Skip to main content

How to Automatically Generate Zoom Links for Interviews in PyjamaHR: Setup Scopes, Best Practices, and Troubleshooting

Updated over 3 weeks ago

Executive Summary

PyjamaHR enables recruiters and hiring teams to schedule interviews with candidates using integrated video conferencing tools like Zoom. By setting up automatic Zoom link generation, you can streamline your interview scheduling process, reduce manual errors, and ensure all participants receive the correct meeting details. This article provides a comprehensive, step-by-step guide to configuring Zoom integration, explains user access scopes, and addresses common issues and advanced best practices based on real customer scenarios.

Detailed Overview

Automatic Zoom link generation allows PyjamaHR users to create unique Zoom meeting links for each scheduled interview directly from the platform. When you schedule an interview (one-on-one or panel), PyjamaHR can generate a Zoom link and send it to all participants (candidates and interviewers) via email/calendar invite, eliminating the need to create and copy links manually.

Why Use This Feature?

  • Saves time: No need to switch between Zoom and PyjamaHR.

  • Reduces errors: Prevents double-booking and manual copy-paste mistakes.

  • Improves candidate experience: Ensures timely, accurate invites.

  • Centralizes scheduling: All interview details are tracked in PyjamaHR.

Integration with Other Features

  • Interview scheduling: Works with the “Schedule Interview” workflow for candidates.

  • Calendar sync: Links are included in calendar invites.

  • User roles/scopes: Only users with the right permissions can set up or use Zoom integration.

Step-by-Step Guide: Setting Up and Using Automatic Zoom Link Generation

Prerequisites

  • You must have a Zoom account (free or paid).

  • You must be a Super Admin or Admin in PyjamaHR to set up the integration.

  • Each interviewer who will host meetings must have their own Zoom account (recommended for best results).

1. Connecting Your Zoom Account to PyjamaHR

Note: Only Super Admins/Admins can perform this setup.

  1. Navigate to Settings:
    Go to your PyjamaHR dashboard and click on your profile icon. Select Settings.

  2. Find Integrations:
    In the Settings menu, select Integrations (look for the “Video Conferencing” section).

  3. Select Zoom:
    Click on the Zoom option.

  4. Connect Account:
    Click Connect Zoom Account. You’ll be redirected to Zoom’s login/authorization page.

  5. Authorize PyjamaHR:
    Log in to your Zoom account and authorize PyjamaHR to access your Zoom account.
    ​ [Screenshot: Zoom authorization window]

  6. Confirmation:
    You’ll be redirected back to PyjamaHR with a confirmation message.

  • Super Admins/Admins: Can connect the organization’s Zoom account and manage integration settings.

  • Recruiters/Hiring Managers: Can schedule interviews and generate Zoom links if the integration is enabled.

  • Interviewers: Can receive Zoom links if added to the interview panel, but typically cannot set up the integration themselves.

Best Practice:
Each interviewer should connect their own Zoom account in their user profile for personal meeting links. Otherwise, all meetings may be created under the main admin’s Zoom account, which can cause scheduling conflicts.

  1. Go to the Candidate Profile:
    Open the job pipeline and click on the candidate you want to interview.

  2. Click “Schedule Interview”:
    Select the Schedule Interview button.

  3. Choose Interview Type:
    Select Zoom as the interview type.

  4. Set Date, Time, and Duration:
    Fill in the interview details.

  5. Add Interviewers:
    Add internal team members or external interviewers as needed.

  6. Generate Link:
    Ensure the “Generate Zoom Link Automatically” toggle is enabled (this is on by default if integration is active).

  7. Send Invites:
    Click Schedule. PyjamaHR will create a unique Zoom link and send calendar/email invites to all participants.

[Screenshot: Schedule Interview modal with Zoom selected and toggle highlighted]

Advanced Usage & Best Practices

Power User Tips

  • Multiple Interviewers:
    For panel interviews, ensure each interviewer has connected their Zoom account to avoid meeting conflicts.

  • Recurring Interviews:
    For recurring interview slots, generate a new Zoom link for each session to avoid overlap.

  • Custom Email Templates:
    Customize interview invite templates to include additional instructions or branding.

Optimization Strategies

  • Calendar Sync:
    Encourage all users to sync their calendars with PyjamaHR to avoid double-booking.

  • Role-Based Access:
    Limit Zoom integration setup to Super Admins/Admins to maintain security.

  • Audit Integration:
    Periodically review which Zoom accounts are connected to avoid orphaned or outdated integrations.

Do’s and Don’ts

Do:
- Ensure each interviewer connects their own Zoom account.
- Double-check time zones when scheduling.
- Use the “Generate Zoom Link Automatically” toggle for every interview.

Don’t:
- Share one Zoom account among multiple interviewers for simultaneous interviews.
- Manually paste Zoom links unless absolutely necessary (breaks tracking and audit trail).
- Forget to disconnect Zoom integration if an employee leaves the company.

Troubleshooting & Common Issues

Common Problems and Solutions

1. Zoom Link Not Generated/Email Not Received
- Check: Is Zoom integration connected in Settings?
- Solution: Reconnect Zoom account and try scheduling again.

2. “Meeting could not be created” Error
- Check: Has the Zoom account reached its meeting limit or is it disconnected?
- Solution: Log in to Zoom, clear old meetings, and reconnect.

3. Interviewer Receives Wrong Link or No Link
- Check: Was the correct interviewer added? Did they connect their Zoom account?
- Solution: Remove and re-add the interviewer, ensure their Zoom is connected.

4. Multiple Interviews Overlap on Same Zoom Account
- Check: Are all interviews being scheduled from the same Zoom account?
- Solution: Have each interviewer connect their own Zoom account.

5. Candidate Can’t Join Meeting
- Check: Was the invite sent to the correct email? Is the link expired?
- Solution: Resend the invite from the candidate’s profile.

6. Integration Fails After Password Change
- Check: Was the Zoom password changed or account permissions updated?
- Solution: Reauthorize PyjamaHR in Zoom.

Recovery Procedures

  • Disconnect and Reconnect Zoom:
    Go to Settings > Integrations > Zoom > Disconnect. Then reconnect as described above.

  • Manual Link Entry (Temporary):
    If automation fails, create a Zoom meeting manually and paste the link in the “Location” field when scheduling the interview.

When to Contact Support

  • Persistent integration errors after following the above steps.

  • Zoom links not appearing in candidate/interviewer emails.

  • Issues with user access scopes or permissions.

Comprehensive FAQ

1. Who can set up Zoom integration in PyjamaHR?
Only Super Admins and Admins can connect the organization’s Zoom account.

2. Can each interviewer use their own Zoom account?
Yes, and it’s recommended for avoiding scheduling conflicts.

3. What happens if an interviewer hasn’t connected Zoom?
The meeting will be created under the main admin’s account, which may cause conflicts if multiple interviews are scheduled at the same time.

4. How are Zoom links sent to candidates and interviewers?
Links are included in the email and calendar invites sent automatically by PyjamaHR.

5. Can I use Google Meet or Microsoft Teams instead?
Yes, PyjamaHR also supports these platforms. Select your preferred option when scheduling.

6. What if the candidate didn’t receive the Zoom link?
Check the candidate’s email address for typos and ask them to check their spam folder. You can resend the invite from their profile.

7. Can I customize the Zoom invite email?
Yes, go to Settings > Email Templates to edit the invite content.

8. What if the Zoom integration disconnects?
Reconnect via Settings > Integrations > Zoom.

9. Are Zoom meetings recorded automatically?
No, recording must be enabled in your Zoom account settings.

10. Can I schedule back-to-back interviews with the same Zoom account?
Yes, but avoid overlapping times to prevent conflicts.

11. What permissions does PyjamaHR need from Zoom?
PyjamaHR requires permission to create meetings and access your Zoom user profile.

12. How do I remove a Zoom account from PyjamaHR?
Go to Settings > Integrations > Zoom > Disconnect.

Related Features & Next Steps

  • Google Meet and Microsoft Teams Integration:
    Similar setup process; choose your preferred platform.

  • Calendar Sync:
    Sync with Google Calendar or Outlook for seamless scheduling.

  • Interview Feedback Forms:
    Use built-in forms to collect interviewer feedback post-interview.

  • Candidate Communication Templates:
    Customize all candidate-facing emails for a branded experience.

Recommended Articles:
- Scheduling Interviews in PyjamaHR
- Managing User Roles and Permissions
- Customizing Interview Email Templates

Summary

Automatic Zoom link generation in PyjamaHR saves time, reduces errors, and improves the candidate and interviewer experience. By following the setup and best practices outlined above, you’ll ensure smooth, professional interview scheduling and avoid common pitfalls. For persistent issues, PyjamaHR support is always ready to help.

Still have questions?
Contact our support team via in-app chat or at [email protected] for personalized assistance.

Did this answer your question?