Set Up Interviews with Google Meet

Trakstar Hire integrates with Google Meet, allowing you to automatically generate a Google Meet link when scheduling interviews. This makes it easy to invite candidates and interviewers to virtual interviews without creating a meeting separately in Google Calendar.

Before you can schedule interviews with Google Meet, you'll need to connect your Google account.

Before You Begin

To use Google Meet for interviews:

• You must have a Google account.
• Your Google account must be connected to Trakstar Hire.
• You must have permission to schedule interviews.

Once your account is connected, Google Meet becomes available when scheduling interviews.

Connect Your Google Account

If you haven't already connected your Google account:

1. Open your user or calendar integration settings.
2. Choose to connect your Google account.
3. Sign in to your Google account.
4. Authorize Trakstar Hire to access your Google Calendar.
5. Complete the connection process.

After your account has been connected, you're ready to schedule interviews using Google Meet.

Schedule an Interview with Google Meet

To schedule a virtual interview:

1. Open the candidate's profile.
2. Schedule a new interview.
3. Select the interview date and time.
4. Choose the interviewers.
5. Select Google Meet as the meeting location or conferencing option.
6. Complete the remaining interview details.
7. Send the interview invitation.

When the invitation is created, Trakstar Hire automatically generates a Google Meet link and includes it in the calendar invitation sent to the candidate and interviewers.

What Happens After the Interview Is Scheduled?

After the interview is scheduled:

• A Google Meet meeting is automatically created.
• The meeting link is included in the calendar invitation.
• Candidates and interviewers receive the invitation with the meeting details.
• The interview appears on connected Google Calendars.

Any updates to the interview are reflected in the calendar invitation.

Add Google Meet to an Interview Stage

If you regularly use Google Meet for interviews, you can save time by configuring it as the default meeting location for an interview stage.

When Google Meet is configured on a stage, the meeting location is automatically populated each time that stage is used to schedule an interview.

Note: If you're new to configuring interview stages, see the article on setting up interview stages for more information.

To add Google Meet to an interview stage:

1. Go to your interview stage settings.
2. Create a new interview stage or edit an existing one.
3. Under the interview location or venue settings, select Google Meet.
4. Click Set venue.
5. Save the stage.

After the stage is configured, Google Meet is automatically selected whenever an interview is scheduled using that stage, reducing the number of steps required to schedule virtual interviews.

Save Your Google Meet Link in an Email Template

If each interviewer uses a permanent Google Meet link, consider adding that link to an email template. This makes it easy to include the meeting link when communicating with candidates.

Although candidates receive the meeting link through the interview invitation when Google Meet is configured as the interview venue, including the link in your email provides an additional reference and helps ensure candidates can easily access the meeting.

To create an email template with a Google Meet link:

1. Go to Email Templates.
2. Create a new email template.
3. Enter a descriptive name for the template (for example, the interviewer's name).
4. Add the interviewer's permanent Google Meet link to the body of the email.
5. Save the template.

When scheduling interviews, you can select the appropriate email template to quickly send interview details along with the interview invitation.

Best Practices

• Connect your Google account before scheduling interviews.
• Configure Google Meet as the default venue for interview stages that are always conducted virtually.
• Create separate email templates for interviewers who use different permanent Google Meet links.
• Include the Google Meet link in both the interview invitation and your email so candidates can easily access the meeting.
• Verify the interview date, time, participants, and meeting link before sending invitations.
• Update interviews through Trakstar Hire so calendar invitations remain synchronized.
• Reconnect your Google account if you experience calendar or meeting creation issues.