Understanding Zoom host logic

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Available for Roles Super Admin
Permissions • Manage API credentials and manage integrations
Packages LeverTRM, LeverTRM for Enterprise

When you configure the Zoom integration for your Lever environment, you are required to define host selection options which dictates which user is designated as a meeting host for scheduled interviews. This article will explain the logic behind the different host selection options.

Configuring Zoom host logic

Before proceeding, we advise reading the Zoom integration help article to learn how to enable the integration. Once you have enabled the Zoom integration in your Lever environment, you can configure host logic using the following steps:

  • Navigate to Settings > Integrations and API
  • Click the Zoom logo under the 'Partner integrations' heading
  • Choose from the 'Host Selection' options
    • First interviewer: Lever will designate the first interviewer with a valid Zoom account as the Zoom host for the interview
    • Provide specific hosts: Lever will designate host privileges round robin with the Zoom accounts that have been entered and verified in the integration settings
      • If you choose this option, enter the email address associated with the Zoom user that you wish to designate as primary host and click Save. Note: the email that you enter and verify does not need to be associated with a Lever user, however it must be associated with a valid user on the linked Zoom account.
      • Click + Add account and repeat for any additional users in your Zoom account that you wish to include in the round robin.

Active Zoom integration toggle with tile expanded to reveal host selection options. Provide specific hosts option is selected.

How round robin meeting host designation works

If you select the 'Provide specific hosts' option (see above) and have defined primary and additional users as hosts, Lever will employ "round robin" logic when designating a host for a given interview. When scheduling an interview that uses the Zoom integration, the round robin logic will follow this sequence:

  • (1) Lever will attempt to designate the user defined as the primary host as the host of the interview.
    • (1.1) Lever will check if the interview being scheduled would conflict with the any events currently booked on the calendar of the prospective host.
      • (1.1.1) If no conflict is found, Lever will proceed to create the meeting using the prospective host's Zoom account.
        • If the meeting is created, then the workflow ends and the interview is successfully booked with the prospective host.
        • If the meeting fails to be created, Lever will attempt to designate the next defined user (listed under 'Provide specific hosts' on the Zoom integration tile) as the host of the interview.
      • (1.1.2) If a conflict is found, Lever will attempt to designate the next defined user (listed under 'Provide specific hosts' on the Zoom integration tile) as the host of the interview. The workflow would proceed with the steps starting at 1.1.1.
        • In the event that no host can be designated from the list of defined users, either due to calendar conflicts and/or failure to create the meeting, Lever will display an error message at the end of the round robin sequence.

Example

To illustrate the round robin logic, consider the following example:

The Zoom integration in a Lever environment is configured for specific host selection. A primary host is defined (userA@leverdemo.com), as well as two additional hosts (userB@leverdemo.com and userC@leverdemo.com).

Email addresses for Users A, B, and C listed as specified hosts on Zoom integration tile.

A recruiter attempts to book a Zoom interview between a candidate. Lever checks the calendar of the primary host (User A) and finds a conflict. As such, Lever round robins the host designation sequence to the next user in the host list - User B.

Lever check's User B's calendar and finds no conflict, and so proceeds to attempt to create the Zoom meeting. Unfortunately, User B's Zoom license has expired and their account is now invalid. As a result, Lever is unable to create the meeting. Since Lever failed to created a meeting, it round robins the host designation sequence to the next user in the host list - User C.

Lever check's User C's calendar and finds no conflict. User C's Zoom account is still valid and Lever is able to successfully create the Zoom interview with User C as host.

Concurrent meetings

Lever will not allow for an interview to be booked in conflict with any existing meetings on the prospective host's calendar, even if their Zoom plan supports the ability to host concurrent meetings.

If your Zoom plan does not support the ability for users to host concurrent meetings and you book a Zoom meeting over an existing Lever-generated Zoom interview, you may be required to exit the first meeting before you are able able to initiate hosting of the second meeting.

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