You can book meetings with your candidates directly in Teamtailor. Learn more about this here!
To make scheduling even easier, you can connect your meeting rooms and make them available to use for meetings.
The previous setup through Business Connect has been disabled and replaced with Enterprise Connect.
Learn more about the change here: Transition from Business Connect to Enterprise Connect
Connect your meeting rooms
Head over to Settings → Recruitment → Meeting rooms and click Connect Service Account to get started.
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.
Microsoft Office 365
The connection requires the user to log in to your Office 365 tenant as an Azure Active Directory Global Administrator. Start by ensuring the user has this level of access in your tenant.
To allow Teamtailor to access resources and/or rooms, a specific configuration is required in Office 365. You can read more about this configuration here.
Once the above is ensured, follow the authorization process provided in Teamtailor.
More information can be found 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, a specific configuration is required in Exchange. You can read more about this here.
Once the above is completed, follow the authorization process provided in Teamtailor. During this process, you will need the Service Account credentials. Please note that the user (the email address used for the connection) must have access to the meeting rooms.
More information can be found here.
Google Workspace
Before you start, an administrator of your Google Workspace domain must first install the Cronofy Google Workspace application.
Once this is done, follow the authorization process provided in Teamtailor. During this process, you will need the administrator credentials.
More information can be found here.
Availability
Regardless of your service provider, once the connection is set up, you will see a list of all your meeting rooms displayed.
Here, you can disable any rooms you don’t want to use for meetings booked through Teamtailor. All rooms toggled on (pink) will be available when booking meetings.
Schedule a meeting in a room
To schedule a meeting in 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 number 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.
Transition from Business Connect to Enterprise Connect
The previous Business Connect setup has been disabled and replaced with Enterprise Connect.
This means that if you currently have the old setup enabled, you will no longer be able to enable/disable your connected meeting rooms, nor connect new ones. The existing meeting rooms will continue to function for meetings that are already scheduled.
To continue using the meeting room feature, you will need to switch to Enterprise Connect. Please follow the steps below:
Activate Enterprise Connect by clicking Connect Service Account in the call-out.
Follow the instructions for your relevant service provider here. This new setup will assign rooms based on what’s accessible through this connection.
Previously connected meeting rooms using Business Connect will remain available, allowing you to verify them. Once everything is set up correctly, click Disconnect on Business Connect to ensure only Enterprise Connect is in use.
