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. When meeting rooms are used alongside interview sessions, applicants only see the interview session time in their invitation and may not realize they’ve also been scheduled for a meeting room, such as for a morning orientation or night-before mixer.

To avoid confusion, consider:

• Including meeting room instructions in your interview invitation or welcome emails.
• Naming your sessions clearly, e.g., 8:30 AM – Meeting Room / 9:00 AM – Interview.

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.