Auto-Generating Zoom Interview Links

Overview

The Zoom integration allows you to automatically generate Zoom meeting links when scheduling interviews in Trakstar Hire. Once connected, Zoom meeting details are created automatically and included in interview invitations sent to candidates and interviewers.

Important: A single Zoom account can only be connected to one Trakstar Hire account at a time. If you use multiple Trakstar Hire accounts (such as toggle accounts), connect Zoom to the account where you schedule interviews most frequently. For your other accounts, you'll need to add Zoom meeting details manually.

Before You Begin

Zoom account requirements

Each user must connect their own Zoom account before they can automatically generate Zoom meeting links.
If your organization uses a paid Zoom Business account, a Zoom administrator may need to pre-approve the Trakstar Hire integration before users can connect.
Zoom Pro accounts cannot host multiple meetings simultaneously. If you need to schedule overlapping interviews, use a Zoom Business account.

Connect Your Zoom Account

To enable the Zoom integration:

Click Settings.
Select Connected Applications.
Locate the Zoom integration and hit Connect.
Sign in to your Zoom account when prompted.
Approve the connection.
Return to Trakstar Hire.

When the connection is successful, the Connect button changes to Disconnect.

Schedule an Interview with a Zoom Meeting

After connecting Zoom:

Open the candidate's profile.
Create a new interview.
Select Zoom Meeting as the meeting type.
Complete the interview details.
Confirm the interview.

After the interview is created:

A unique Zoom meeting is generated automatically.
The Zoom meeting details are included in the calendar invitations sent to both the candidate and interviewers.

How Zoom Meeting Links Work

When interviews are scheduled using the Zoom integration:

Each interview receives its own unique Zoom meeting link.
The Zoom meeting is created using the Zoom account of the user scheduling the interview.
Interviewers do not need to connect their own Zoom accounts to participate.
Meeting invitations automatically include the Zoom link.
Meetings are configured so participants can join even if the scheduler is not present, depending on your Zoom account settings.

Schedule an Interview Without Connecting Zoom

If you select Zoom Meeting without first connecting your Zoom account, Trakstar Hire displays a message prompting you to connect your account.

If you prefer not to connect Zoom, you can manually enter the meeting information, including:

Meeting URL
Meeting ID
Passcode

This allows you to continue scheduling the interview without using the automatic integration.

Disconnect the Zoom Integration

To disconnect Zoom:

Click Settings.
Select Connected Applications.
Locate the Zoom integration.
Click Disconnect.
Confirm the disconnection.

After disconnecting:

Future interviews will no longer generate Zoom links automatically.
Zoom links that were previously created for scheduled interviews will continue to work.

Using Zoom Waiting Rooms

If your organization uses Zoom's Waiting Room feature, configure your Zoom settings so interviewers can admit candidates if the meeting host has not yet joined.

Review your Zoom account's Waiting Room settings to ensure interviews can begin smoothly when multiple interviewers are participating.

Troubleshooting

I can't connect my Zoom account.

If you're using a paid Zoom Business account, your Zoom administrator may need to approve the integration before individual users can connect. Once approval has been granted, try connecting again.

My Zoom meeting wasn't generated.

Verify that:

Your Zoom account is connected under Settings → Connected Applications.
You selected Zoom Meeting as the interview type when scheduling the interview.

If the integration is not connected, you can manually enter your Zoom meeting details instead.