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Exelare - Zoom Integration

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Exelare Zoom Integration – Setup, Functionality, and Compliance Overview

Overview

Exelare is a comprehensive Applicant Tracking System (ATS) used by recruiting and staffing organizations to manage candidate sourcing, interviewing, hiring, and communication workflows.

The Exelare Zoom Integration allows recruiters to schedule, manage, and participate in Zoom interviews directly from within Exelare. The integration streamlines the interview process by providing meeting scheduling, calendar synchronization, candidate communications, recording access, and in-meeting workflow capabilities.

All Zoom permissions (OAuth scopes) requested by Exelare are directly tied to specific recruiting and staffing use cases and are required to deliver the functionality described in this article.

Prerequisites

Before using the Zoom Integration, ensure that:

  • You have an active Exelare user account.
  • You have administrative access to configure integrations.
  • You have an active Zoom account.
  • You have authorization to grant Zoom permissions during the OAuth connection process.

Connecting Zoom to Exelare

Step 1: Log In to Exelare

  1. Navigate to:

    https://exelareweb.com/#/auth

  2. Enter your login credentials.
  3. Click Login.

Step 2: Access the Admin Module

  1. Locate the Profile Icon in the top-right corner.
  2. Click the Profile Icon.
  3. Select Admin Module.

Step 3: Open Integrations

  1. Click the Integrations tab.
  2. Locate the Zoom Integration tile identified by the Zoom logo.

Step 4: Authorize Zoom

  1. Enable the Zoom integration by toggling the switch to On.
  2. Click Login.
  3. Complete the Zoom OAuth authorization process.
  4. Review and approve the requested permissions.

Once authorization is complete, Exelare can securely interact with Zoom on behalf of the authorized user.

Scheduling a Zoom Interview

Step 1: Open Active Candidates

  1. Select Candidates from the left navigation menu.
  2. Choose the Active candidate view.
  3. The system will display all active candidate records.

Step 2: Select a Candidate

  1. Locate the candidate you wish to interview.
  2. Select the checkbox associated with the candidate record.

Step 3: Schedule a Zoom Meeting

  1. Click Schedule.
  2. Select Zoom Meeting from the available options.

Step 4: Enter Meeting Information

Provide the required meeting details:

  • Subject
  • Date
  • Time
  • Additional meeting options (if configured)

Step 5: Create the Meeting

Click Save.

Exelare will automatically:

  • Create a Zoom Meeting
  • Generate a unique Zoom Join URL
  • Store meeting information in the candidate profile
  • Synchronize the event with the recruiter’s Zoom-connected calendar (if enabled)

Step 6: Send Candidate Invitation

After the meeting is created, Exelare automatically generates a pre-populated invitation email.

The email may include:

  • Meeting subject
  • Scheduled date and time
  • Zoom meeting link
  • Interview instructions
  • Additional recruiter notes (if applicable)

Recruiters can review and edit the email before sending.

Click Send to deliver the invitation to the candidate.

Zoom Permissions and Business Justification

The following Zoom permissions are required to support recruitment workflows within Exelare.

Calendar Permissions

calendar:read

calendar:read

Purpose

Allows recruiters to view existing calendar events within Exelare to prevent scheduling conflicts when arranging interviews.

calendar:write

calendar:update

calendar:delete

Purpose

Allows Exelare to create, modify, and remove calendar events when Zoom interviews are scheduled, rescheduled, or canceled.

Meeting Management Permissions

meeting:write

Purpose

Creates Zoom meetings and generates join links when recruiters schedule candidate interviews.

meeting:read

Purpose

Retrieves meeting details and join links for display within candidate records.

meeting:update

meeting:delete

Purpose

Allows recruiters to reschedule or cancel Zoom interviews directly from Exelare.

meeting:read

Purpose

Provides notifications regarding Zoom meeting issues, such as account limitations, scheduling conflicts, or meeting creation errors.

Cloud Recording Permissions

cloud_recording:read

Purpose

Allows authorized users to access interview recordings stored in Zoom and view them from within Exelare.

cloud_recording:read

Purpose

Retrieves interview transcripts to support:

  • Interview review
  • Candidate evaluation
  • Keyword searching
  • Documentation requirements
  • Compliance and audit processes

Zoom Phone Permissions

phone:read:*

Purpose

Supports centralized communication tracking by automatically capturing:

  • Call history
  • Call duration
  • Call recordings

This functionality helps organizations maintain communication records and meet staffing compliance requirements.

Team Chat and Messaging Permissions

message:read

Purpose

Allows Zoom Team Chat and in-meeting chat content to be stored within the candidate activity timeline.

This ensures interview-related communications remain available to authorized recruiting team members.

User Access Key Permission

user:read

Purpose

Required for Zoom Meeting SDK functionality, enabling recruiters to:

  • Start Zoom meetings from within Exelare
  • Join meetings as the host
  • Maintain host privileges
  • Manage recordings
  • Utilize breakout rooms and host controls

Zoom App Permission

zoomapp

Purpose

Enables Exelare to function as an in-meeting Zoom App.

Recruiters can:

  • View candidate information during interviews
  • Access candidate history
  • Take interview notes
  • Update candidate status in real time

without leaving the Zoom meeting.

Data Usage and Compliance

Exelare is committed to protecting customer and user data.

Data Access

  • Zoom data is accessed only after explicit user authorization through Zoom OAuth.
  • Users may revoke access at any time through Zoom account settings.

Data Usage

  • Data is used exclusively to support recruiting and interview workflows.
  • Data is not sold, rented, or shared with third parties for marketing purposes.

Access Controls

  • Zoom-related information is available only to authorized users within Exelare.
  • Access is governed by user permissions and organizational security policies.

Data Security

  • Data is stored using industry-standard security practices.
  • Access controls, authentication mechanisms, and secure transmission protocols are used to protect user information.

Conclusion

The Exelare Zoom Integration provides a secure and efficient way for recruiters to schedule, manage, and conduct Zoom interviews directly from within Exelare.

The requested Zoom OAuth scopes are limited to functionality necessary for interview scheduling, meeting management, communication tracking, recording access, calendar synchronization, and in-meeting recruiting workflows.

These permissions enable a seamless recruiter experience while maintaining security, compliance, and data privacy standards.