Calendar Integration

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Overview

Tenzo connects to Google or Microsoft calendars so Morgan can check recruiter availability and schedule follow-up interviews with candidates who pass the AI screen. Follow-up events can include Teams, Google Meet, or Zoom links and custom event bodies. Before recruiters can be assigned as follow-up interviewers, your organization admin must choose how calendars are connected.

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Choose a connection type

An admin selects the connection type under Admin > Office Integrations > Calendar Integration.

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Domain-wide calendar integration

Domain-wide integration is the default setup: one workspace administrator grants Tenzo access to the organization’s calendar directory. This allows global calendar access using a single connection managed in Admin Settings.

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Connect domain-wide calendars

After domain-wide integration is complete, recruiters in your connected domains appear when assigning follow-up users to jobs, and Morgan can read their availability for scheduling.

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Individual calendar integration

Individual integration lets each recruiter connect only their own work calendar. No workspace-wide calendar admin consent is required for the whole directory. Each user signs in with OAuth, similar to individual email inbox access. Individual mode is a separate connection type from domain-wide, not a step within it. When individual mode is selected there is no tenant-level authorization step — the admin only sets the connection type, and each recruiter authorizes their own calendar.

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What Tenzo can access (individual mode)

Each recruiter grants Tenzo delegated, per-user access to their own mailbox only. For Microsoft 365, the sign-in requests these delegated scopes:

• Calendars.ReadWrite — read availability and create, reschedule, and delete follow-up interview events
• User.Read — read the connecting user’s own profile to identify which mailbox was connected
• offline_access — refresh access in the background so availability checks keep working

Tenzo requests read/write calendar access because scheduling actively creates, reschedules, and deletes events (with Teams, Google Meet, or Zoom links) — a free/busy-only scope would not support follow-up interview scheduling. Access is limited to the mailboxes of users who individually sign in; Tenzo cannot read other users’ calendars in individual mode.

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Set up individual mode (admin)

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Connect a calendar (each recruiter)

Each recruiter who may be assigned follow-up interviews should connect their calendar: To disconnect, return to User Settings → Calendar and use Disconnect for the connected provider.

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Action required: calendar disconnected while scheduling is on

If Schedule Follow-Up Interviews is enabled for a job but Tenzo has no working calendar connection (for example the org calendar was disconnected, or an individual OAuth grant expired), org admins receive an email from support@tenzo.ai with a reconnect link:

• Domain-wide calendar: Admin Settings → Office Integrations → Calendar
• Individual calendar: User Settings → Calendar (the affected recruiter’s mailbox is also included on the email)
• Tenzo BCC’s support@tenzo.ai so we see the same notice.
• While the issue continues, Tenzo may send the same reminder again at most once per day when scheduling is attempted or a token refresh fails.
• Until a calendar is connected again, candidates cannot book follow-up interview times for jobs that rely on calendar availability.

Reconnect Google or Outlook using the connection type already configured for your organization (domain-wide or individual), then confirm availability on a job that has scheduling enabled.

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Enabling automatic follow-up interviews

Turn on Schedule Follow-Up Interviews for any job in the Outro and Scheduling step of the job configure page. When Schedule Follow-Up Interviews is enabled, candidates who score at or above the passing threshold receive proposed times from the assigned recruiter’s calendar; Morgan then books the follow-up interview. You can customize per job:

• Total number of follow-up interviews scheduled per job (after the limit, Morgan ends interviews by saying she will be in touch)
• Passing score threshold
• Meeting location: for domain-wide calendars, Teams, Google Meet, Zoom, phone, or onsite. For individual calendars, Video (resolves to the selected follow-up user’s Teams or Meet, or falls back to a phone interview), phone, or onsite.
• Meeting duration and event description

Default values can be set at the organization level under Admin > Interview Settings > Schedule Follow-Up.

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How calendar round-robin works

When multiple follow-up users are assigned to a job, the system chooses who receives each new interview using round-robin logic to balance load.

1. Availability — Only users who are free at the candidate’s requested time (according to their connected calendar) are considered. Users with a conflict at that time are skipped.
2. Weekly balance — Among available users, the system counts how many follow-up interviews each person already has this week for that job (Sunday 00:00 UTC through Saturday 23:59 UTC).
3. Selection — The user with the lowest weekly count is chosen. Ties are broken at random.
4. Rescheduling — If a candidate reschedules an existing follow-up, the same interviewer is kept; round-robin applies only to new assignments.

In individual mode, only recruiters who have connected a calendar in User Settings participate in availability checks and round-robin.

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Automating follow-up recruiters from ATS

If a job was synced from an ATS and Schedule Follow-Up is enabled in organization default settings, a recruiter from the ATS hiring team may be assigned automatically as the follow-up user. If no specific calendar user is set in the Rules Engine, a recruiter is chosen from the linked ATS position. In individual mode, that user must also have connected their calendar in User Settings to be used for scheduling.