Documentation

1. Calendar Connections

Every interviewer on your team needs a calendar connection. This lets Achilles check their availability, create interview events on their calendar, and block time when interviews are booked. Achilles supports Google Calendar and Microsoft Outlook (Office 365). Each team member connects their own calendar.

What a calendar connection does

•  Checks availability — reads busy/free time from the interviewer’s calendar so only open slots are shown to candidates

•  Creates events — adds interview events to the interviewer’s calendar with the title, description, attendees, and video link

•  Removes events — deletes the calendar event when an interview is cancelled

Connecting Google Calendar

1.  Go to Settings → Calendar

2.  Click Connect Google Calendar

3.  Sign in with your Google Workspace account and grant access

4.  You’ll be redirected back to Achilles

Interview events will appear on your primary Google Calendar with the interview title, candidate name, and a video meeting link. All participants are added as attendees.

Connecting Microsoft Outlook

1.  Go to Settings → Calendar

2.  Click Connect Microsoft Calendar

3.  Sign in with your Microsoft 365 account and grant access

4.  You’ll be redirected back to Achilles

Interview events will appear on your Outlook calendar with a Microsoft Teams meeting link (when using the default video option).

Connection status

•  Connected — your calendar is synced and working.

•  Needs reconnection — your authorization has expired. Click “Reconnect” to re-authorize. This can happen if your password changes or your IT admin revokes third-party app access.

Disconnecting a calendar

Go to Settings → Calendar and click Disconnect. Existing interview events already on your calendar will remain, but Achilles will no longer be able to create or remove events.

 

2. Video Conferencing

Achilles supports three video conferencing options. You choose the provider when setting up each interview type — different interview types can use different providers.

Google Meet / Microsoft Teams (Calendar Default)

When set to “Calendar Default,” the video link is generated automatically based on the interviewer’s calendar. Google Calendar users get a Google Meet link; Microsoft Outlook users get a Microsoft Teams link.

No additional setup needed — this works as soon as the interviewer connects their calendar. If an interview type has multiple interviewers in a round-robin rotation, the video link matches whichever interviewer is assigned to that particular booking.

Zoom

When set to “Zoom,” Achilles creates a dedicated Zoom meeting for each interview. The Zoom join link is included in the calendar event, confirmation email, and text message.

Setting up Zoom

Zoom is connected at the company level — one person connects Zoom once, and all interview bookings across the company can use it.

1.  Go to Settings → Calendar → Video Conferencing

2.  Click Connect Zoom

3.  Sign in with your Zoom account and authorize Achilles

4.  You’ll be redirected back to Achilles showing “Zoom Connected”

Choose an account with a Zoom Pro (or higher) license, since Basic accounts have meeting duration limits. All Zoom interviews across the company will be created under this one account.

How Zoom meetings work

•  When a candidate books an interview, a Zoom meeting is created automatically with the correct time and duration

•  The Zoom join link appears on the calendar event, in the confirmation email, and in the candidate’s text message

•  When an interview is cancelled, the Zoom meeting is automatically deleted

•  When an interview is rescheduled, the old meeting is deleted and a new one is created for the new time

Zoom meetings are created with the following defaults: join before host is enabled, no waiting room, no registration required, and auto-recording follows your Zoom account settings.

Removing the Zoom integration

From Achilles:

1.  Go to Settings → Calendar → Video Conferencing

2.  Click Disconnect Zoom

3.  The connection is removed immediately

From the Zoom App Marketplace:

1.  Log in to your Zoom account at zoom.us

2.  Go to the Zoom App Marketplace

3.  Click Manage → Installed Apps

4.  Find Achilles Scheduling and click Uninstall

5.  Achilles will automatically remove the connection and delete all stored Zoom data

Either method fully disconnects the integration. Future Zoom interview bookings won’t generate links until a new connection is made.

Zoom data and privacy

•  Stored: Connection credentials, Zoom account email, meeting IDs, and join URLs

•  Not stored: Meeting recordings, participant lists, chat messages, or any meeting content

•  On disconnect: All stored Zoom data is deleted immediately

 

3. Interview Location Options

Each interview type has a location setting that determines how the interview is conducted. You set this when creating or editing an interview type in Settings → Interview Types.

Video Call (Calendar Default)

The interviewer’s calendar generates the video link automatically — Google Meet or Microsoft Teams depending on their calendar provider. Best for most virtual interviews. No additional setup beyond the calendar connection.

Zoom

A unique Zoom meeting is created for each booking using the company’s connected Zoom account. Best for companies that standardize on Zoom, or when you need Zoom-specific features like breakout rooms or Zoom-native recording. Requires a connected Zoom account.

In Person

A physical office address is shown as the interview location. You select one of your company’s locations when configuring the interview type. Best for on-site interviews. The address appears on the calendar event and in all communications to the candidate.

Phone Call

The candidate’s phone number is used as the location. The interviewer calls the candidate at the scheduled time. Best for phone screens and quick initial conversations.

 

4. How Scheduling Works

Here’s what happens when a candidate books an interview:

1.  Availability check — Achilles checks each interviewer’s calendar for conflicts and shows available time slots to the candidate.

2.  Host selection — For round-robin interview types, Achilles picks which interviewer gets the booking based on availability and fair rotation.

3.  Video meeting — If the interview type uses Zoom, a Zoom meeting is created. For Calendar Default, the calendar provider generates the video link in the next step.

4.  Calendar event — An event is created on the interviewer’s calendar with all the details: title, description, attendees, and video/location info.

5.  Notifications — A confirmation email is sent to both the interviewer and candidate, along with a text message to the candidate with the key details and video link.

6.  Interview details — The calendar event description includes a link to the candidate’s resume and their profile in the Achilles dashboard so the interviewer can prepare.

Cancellation

When an interview is cancelled, the calendar event is removed from the interviewer’s calendar. If it was a Zoom interview, the Zoom meeting is deleted. Cancellation notifications are sent to both the interviewer and candidate.

Rescheduling

When an interview is rescheduled, a new booking is created at the new time with a fresh calendar event and video link. The old calendar event and video meeting are removed. A reschedule notification is sent with the updated details.

 

5. Troubleshooting

Calendar event not appearing

Check that your calendar connection is active in Settings → Calendar (not showing “Needs reconnection”). Events are created on your primary calendar — if you use multiple calendars, check the default one. Allow a few seconds for the event to appear.

Video link missing

For Google Meet or Teams, check that your calendar account has Meet or Teams enabled in your Google Workspace or Microsoft 365 settings. For Zoom, verify the Zoom connection is active in Settings → Calendar → Video Conferencing.

“Needs reconnection” status

Your calendar or video connection has expired. Common causes: password change, IT admin revoked third-party access, or the authorization expired. Click “Reconnect” to fix it.

Candidate sees the wrong time

Verify the interviewer’s timezone is set correctly in their calendar settings, check the interview type’s timezone setting in Achilles, and confirm the candidate selected the correct timezone on the booking page.

Cancellation didn’t remove the calendar event

If the calendar connection expired between booking and cancellation, Achilles may not be able to delete the event. It will need to be removed manually from the interviewer’s calendar.