Using the MS Teams Integration

Find out how to use MS Teams within Tribepad

Check out this video for information, or read on for a step-by-step guide to MS Teams:

Utilising MS Teams

Once you have set up the link between your Teams account and your Tribepad account, you are able to book Teams interviews for candidates from within the platform. 

 

From the Options menu (when selecting a job and a specific candidate[s]), you now have the option to ‘Arrange an Interview’:

• This now replaces the ‘Confirmation of interview’ and ‘Invitation to book interview’ options.

You are then given the option to either

• ‘Book an interview’ (inviting a candidate to a slot you have chosen) 

or

• ‘Invite to interview’ (asking the candidate to book from a range of slots).

 

Book an interview

You can invite single/multiple people at a time for a specific interview slot:

• Click on the individual candidate(s) to highlight the tickbox next to their name:
• Select ‘Options’ menu
• Select ‘Arrange an interview’

Select ‘Book an Interview’ with the ‘Confirm Details’ button:

Select which interview stage the booking is for:

• Interview sub stage can also be added if these are set up

 

When the correct interview stage has been identified and selected, you can add attendees for the interview by entering their email address:

• If attendees do not already have their calendars linked, this will be displayed by the exclamation mark icon next to their name
• You can send an invitation if you wish (only if they are an ATS user), or remove the attendee from the list
• Attendees can be made mandatory or optional. 

 

You can also choose to send any documents to the attendees in the list:

• This can include questionnaire responses and portfolio information if gathered.

 

Next, you should choose the location for the interview:

• As you are creating a Teams interview, select the ‘MS Teams’ option
• As this is a remote interview you also need to confirm the timezone for the interview.

 

The last step is to choose the slots for each candidate

• You can select on the calendar where there is a blank gap - this indicates a free time slot:

A box will pop-up to confirm the time selected:

• If an interview is being confirmed for a single candidate, you will simply see the interview slot for the individual in question:

 

If the interview is being booked for multiple candidates at the same time, you will be presented with the list of candidates previously selected, and will need to determine which time slot is for each candidate:

 

Once selected for an individual, you can simply select the ‘X’ button to close the pop-up, in order to select a slot for the next candidate:

 

The candidates are each given a colour in the calendar so you can see when each has been booked in for.

 

Once you have booked in the candidates, there will be the usual options to ‘Invite to Interview only’ and ‘Continue to email’:

 

You will see, if multiple candidates are being invited to interview at the same time, that the number invited will appear in the top left-hand corner:

• Variables will be added into the email as appropriate, and any Onboarding workflows that the candidate(s) can be invited to complete, will be displayed at the bottom of the email.

 

Once the confirmation email has been sent (or confirmation has been sent to the candidate's Dashboard), a separate email is sent out to the candidate with the Teams interview link.

• This link is also sent to all attendees of the meeting as well.

Invite to Interview

If you wish for the candidate to select their own interview slot rather than being sent a specific one, select ‘Invite to Interview’ after selecting ‘Arrange an interview’ on the Options menu:

Select the interview stage and any sub stage that may be set up for interviews:

 

Any slots already created for this interview stage will be displayed and can be used for the candidate(s)

• If not appropriate, you can click on the  to add interview slots:

When creating new interview slots, you need to complete the following:

• A date range
• A minimum time before booking

- This is how long before the interview is due to start, that the candidate can book

For example, you may not wish any interviews to be booked without having 1 day’s notice. In this case, select ‘1 day’ from this field

• Minimum cancellation notice

- This prevents candidates cancelling through the system at the last minute

• Interview duration
• Availability in increments of…

- This allows the candidate to set their own interview time

If set to 5 minutes, this would allow the candidate to choose 9.05 or 9.10, for example

If set to 30 minutes, then they would have the option of 9.00 or 9.30 

• Maximum candidates per interview

- This should be set to 1 if offering traditional 1:1 interviews

- If offering an assessment centre or group interview, multiple slots can be set

 

Again, as the interview is a Teams interview, when setting the location,  select the ‘MS Teams’ option, as well as a timezone:

If any documents or attendees are to be added to the invitation, they can be included here:

 

The right-hand side of the screen will refresh and show any slots that are being created:

Once the interview block is set up with the relevant attendees and details, select ‘Save Interview Block’:

You can add multiple interview blocks for different days or locations etc, that the candidate will be able to choose from

• The date range should be changed using the arrows on the calendar:

and ‘Save Interview block’ should be selected each time.

 

The slots will then show on-screen before you send the confirmation of the interview:

Again, if you are sending out a confirmation email to the candidate, it may be prudent to include information in the template about a secondary email containing the Teams link for the interview.

Candidate view of interview

When a candidate is sent confirmation of, or an invitation to book, an interview, as detailed above, they will receive the Teams link through email.

 

The link will not be present on their Dashboard, but they will see that the interview has been set up remotely:

Cancel Scheduled Interview

There are 2 ways to cancel an interview, either in the ATS or in the recruiter’s calendar

Cancelling interviews in the ATS.

If required, you can update the interview block and cancel all of the currently booked interviews against this block.

 

This is done by accessing the ‘Invite to Interview’ section again:

Edit the interview block using the ‘edit’ icon on the right hand side

Update availability using the link:

The candidate and the attendees will receive an email informing them that the interview has been cancelled. 

• The candidate will be informed that they should use the booking page to rebook.

You can also delete an interview block entirely.

• When you attempt to delete an interview block you will see a pop-up asking you to confirm the action:

Where interviews have been booked using the block you will see a warning message stating the number of interviews that have been booked and asking you to confirm:

• These interviews will then be removed from the ATS and calendars.

Emails will be sent to all attendees and candidates informing them that the interview was cancelled.

 

Cancelling Interviews from Google or Office365 calendar

This can be carried out by simply deleting the event in your local (i.e. non ATS / Office365) calendar.

Attendees refusing a calendar event

If all of the required attendees (those marked with the green icon on the interview block) click the ‘No’ or 'Decline’ button in Google or Office365 calendar, then the ATS will cancel the interview.

 

Editing emails sent to candidates/attendees

There are several new emails in Email Manager that apply to this integration.

 

You may want to consider editing them in Manage if they are not quite to your requirements.

 

The emails affected are:

• Invite ATS user to sync calendar
• Invite attendee to create ATS account
• Cancellation email (candidate)
• Candidate interview was updated 
• Attendee interview was updated

These can all be amended through Manage, via the 'Emails Manager' section:

Important things to note

• If an interview is updated locally by you, so directly in your Office365 calendar for example, it will not update the interview in the ATS
  
  
  
• As detailed in this document already, the Teams link will be sent as a separate email to the candidate when the interview is scheduled