Interview Manager: Google calendar integration FAQs

Program office users and suppliers may have questions about the Google Calendar® integration. Find answers to those frequently asked questions here.

Authentication, Storage & Encryption

What authentication method is used?

OAuth 2.0 authentication is used to grant an application organization‑wide access. A service account securely accesses the required user data without requiring individual user consent.

How is user consent captured?

Not applicable. App‑level permissions do not require individual user consent.

How is data encrypted in transit?

All communication with Google Workspace occurs over HTTPS.

Is any calendar data stored in Beeline Enterprise?

The only calendar‑related information retained is the selected interview time slot chosen by the scheduler.

How is data encrypted at rest?

The integration retrieves this information only long enough to generate schedule recommendations, processes it in memory, and discards it immediately. Because the data is never persisted, it is not considered “data at rest,” and at‑rest encryption does not apply.

Email domains and organization setup

Does the Google integration support multiple domains for client organizations? Like, johnsmith@zcompany_eu.com and janejohnson@zcompany_asia.com.
Yes. You just need to set up multiple subscription entries. The system extracts the domain from the user principal name as part of processing a single subscription entry.

Can we have Outlook and Google email domains at the same time? 
Yes. You must register each email domain separately.

Can we set up this integration only for specific geographies, industries or hiring managers?
No. Your Beeline Enterprise with Google calendar integration is a global setting turned on for your entire organization. 
 

Permissions and Security

What permissions are used for this integration?

App-level permissions using Domain‑Wide Delegation with an OAuth scope. For more information, see https://www.googleapis.com/auth/calendar.readonly 

Data exchange with Google Workspace

What data is passed by Beeline Enterprise to Google Workspace to retrieve free/busy time?

Beeline Enterprise sends a request to Google Workspace that includes:

• The users whose availability is required
• A specific date and time range being evaluated for the interview

Google returns only free/busy availability information in a standard format.
No meeting titles, descriptions, or attendee details are shared.

• All data is exchanged in UTC time.

How is the response data used?

The returned availability data is used to recommend suitable interview times. Before availability is displayed, the system automatically converts UTC time into each user’s local time zone.

Google does not provide predefined work days or work hours. To compensate, the system evaluates calendar activity across a broader window—up to two weeks before and two weeks after the interview timeframe—to estimate typical working hours.

The following logic is applied:

• If a user has meetings on a specific day, that day is treated as a work day
• The first meeting of the day is considered the start of working hours
• The last meeting of the day is considered the end of working hours

This estimated schedule helps Interview Manager generate more realistic and accurate interview time recommendations.

Scheduling logic and time zones

Are time zone differences between attendees respected in the schedule recommendations?

Yes. Time zones are automatically considered when recommendations are generated.

• The scheduler displays time zones based on location
• Calendar invitations are sent using each user’s local time zone

Do schedule recommendations consider the supplier’s availability?

No. Schedule recommendations are based only on the availability of client attendees as reflected in their calendars.

• Client calendars must be configured with the appropriate permissions