' calendar events.
You can also keep video conferencing disabled on the stage, and enable it on a case-by-case basis for specific candidates who need to be scheduled remotely.
Disconnect Zoom
Only Zoom admins can disconnect Gem Scheduling from your Zoom account.
If you no longer wish to have your Zoom account connected to Gem Scheduling, you can uninstall it by completing the following steps:
- Log in to your Zoom account on the Zoom Marketplace.
- Select the Manage option next to your account in the top right.
- Select the Installed Apps option on the left.
- Select the Uninstall button to the right of the app details.
Reconnect Zoom
Only Zoom admins can reconnect Gem Scheduling to your Zoom account.
To reconnect a previously disconnected Zoom account to Gem Scheduling, complete the steps in the Connect Gem and Zoom section. If the Zoom app has been previously disconnected and is being reconnected, the button text is Reconnect account instead of Connect account.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.