How to use Zoom interview recording

Taking notes while interviewing someone is hard.  Writing down every word they say as they speak?  Neigh, impossible.  Zoom interview recording can:

  • Help you focus by freeing you up from worrying about perfectly capturing the details of what's said during interviews.
  • Help your entire team interview better by making it easy to review what happened in interviews and coach up your team.

How it works

JobScore finds Zoom meetings with candidates and shows buttons to easily review video recordings, audio recordings, and audio transcriptions on the Zoom platform.

Audio Transcription is available on the Zoom Business and Enterprise plans.

Click buttons to watch, listen or read

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JobScore does not store recordings.  It only stores links to Zoom cloud recordings.  This means that Zoom controls both what is recorded and who can see recordings.

JobScore finds meetings in two ways

When you install the integration and turn on interview recording JobScore does it's best to find meeting recordings and show them on candidate records.  No-fuss, no-muss.

First, when you schedule an interview that includes a Zoom meeting link, JobScore always finds the meeting recording after Zoom finishes processing it and inserts buttons in interviewer's feedback on the candidate record:

 

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Second, if you check the "Import old and unscheduled recordings" setting JobScore looks at all recordings in your Zoom account.  If it finds meetings with candidates that aren't tied to a scheduled interview (by matching the candidate's email address), an interview recording note is automagically inserted on the candidate's record, like so:

Interview_recording.png

If you turn on this setting interviews should appear whether you schedule candidate interviews through JobScore or directly using your Google Calendar or Microsoft Calendar.

As this may occasionally find meetings you don't want everyone to know about you can choose to check the "Insert old and unscheduled meetings as private notes" option to restrict who can find them.


Meeting creation

When JobScore creates Zoom meetings it must select a host, which must be a paid licensed user in your Zoom account.  You will always have one of these users to be able to turn on the integration.  When you set up the integration you can choose to have JobScore use as many of your paid users as you want as meeting hosts.

JobScore will first try to use the interviewer as the host.  If that person is not a paid licensed user, JobScore evenly distribute meetings amongst the paid licensed users you added to the list on a round-robin to minimize how much storage is used in interview recording.

Important: The standard integration configuration does not require the host to participate in the meeting.  To accomplish this all created meetings include the "join before host" option and have the waiting room disabled. 


Zoom interview recording requirements

  1. Only admins in your company's zoom account can install the integration.
  2. Zoom cloud recording is only included on paid Zoom plans (Pro. Business or Enterprise) for licensed users.
  3. Cloud recording must be activated for your Zoom account,
  4. You must be on the JobScore SCALE or ENTERPRISE plan.

To get started follow the Zoom conferencing integration installation instructions.


Recommended recording settings

Zoom has many, many ways to control recording.  Recording can be controlled at the account level under admin > account settings > recording and each user also has their own personal recording settings. We recommend the following account-wide settings, and that you lock them so your team members can't change them:

  1. Local recording: OFF. JobScore can only find meetings that are recorded in the cloud.
  2. Cloud recording: ON and only check the audio-only file option.  This is because Zoom has storage limits for users (1GB per pro or business user) and charges fees for additional storage.  While video recordings are awesome, 1 hour of mp4 video is usually ~100MB so you'll reach your limit quickly.
  3. Automatic recording: ON and set it to record in the cloud.  If not, your team will need to remember to click to record and it's likely many interviews will not be recorded.
  4. Prevent hosts from accessing their cloud recordings: OFF.  The idea is to minimize the stress of note-taking and make it easy for people to go back and listen to recordings later.
  5. Only authenticated users can view cloud recordings: ON.  You likely don't want random people to watch or listen to your interviews.
  6. The host can delete cloud recordings: OFF.  Don't worry, admins can still do delete when needed.
  7. Auto delete recording after days: OFF.  Leaving it on kinda defeats the purpose of recording interviews.
  8. Recording disclaimer: ON.  So candidates are aware they are being recorded.

Under Admin > Account Settings > Meeting we also recommend:

  1. Waiting Room: OFF so team members who are not the meeting host can enter meetings.
  2. Audio Type: Select Telephone and Computer Audio.  This is so people can easily dial in.  Not everyone has access to a computer or the Zoom app on their smartphone.
  3. Join before host: ON so team members who are not the meeting host can enter meetings.
  4. Upcoming meeting reminder: ON.  To help your team not be late.
  5. Sound notification when someone joins or leaves: ON.  So your team can do something else while they wait for candidates to arrive.
  6. Virtual Background: ON.  Allow your team and candidates to control what you see on calls if they want.

FAQ

Who can see meeting recordings?

Two things control who can see recorded Zoom interviews:

  1. Recordings are stored on the Zoom platform and many account settings control who can see what recording.  The default configuration is that only signed in Zoom users can view cloud recordings. Additional details of how to share Zoom cloud recordings are here >>
  2. Links to these recordings in JobScore are stored on candidate notes.  Notes can be made private.  Learn more about how to control note privacy and visibility>>

To control who can see recorded interviews by default, consider updating your interview templates to be private by default.

How long are meeting recordings stored?

JobScore doesn't store your interview recordings, Zoom does.  Control over which interviews are kept is 100% controlled by Zoom.  If something has disappeared it's likely because one of your users deleted it or changed a setting in Zoom.  JobScore doesn't delete recorded meetings in your Zoom account.

If you are losing recordings, try our recommended settings above to avoid having recordings be accidentally deleted in the future.

Some meeting recordings aren't showing up in JobScore, what's happening?

The best way to ensure your meetings appear in JobScore is to schedule all interviews in advance on the JobScore platform (which is what we recommend and how the integration is intended to work).   Here are the details of how things work:

For JobScore to find a meeting, the following must be true:

  • The meeting must actually be recorded.  It's possible a user turned off recording, forgot to turn it on, or that you've run out of storage space in your Zoom account.
  • The meeting must be between an email address associated with a user in your JobScore account and an email associated with a candidate record.
  • The meeting must be created using the connected Zoom account (not someone's personal account).
  • When you activate the Zoom integration in JobScore, you must select the "on" option for Interview Recording.
  • Zoom must finish processing the meeting recording.  This means that buttons only show up on interviews a few minutes after meetings are completed.  FYI, Zoom doesn't start processing the meeting until it ends.

Here are a few things to check if it seems like things aren't working right:

  1. If a meeting is scheduled using an email address that's not on the candidate's record, JobScore can't find it.  Make sure the email you have on the candidate's record matches the one used to schedule the meeting.
  2. If a meeting is conducted by someone who does not have a user record in JobScore or is using a different email address than is on both their JobScore user record and their Zoom user record (typically their work email), JobScore won't find it.
  3. When impromptu meeting links are sent to candidates, it's possible they are registering with a fake email (or entered no email / don't register).  When this happens JobScore can't find the meeting.
  4. It's possible you didn't turn on Interview Recording when you activated the Zoom integration.  To fix this, edit the Zoom settings on the conferencing page.
  5. It's possible the meeting is still open.  Zoom won't process the recording until you end it.
  6. It's possible someone from your team removed the JobScore integration directly from your Zoom account, and when they did they unchecked the "Grant data retention" option.  Because of Zoom's data retention policy when this happens JobScore has to remove all links from your account. You can try to restore them by re-installing the Zoom integration selecting "Import old and unscheduled recordings" option.

The best tip we can offer is to schedule all interviews in the JobScore user experience and ask your team to launch Zoom interviews from JobScore-published events on their calendar or the interview page in JobScore.

How do I turn off interview recording?

There are a few options to keep using Zoom but stop having recorded interviews show up in JobScore:

  1. Edit your Zoom integration settings and set the "Interview Recording" option to OFF.
  2. Have users that don't want interviews recorded adjust their personal cloud recording settings in Zoom
  3. Turn off the cloud recording feature for your Zoom account recording settings.
If you've tried these troubleshooting tips and things still aren't working, please contact support@jobscore.com.

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