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
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.
Enter the candidate who you wish to add a task to.
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.
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 with conference rooms enabled 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.
Step 3: 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.
If you don't want to use conference rooms in JobScore, please skip this step.
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 scripts:
New-DistributionGroup -Name "Conference Rooms" -RoomListGet-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
- 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.
- Conference Rooms: If you completed the steps in console in step 3 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.
Enter the candidate who you wish to add a task to.
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.
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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