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How to set up the JobScore ←→ Office 365 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 ←→ Office 365 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 Office 365.  There is a basic integration that works for everyone and an enhanced integration with more options if you have command line access to Office 365.

Basic

The basic integration has a few limitations:

  • JobScore cannot attach resumes to calendar events: Office 365 only allows adding attachments to calendar events through impersonation, which is not supported in the basic integration.  Instead, JobScore includes a link to view resumes 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 on any Office 365 plan.  

View the basic integration instructions >>

Enhanced (recommended) 

The enhanced integration only works if you have command line access to Office 365 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 to schedulers.  This means you can manage the list of rooms yourself and don't have to contact JobScore 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 Office 365 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 members 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.

The Office 365 Enhanced Integration only works with Office 365 "enterprise" editions including E1, E3 and E4. To set up the integration you will need to have command line access to Office 365.  If you don't have command line access to Office 365, please share this article with someone who does and add them to your JobScore account.

View enhanced integration instructions >>

Basic Installation Instructions

Step 1: Create a user to power the integration

JobScore communicates with Office 365 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

  • Create the new integration user (jobscore.scheduling)
  • 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 using the Office 365 interface to ensure everything is working correctly
  • After you log in, set the timezone for the user to “UTC”. This important step ensures that calendar appointment times will work for everyone no matter where they are.

Get Started: Activate the Integration

After you've completed the steps above please visit this page in JobScore, select Microsoft Office 365, click "I'm ready" and then enter the following values in the form:

  • Integration User Name: Enter the full email address of the user you are using to power the integration from step 2, e.g. jobscore.scheduling@yourcompany.com
  • 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.

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.

Homepage_Add_Task.png

Enter the candidate who you wish to add a task to.

Candidate_Add_Task.png

Ensure "sync with calendar" is checked. 

Add the date and time you want to schedule the task. Click (+) Add User at the bottom of the first table to add others to this task.

Calendar_Time___Date.png

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 Office 365 integration, please email us at support@jobscore.com


Enhanced Installation Instructions

Setting up the enhanced integration will require you to log into the Office 365 powershell. If you can't access the powershell, please ask someone in your IT department to follow the steps below.

Start by Completing Step 1 & Step 2 above

The basic installation instructions above walk you through how to create an integration user to power the integration.  Please complete steps 1 & 2 above then stop when you reach "get started" come back here and complete steps 3 and 4 below.

Step 3: Set access permissions for the integration user

The integration user you select will need to have permission to read and write calendar events on other people’s calendars to successfully schedule phone screens and interviews.

Open the Microsoft Powershell in any Windows machine and run the following script:

Set-ExecutionPolicy RemoteSigned

This command changes the Windows PowerShell execution policy (more info here). While still in PowerShell, please run the following scripts and enter your Office 365 administrator user credentials when prompted: 

$UserCredential = Get-Credential
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Import-PSSession $Session

Once logged in, run the following commands replacing "jobscore.integration" below with the username you selected in Step 1 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:

Enable-OrganizationCustomization
New-ManagementRoleAssignment -Name:jobscoreIntegration -Role:ApplicationImpersonation -User:jobscore.integration

After running the command you should see this:

Note: This will allow JobScore to schedule appointments for every user in your Office 365 instance, which makes things super easy for your recruiting team and will require zero maintenance on your part. If you prefer to restrict 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 someone new to Office 365.

Step 4: Set up your meeting rooms

Interviews take place in conference rooms and JobScore makes it easy for your recruiting team to schedule them as well. To allow your team to see free/busy and schedule meeting rooms in JobScore, you'll need to create a Room list. While you are still powershell run the following scripts:

New-DistributionGroup -Name "Conference Rooms" -RoomList

Get-Mailbox -Filter {(RecipientTypeDetails -eq "RoomMailbox")} | Foreach-Object {
  Add-DistributionGroupMember -Identity "Conference Rooms" -Member $_.PrimarySmtpAddress
}

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 the next step 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 Office 365, click "I'm ready" and then enter the following values in the form:

  • Integration User Name: Enter the full email address of the user you are using to power the integration from step 2, e.g. jobscore.scheduling@yourcompany.com
  • 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.

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.

Homepage_Add_Task.png

Enter the candidate who you wish to add a task to.

Candidate_Add_Task.png

Ensure "sync with calendar" is checked. 

Add the date and time you want to schedule the task. Click (+) Add User at the bottom of the first table to add others to this task.

Calendar_Time___Date.png

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 Office 365 integration, please email us at support@jobscore.com

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