Using Meeting Rooms

Overview

You can create virtual meeting rooms with applicants, staff, or both, before, during, or after interviews. For example, you might create a morning welcome session for applicants or an end-of-day session for all interviewers to review results. 

Best Practice: meeting rooms function separately from interview sessions. Link meeting rooms to your sessions so they are included in the interview day's schedule when applicants self-schedule.

Video Overview

Setting Up Your Meeting Room

1. From the left menu, open Meeting Rooms, then click + Add Meeting Room. 
   
   
    
2. Add the meeting details, select the attendees, then click Save. Note that if you add an external video call link (e.g., a Zoom link), the meeting will take place on that platform when applicants and/or staff join the room. If no link is added, the meeting will use the Interview Portal's native video conferencing platform.
   
   
    
3. The meeting now appears in the list with a Join button so you can join at any time (note that you can also join meetings from TimeTrack). You can join, leave, and rejoin meetings as needed – they're always accessible to you. Additionally, you can use the pencil icon to edit meetings. 
   
   
    
4. The meeting also appears for invited applicants. Once the meeting starts, the Join button becomes available, allowing invited individuals to join. This button remains available only for the duration of the meeting. 

Link Meeting Rooms to a Session

When creating or editing a meeting room, you can link it to a session. This feature can automatically assign applicants within that session to the meeting room. Furthermore, it includes the meeting room in the interview day’s schedule, visible to applicants during the self-scheduling process.

Note: If you create meeting rooms before your sessions, you can link them during session creation. Likewise, if you create sessions first, you can connect them while creating or editing the meeting room.

1. In the meeting room’s details page, click + ADD to link it to a session.
   
   
2. On the following page, choose the corresponding session from the drop-down. 
3. To manually assign applicants to the meeting room, click on Applicants and select those who should have access, then click ADD to save them.
4. Click Save to save your session and applicant selections.
5. If all applicants in the session should be automatically invited to the meeting room, toggle Automatic Meeting Room Assignment to ON.
   
   
6. When you have finished configuring your meeting room, click Save.