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How to set up the JobScore ←→ Microsoft Exchange 2010, 2013 & 2016 Calendar Integration

Overview

JobScore is web based software that your team uses to drive recruiting. Scheduling phone calls and onsite interviews is an important and time-consuming part of hiring. The JobScore ←→ Microsoft Exchange integration makes this faster + easier by allowing your recruiting team to do the following from inside the JobScore interface:

  • See your team's free/busy status
  • Schedule phone calls and complex, multi-person onsite interview panels 

This saves hundreds if not thousands of actions each month, keeps a log of who-spoke-with-who, whether team members added feedback and creates a place where the team can see interviewing activity for the entire company.

Integration Options

JobScore provides two calendar integration options for MS Exchange.  There is a basic integration that works for everyone and an enhanced integration with more options if you have command line access to MS Exchange.

Basic

The basic integration has a few limitations:

  • JobScore cannot attach resumes to calendar events: Microsoft Exchange only allows adding attachments to calendar events through impersonation, which is not supported in the basic integration.  Instead, JobScore includes a link to view the resume in a browser.  If your users are accustomed to resumes being attached to calendar events this will be an adjustment.
  • Conference rooms cannot be set up or synchronized automatically: JobScore supports scheduling conference rooms through the integration, but your list of conference rooms will not be updated dynamically with the basic integration.  You will need to contact support@jobscore.com whenever you want to add or remove conference rooms.

The basic integration mode works with Rackspace Hosted Microsoft Exchange and should work with all hosted versions of Microsoft Exchange 2010, 2013 & 2016. 

Enhanced (recommended) 

The enhanced integration only works if you have command line access to Microsoft Exchange 2010, 2013 or 2016 (you are hosting Exchange on your own server) and you enable impersonation. This activates a few additional features:

  • Resume attachments on Calendar Events: JobScore will include candidate resumes on published events.
  • Automatic Room Synchronization: Through PowerShell you can create a group of rooms and prompt JobScore to always fetch and display this list of rooms schedulers.  This means you can manage the list of rooms yourself and don't have to contact JobScore support to make changes.
  • Auto-Accept Invitations: We created this feature based on the feedback of veteran recruiting coordinators.  The default behavior for calendars is to send invitations to your team whenever interviews are scheduled, leaving them in a "pending" state.  This means that coordinators have to wait until everyone on a multi-person panel says they can attend to send interview confirmations to candidates.  This makes more work for everyone (users have to accept invites, coordinators have an extra step later) and slows down recruiting.  Auto-accept publishes calendar events to Microsoft Exchange in the accepted state, allowing schedulers to be able to schedule interviews and send confirmations in one step.  Don't worry, JobScore monitors all published events, if one of your team cancels an event, the scheduler is notified and prompted to reschedule. If you are scheduling a lot of interviews this really helps makes things go faster.

Basic Installation Instructions

Step 1: Create a user to power the integration

JobScore communicates with Microsoft Exchange 2010 / 2013 / 2016 using a user account. This means you'll need to create a user that exists exclusively to power the integration.

Please create a new user with the username "JobScore Scheduling" and the email address jobscore.scheduling@[insertyourdomainhere].com - this will make it easy for your team to know what's happening when appointments are added to their calendar.

The integration will not work if you use the email of any active user (e.g. an individual's email, a shared alias) that's used for any purpose other than to power the integration.  Also, if the user account powering the integration is ever deactivated or deleted the calendar integration will stop working.  

Step 2: Configure the integration user

  • Log in into Windows Server
  • Navigate to the Active Directory Management Tool or your Exchange Server Console
  • Navigate to the the user you created in step 1 to power the integration
  • Create a very strong password for the user and jot it down (you'll need it later)
  • Configure the password to never expire (a password reset prompt will cause the integration to fail)
  • Log in to this user's account using Outlook Web Access to ensure everything is working correctly
  • After you log in, in the outlook web access interface set the timezone for the user to “UTC.”

Get Started: Activate the Integration

After you've completed the steps above please visit this page in JobScore, select Microsoft Exchange, click "I'm ready" and then enter the following values in the form:

  • Integration Type: Basic
  • WebMail URL: The full URL to your company's webmail. e.g. https://webmail.yourcompany.com
  • Integration User Name: The username of the integration user. e.g. jobscore.scheduling (what is shown before the @ in their email address)
  • Password: The strong password you created above and jotted down

Once you've entered this information click the "Activate Integration" button at the bottom of the page to turn everything on.

Test - just to make sure

Take a moment to ensure everything is working by testing the integration:

Screen_Shot_2017-05-15_at_10.23.33_AM.png

  • Ensure "sync with calendar" is checked (at the top right)

Screen_Shot_2017-05-15_at_10.23.58_AM.png

Select a date when you know you have something scheduled on your calendar

Screen_Shot_2017-05-15_at_10.32.01_AM.png

Click (+) Add User at the bottom of the first table and choose yourself

Screen_Shot_2017-05-15_at_10.25.17_AM.png

If your free/busy information is shown (grey is busy) you are good to go!  If you have any additional questions about these instructions or anything else related to our MS Exchange 2010 / 2013 integration, please email us at support@jobscore.com


Enhanced Installation Instructions

Setting up enhanced installation requires that you log into the PowerShell for Microsoft Exchange. If you can't access the PowerShell please ask someone in your IT department read and follow these instructions

Start by Completing Step 1 & Step 2 above

The Basic installation instructions above walk you through how to select and create an integration user to power the integration.  Start by completing steps 1 & 2 above then stop when you reach "get started" and move on to steps 3 and 4 below.

Step 3: Set access permissions for the integration user

Once you've configured the integration user, you'll need to give it permission to read and write calendar events on other people’s calendars.

Open the Exchange management shell (Microsoft Powershell) and run the following:

New-ManagementRoleAssignment -Name:impersonationAssignmentName -Role:ApplicationImpersonation -User:jobscore.scheduling

Note: if you selected a user other than "jobscore.scheduling" replace it with the selected username at the end of the script above

After running the command you should see this:

Note: This will allow JobScore to schedule appointments for every user in your Microsoft Exchange instance, which makes things easy for your recruiting team and will require zero maintenance on your part. If you prefer to restrict access rights to a specific group of users (ideally a group that has everyone involved in interviewing and hiring) instructions can be found here: Configuring Exchange Impersonation. Look for “How to configure Exchange Impersonation for specific users or groups of users.” Remember: if you use this restrictive approach you'll need to add new employees involved in hiring to this group every time you add a new user to MS Exchange.

Step 4: Synchronize meeting rooms (highly recommended)

Interviews usually take place in conference rooms and JobScore makes it easy for your recruiting team to schedule interview locations as well. If, for some reason, you haven't added your company's conference rooms to your exchange instance, here are instructions on how to create rooms in MS Exchange.

You can choose to have conference rooms sync automatically by creating a group in Microsoft Exchange. This allows your team to see room free/busy and book interview conference rooms from the JobScore UI.  If you do not choose this option, you will need to contact support@jobscore.com whenever you want to add or remove conference room.

Here's how to create a room list and sync it... While you are PowerShell run the following scripts:

$Members=Get-Mailbox -Filter {(RecipientTypeDetails -eq "RoomMailbox")}
New-DistributionGroup -Name "Conference Rooms" -RoomList -Members $Members
Remove-PSSession $Session

After running the second script you should see this:

It often takes several minutes for your room list to propagate. Please take a short break before you move on to activate and test the integration.

Get Started: Activate the Integration

After you've completed the steps above please visit this page in JobScore, select Microsoft Exchange, click "I'm ready" and then enter the following values in the form:

  • Integration Type: Enhanced
  • Event Invitations: The enhanced integration allows you to send out calendar invitations for your team to accept / decline OR auto-accept invitations.  Auto-accepting makes scheduling easier by allowing you to set appointments and email interview confirmations to candidates in one step.  We recommend choosing Auto-accept.  You can come back and change this later if needed.
  • WebMail URL: The full URL to your company's webmail. e.g. https://webmail.yourcompany.com
  • Integration User Name: The username of the integration user. e.g. jobscore.scheduling (what is shown before the @ in their email address)
  • Password: The strong password you created above and jotted down
  • Domain: (optional) If your company uses a domain you'll need to type it in here. The way to tell this is if you have to type in a word before your username (e.g."sales\jane" vs "jane") when you log in to the Outlook Web Access client, you must enter it here.
  • Conference Rooms: If you completed the steps in console in step 4 above please choose "Synchronize Automatically"

Once you've entered this information click the "Activate Integration" button at the bottom of the page to turn everything on.

Test - just to make sure

Take a moment to ensure everything is working by testing the integration:

  • Visit the add task page in JobScore.
  • Ensure "sync with calendar" is checked (at the top right)
  • Select a date when you know you have something scheduled on your calendar
  • Click (+) Add User at the bottom of the first table and choose yourself

If your free/busy information is shown (blue is busy) you are good to go!  If you have any additional questions about these instructions or anything else related to our MS Exchange 2010 / 2013 integration, please email us at support@jobscore.com

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