✏️ Introduction
You can link Microsoft Teams and Office365 accounts to Tribepad to send Teams interview links directly from the platform with no need for external invites.
This guide explains how to connect your MS Teams account with Tribepad. Some setup is needed between Tribepad and your IT team, but your Account Manager can provide further guidance if needed.
The MS Teams integration works best when used alongside the Google/Office 365 Calendar integration.
- With both integrations: You can link your O365 calendar and check availability.
- With only MS Teams: You can send Teams invites but won't see availability.
This guide covers setup when using both MS Teams and Office 365 integrations.
🖱️ Setting Up The Integration
Microsoft Teams works as an integration with Tribepad, so an account needs to be introduced into the ATS, as per individual user.
To do this, you will need to navigate to the ‘Settings’ section of your platform in the top right-hand corner:
Once selected, choose the ‘Integrations’ tab (1) and select ‘Add Account’ (2):
Enter the details of your existing Microsoft Teams account:
You will be asked to verify your account according to verification methods already set up.
Once signed in, you will be asked if you wish to stay signed in to the account through Tribepad:
You can choose to not stay signed in and sign in each time you access the ATS, but for ease of use, it is recommended you stay signed in.
Once you have successfully signed in, the screen will refresh and you will be presented with details of your Teams account that has now been linked to Tribepad:
📆 Setting Availability For Interviews
Teams and Office365 can work on the same account, meaning that your availability can be pulled through from your Office 365 calendar.
However, if you do not have Office365 and just have a Teams account, you can set your availability in the calendar as per the instructions below.
To access the calendar settings, select ‘Settings’ (top right hand corner of the ATS):
Then select the ‘Calendar’ tab (1):
You will now have 2 options presented to you:
- ‘Connect with Google’
- ‘Connect with Office365’
To connect either calendar, login to your chosen account
- Fill in your credentials and provide access to your calendar
- There may be further verification steps that need to be completed when connecting your calendar
- These will be handled externally via Google or Microsoft
Once your calendar is connected, you can set your availability - including multiple time slots across different days.
You can also configure:
- Maximum interviews per day (1) e.g. 1: No more than this number can be scheduled.
- Minimum gap between interviews (1) e.g., 1 hour: Prevents back-to-back bookings.
Availability can be set for any day, Monday to Sunday. Use the plus (+) icon to add multiple time slots for the same day (2).
If availability isn't set for a given day, you will be considered unavailable.
These availability slots will be used when scheduling or inviting candidates to interviews.
📆 Book And Invite An Interview Using MS Teams
Whilst on a job, select the candidate(s) that you would like to invite to interview by clicking on the checkbox, followed by the options menu (1), other options (2) and “arrange an interview” (3).
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
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
Only certain members of your organisation will have access to Manage. If you think you would benefit from access to this, please speak to the main ATS lead within your organisation.
For more information on amending your interview stages, please 🖱️ click here.
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.
- The email you may wish to edit would likely be the
‘Book Interview Stage 1’
For more information on editing the emails that are sent out to candidates from the platform, 🖱️ click here.
➡️ 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
If this is set to say 5 or 10 minutes, this would impact the times that other candidates could start their interviews if an hour interview was started at 5 past the hour.
- 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 - Booked Using MS Teams
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:
📩 Editing Emails Send To Candidates And 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:
