Integrating external calendars with Prescreen

Content

  1. General information
  2. Business Connect
    1. Configuration for Exchange / Office 365 / G-Suite / Outlook.com / iCloud
  3. Enterprise Connect
    1. Configuration for Exchange
    2. Configuration for Office 365
    3. Configuration for G-Suite

1. General information

Prescreen makes it possible to integrate with a calendar solution in order to give users the possibility to schedule interviews with candidates even more easily. Because this feature synchronizes event scheduling within Prescreen to your external company calendar, the main benefit received is being able to access availability information of your colleagues and resources. Automatically writing new event information to your own calendar will also be enabled. This saves time and makes managing everyone's schedules much less error-prone. 

In order to integrate with all major calendar solutions, Prescreen chose to partner with technology provider Cronofy. All personal data is stored on Cronofy's servers within the EU and requested from Prescreen on demand over an encrypted REST API channel. For more information on security, please see the Cronofy Security White Paper. Both Prescreen and Cronofy act as data processors and maintain contracts in accordance to the GDPR.

This feature offers two primary ways of establishing a connection to your external calendar – Business Connect and Enterprise Connect.

2. Business Connect

Business Connect is a way for Prescreen to obtain authorization for accessing our user’s external calendars. Each user individually authorizes access to either their very own calendar or one that already carries the necessary permissions to access their own calendar. This model of gaining access to specific external calendars directly or by delegation is based on the existing permissions model within your organization – if you can access your colleague's calendar within your calendar solution, connecting your own calendar to Prescreen using Cronofy will enable you to also see availability information of that colleague when scheduling events. 

Depending on preference, there are two possibilities for setting this up: 

  • Connecting to your own calendar: This means you will need to make sure everyone whose availability information you need access to also is allowing you to see their calendar. 
  • Connecting to a more general primary account: This means you can manage a single calendar within your organization that should have all necessary permissions for seeing the calendars of all people whose availability information you need access to in Prescreen.

Further technical information on Business Connect

2.1 Configuration for Exchange / Office 365 / G-Suite / Outlook.com / iCloud 

a. Activate the intetgration  

Go into the  Account Integration > Calendar menu, navigate to the Business Connect tab, and click "Activate Business Connect".

Doing so will activate the integration model for your Prescreen account. You can always deactivate the integration again by clicking " Reset Integration".

b. Link account

There are two locations within the app where connecting to your own calendar (or the generalized primary account) is possible. 

  1. Navigate to My Profile, and find the new "Connect to your calendar" option within the "Connecting" section of the page.  
  2. When creating any new event, you will see an info box with the option to "Connect to your calendar". 

Clicking the " Connect" button will lead you to a selection of  

Choose the provider you are hosting your external calendar with, fill in the necessary credentials asked for in the following form, and click the button linking your account.

3. Enterprise Connect

Enterprise Connect is an alternative way for Prescreen to obtain authorization for accessing our user’s external calendars. Instead of each user delegating access authorization individually, an organization-level "Service Account" is used to delegate authorized access to the calendars of either a subset of users or your entire user base.

This way of integrating your organization's calendars allows you to make sure access delegation is easy to manage centrally by your IT administrator. Please mind – it requires allowing Cronofy to access and handle all of your organization's calendar information even if you only want to delegate access to a subset of the calendars.

Further general information on Enterprise Connect

Further technical information on Enterprise Connect


3.1 Configuration for Exchange

a. Setup role

First, create a user with the " ApplicationImpersonation" role. Details on how to do this can be found here:
https://msdn.microsoft.com/en-us/library/office/dn722377(v=exchg.150).aspx

This role will be used to delegate access to the external calendars via Cronofy for either a subset of users or the entire organization.

b. Connect to Exchange

Go into the  Account > Integration > Calendar menu, navigate to the Enterprise Connect tab, and click "Connect to Exchange".

c. Link account

Fill in the necessary credentials and click " Link Exchange Account".

3.2 Configuration for Office 365

a. Setup role

First, create a user with the " ApplicationImpersonation" role. Details on how to do this can be found here: 
https://msdn.microsoft.com/en-us/library/office/dn722377(v=exchg.150).aspx

This role will be used to delegate access to the external calendars via Cronofy for either a subset of users or the entire organization.

b. Connect to Office 365

Go into the  Account > Integration > Calendar menu, navigate to the Enterprise Connect tab, and click "Connect to Office 365".

c. Link account

Fill in the necessary credentials and click " Link Office 365 Account".

3.3 Configuration with G-Suite

a. Setup Cronofy App for Google Apps

To configure access to calendars hosted by Google, an administrator of your Google Apps domain will need to first install the Cronofy application for Google Apps.

Link to the app

Please note that only administrator users can install the app.

b. Connect to Google

Go into the  Account > Integration > Calendar menu, navigate to the Enterprise Connect tab, and click "Connect to Google".

c. Link account

Fill in the necessary credentials and click " Link GSuite Domain".

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