Companies are moving increasingly toward virtual interviews, using Zoom, Skype, Google Hangouts, and other video conferencing tools. Hiring managers can conduct them anywhere and applicants don't have to travel, so everybody wins. Whether you want to set up a new video conferencing stage or turn an existing interview from in-person to remote, here are some best practices to help you.

One of the easiest things you can do to make life simple is to have a dedicated link or room for video calls. At Workstream, we use Zoom for exactly that reason. Everyone on the team has a permanent link that never changes, which we can share with applicants, coworkers, or whoever else we might need to video chat with. In Zoom, you can find your Personal Meeting ID with a permanent link. You can use whatever platform you'd like, so long as you have the same link or ID you can share with applicants.

Making the meeting type a video call

If you've already got an interview stage that you want to turn into a video call, you should start by editing whichever position has that stage. From there, follow these steps:

  1. Go to the stage you'd like to edit.

  2. Select Edit from the Meeting details panel.

  3. Select Video conference for your meeting type.

  4. Add your dedicated link to your Meeting details, as well as another other information you'd like to share with applicants.

  5. Save your new details.

Creating a new stage for a video call

If you don't have a stage yet to turn into a video call and instead want to make one from scratch, start by adding a new stage to your position. From there, follow these steps:

  1. Select Scheduling stage from the list of options.

  2. Enter your Stage name for your new video calling stage.

  3. Optionally, you can select and drag your new stage to change its order.

  4. Select Next.

  5. Select Video conference for your meeting type.

  6. Add your dedicated link to your Meeting details, as well as another other information you'd like to share with applicants.

  7. Select Add stage.

Personalizing your automated messages

Applicants tend to respond better to more personalized messages that don't feel like they're coming straight from an automated computer system. Since Workstream is in fact an automated computer system, one of the best things you can do is edit your automated messages and tailor them to match your style, tone, and personality.

The first two automated messages in the list for a scheduling stage are the messages for email and SMS respectively that applicants will get when they enter the scheduling stage. These are the messages they'll get that asks them to pick a time on your schedule. If you haven't already set up your availability on your calendar, this is a great time to do that as well.

As an example, these messages make a few changes from the templates that come by default on Workstream.

They start with the applicant's first name instead of their full name and say "I" instead of "we". They also don't include the meeting details because those aren't relevant until after the meeting has been scheduled.

There's also templates for reminders, rescheduling, canceling, and confirmations. Make whatever changes you want, just make your messages sound like you!

Bringing it all together with automations

The last step to making the perfect video interview stage is setting up your automations. You can use whatever automation rules you'd like, but for an interview stage all of them are quite useful.

These automation rules are what some of our most successful customers already use to keep their pipeline moving.

100% remote

Some businesses using Workstream have moved completely away from in-person meetings. Video calls are great for interviewing, but they're an effective way to manage new employee onboarding and training as well. By leveraging Workstream's scheduling stages and automation, there's nothing stopping you from working remotely.

Want to talk to our Support team? Look for the Intercom icon at the bottom right of Workstream and select New conversation, or send us an email at

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