Calendar & meetings

Connect Microsoft or Google to schedule interviews with meeting links.

Connect your work calendar so InsightHire can create interview events, add Microsoft Teams or Google Meet links, and keep attendees informed when an interview changes.

Calendar connections belong to the individual recruiter. Each person who schedules interviews should connect their own account.

Before you begin

• Your organization must have the Microsoft or Google calendar option enabled in InsightHire.
• You need permission to access Settings → Integrations.
• Use the work account whose calendar should own the interview events.
• Microsoft users may need approval from their Microsoft 365 administrator.

Connect Microsoft Teams

1. In InsightHire, open Settings → Integrations.
2. Find Calendar & meetings and select Connect Microsoft.
3. Sign in with your work Microsoft account.
4. Review the requested calendar permissions and approve them.
5. Return to InsightHire and confirm Microsoft shows as connected.
6. Schedule a test interview and check that the event and Teams link appear on your calendar.

InsightHire requests permission to identify your account and create or update calendar events. A Teams license may also be required for Microsoft to add a Teams meeting link.

If Microsoft requires administrator approval

Some organizations prevent employees from approving connected applications themselves.

1. On the Microsoft connection card, copy the administrator consent link or choose the option to email your IT administrator.
2. Ask a Microsoft 365 administrator to approve InsightHire for your organization.
3. After approval, return to Settings → Integrations and connect your account again.

Administrator approval allows people in your organization to connect, but it does not connect their calendars automatically.

Connect Google Calendar and Meet

1. In InsightHire, open Settings → Integrations.
2. Under Calendar & meetings, select Connect Google.
3. Sign in with the Google account that should own interview events.
4. Approve access to create events and check availability across your calendars.
5. Return to InsightHire and confirm Google shows as connected.
6. Schedule a test interview and check that the event and Meet link appear on your calendar.

Standard Google accounts usually do not require administrator approval. If InsightHire shows Update permissions, select it and approve the additional read-only calendar access needed to check availability.

Choose availability calendars

If scheduling coordination is enabled, select which connected calendars InsightHire should check for busy times and which calendar should receive new interview events. Include any work calendar that contains commitments recruiters should not book over.

Schedule an interview

1. Open the candidate or the position's Schedule area.
2. Select the date, time, attendees, and interview type.
3. Choose Microsoft Teams or Google Meet when you want an online meeting link.
4. Review the invitation details.
5. Send the invitation.

With a connected calendar, the calendar provider sends the invitation and receives updates or cancellations. Without a connected calendar, InsightHire may send a standard calendar-file invitation instead. A calendar file lets the recipient add the event, but it cannot provide the same automatic updates as a connected provider.

Phone, in-person, and other interview types do not require an online meeting link.

Disconnect a calendar

1. Open Settings → Integrations.
2. Find your connected Microsoft or Google account.
3. Select Disconnect and confirm.

Disconnecting stops InsightHire from creating new events through that account. It does not remove events that were already created.

Troubleshooting

The scheduler is not available

Ask an Org Admin to confirm that at least one meeting option is enabled for your organization.

A Teams link is missing

Confirm the organizer connected Microsoft and has a Teams-enabled Microsoft 365 license. If necessary, send a calendar-file invitation or choose another enabled meeting option.

Availability looks incomplete

Reconnect the account if prompted, approve updated permissions, and confirm the correct availability calendars are selected.

Changes are not reaching attendees

Confirm that the person editing the interview is using the connected account that owns the event.

Related

• Scheduling coordination
• Integrations overview
• Roles and permissions