You can book meetings with your candidates directly within Teamtailor. Learn more about that here!
To make your life even easier, you can include the meeting room you want to use when you invite the candidate.
📣 If you already have meeting rooms connected and are about to transition from Business Connect to Enterprise Connect, please go directly to Reconnect your meeting rooms.
Connect your meeting rooms
To enable this feature, head over to Settings → Recruitment → Meeting rooms.
You will have two options to connect your meeting rooms. Depending on your service provider, you should choose the appropriate option as follows:
Connect Service Account - for Google and Microsoft Exchange customers
Connect with Graph API - for Office 365 customers
For Graph API, follow these steps:
The connection requires that the user logs in to your Office 365 tenant with Azure Active Directory Global Administrator. Start by ensuring that the user has this level of access in your tenant.
To allow Teamtailor accessing resources and/or rooms, there is a specific configuration requirement for Office 365 that you can read more about here.
When above is ensured, follow the authorization process provided in Teamtailor.
If needed, more information here.
For Service Account, follow these steps:
Google:
Before you start, an administrator of your Google Apps domain will need to first install the Cronofy Google Workspace Application.
When this is ensured, follow the authorization process provided in Teamtailor. During these steps you will need the admin credentials.
If needed, more information here.
Microsoft Exchange
Ensure you have a Service account ready for the connection as it will be used to impersonate rooms when managing meetings.
To allow Teamtailor to access resources and/or rooms, there is a specific configuration requirement for Exchange that you can read more about here.
When above is ensured, follow the authorization process provided in Teamtailor. During these steps you will need the Service account credentials. Please note that the user (email address being used) who makes this connection must have access to the meeting rooms.
If needed, more information here.
Finalize the configuration
No matter what service provider you use, once the connection is set up, you will see a list of all your meeting rooms. Here, you can choose to disable rooms that you don't want to use for meetings booked through Teamtailor. All the rooms that are toggled on pink will be available when booking meetings.
And just like that, you're ready to add meeting rooms to your booked meetings 🗓️.
Reconnect your meeting rooms
To transition from Business Connect to Enterprise Connect, as you should since Business Connect is being phased out, please follow these instructions.
Start by activating the new connection called Enterprise Connect by choosing one of the options provided in the blue box, Service Account or Graph API.
Then, follow the instructions for relevant service provider. This new sync will assign you rooms based on whats accessible through this connection. However, as you have previously connected meeting rooms using the old setup (Business Connect), the old rooms will remain available giving you the opportunity to verify the rooms.
When everything is set up as expected, you should go ahead and disconnect the Business Connect option to ensure only the Enterprise Connection is in use.
🗓️ Note! This calendar connection is separate from the connection you make in your profile settings. Read more about how you can connect your calendar
here.
Schedule a meeting with a room
To schedule a meeting with a meeting room, click Book meeting in the action bar found on the candidate card.
In the booking form under the section Meeting room you will see the option to select meeting rooms. The user set as the meeting's organizer must have their calendar connected for this to work.
Hint! You know their calendar is connected if they have the little calendar icon next to their name in the Team members drop-down list.
As you select a meeting room, you will see all available times in the calendar view. All white blocks are times available for the meeting's team members and the selected room.
Once you have booked the meeting you will see the room added to the meeting in your calendar. It will look a little something like this if you're working with for eg. Google Calendar:
The chosen meeting room will also be clearly stated on the event details in the candidate's profile under the Meetings section and meeting details page:
Add multiple meeting rooms to your booking
If you're using self-schedule, you can add multiple meeting rooms to your booking to increase the amount of available slots:
Only the first available room will automatically be booked when the candidate picks a time. Eg. only one room (and the team members with a connected calendar) needs to be available for the candidate to be able to select that time slot.
The remaining available rooms will still be available for other colleagues to book.
Disconnect meeting rooms
If you want to disconnect the meeting rooms from your account, simply go back to Settings → Recruitment → Meeting rooms and click Disconnect.
