Interviewing applicants using video conferencing

When you use CareerPlug’s scheduling emails, you have the option to include a video conferencing link instead of a physical address for your interviews. This allows you to keep all of your hiring information in one place while still allowing you to conduct remote interviews.

In this article:

• Add a virtual interview link to an email
• Create the virtual interview link
• Make a video conference message template
• Sample email content
• Best practices for video interviews

Add a virtual interview link to an email

To get started, use any schedule email template as you normally would. In the “Location or Conferencing” field, paste the URL of the virtual meeting.

When you click Send Email, the applicant will be emailed with a calendar invite. The location (the Where field) in the calendar invite will be populated with the video conferencing link you provided, so the applicant has it ready to go at the time of the interview.

Create the virtual interview link

Below are some popular video conferencing services our clients use and how to create an interview link in each software.

Zoom

Zoom, which offers a free version, is rising in popularity as working remotely increases. Sign up for a free trial of Zoom here.

To create a virtual interview link in Zoom, log into Zoom, then click Meetings on the left side of your screen. Click the Schedule a New Meeting button. Enter the meeting details, then save the meeting. On the following page, copy the “Join URL.” This is the link you’ll place in the Location field of the CareerPlug Schedule email.

Google Meet

If your company uses G Suite, you can generate a Google Meet link by creating a calendar event. Click Add Google Meet video conferencing, then select Google Meet.

A Google Meet link will appear. Copy this link and paste it into the location field in the CareerPlug email template.

Make a video conference message template

If you plan to do many virtual interviews, a best practice is to create a message template with content that states the interview will be held via video.

To do so, navigate to Settings > Manage Hiring Process > Message Templates.

Make sure you are viewing the message templates for the correct hiring workflow.

Create a new message template. The Template Category should be “Interview” or “Phone Screen” (you might want to make a template for each), but the Template Type should be “Scheduled.”

Fill in the template name (you might want to include “video interview” in the title), email subject, and email body (if you need help with content, see below). At the bottom of the template, select the Calendar Invite checkbox, then for the location, choose Video.

Create the template. Now, when you send an applicant an email using this template, you’ll be prompted to enter the virtual interview link. You can select the correct template at the top of the email drawer.

Sample email template content

Here’s a sample email template that you can use for scheduling virtual interviews:

Subject:

Scheduling interview for

Body:

,

I look forward to speaking with you on [start_date] at [start_time]. We will meet using the meeting link in the calendar invite. To join the meeting, you do not need to download anything. Click on the link at the appointment time.

Please let me know if you have any questions.

Thanks,

Best practices for video interviews

• Make sure you know how to use your video conferencing software. You might have a quick practice call with a coworker to get familiar with the service you’re using. (Sign up for a free trial of Zoom here.)
• Make sure candidates know how to use the video software too. Send instructions on how to access the software, and let them know if they need to download anything ahead of time in the interview invite.
• Minimize visual distractions. Try to have a neutral background behind you that’s not too busy.
• Make sure you have a light source in front of you so that your face isn’t washed out by background light from a window.
• Minimize distracting sounds. Consider using headphones, especially if there are others in your home.
  • Mute notifications from your computer (for example from Slack). Close your internet browser — especially your email inbox. Silence your cell phone.
• You never know if you’ll need to stand up during the interview, so dress appropriately (no PJs).
• Bad internet connection? Move closer to your router, or ask the candidate if they can move closer to theirs.
• Get to the interview early. Check that your sound is on and your mic and camera are on.
• Make eye contact by looking into your computer’s camera when you’re speaking.
• If you’re writing notes, let the applicant know that that’s why you’re typing or looking to the side of the screen.
• Don’t forget to sync with the other interviewers after the interview — stay on the video call or get on a separate call. You may need to be intentional about this.