Beeline Enterprise offers an integration from Interview Manager with Microsoft Outlook 365® so you can get real-time schedule recommendations!
Your program office, interview coordinator, suppliers, and integrations team may have questions about the features and functions available when you integrate Interview Manager with Outlook. Find answers to those frequently asked questions here.
Setup & Scope
Can I support multiple domains for my organization?
Yes. You can support multiple domains by creating multiple subscription entries.
Can this feature be limited to specific regions, industries, or hiring managers?
No. The Outlook integration is configured at the organization (tenant) level.
Is access restricted to specific mailboxes?
No. App‑level permissions grant access to all mailboxes within the client tenant.
How are users onboarded/offboarded for the integration?
Access is automatically granted to all users within the client’s tenant because the integration uses application-level permissions.
Permissions & Security
Delegated or app‑only permissions?
App‑only permissions are used.
What Microsoft Graph permissions are required?
The integration uses Calendars.ReadBasic.All (Application) via the getSchedule endpoint.
Are permissions limited to free/busy?
No. Calendars.ReadBasic.All grants access to:
- Free/busy status
- Event start/end times
- Working hours
- Limited details such as subject and location
However, Beeline only uses free/busy time blocks. The permission cannot access event bodies, attachments, or extensions.
Can we add additional security controls?
Yes. You can restrict access using Microsoft guidance to limit app permissions to specific mailboxes. Follow the recommendations in this Microsoft article: Limiting application permissions to specific Exchange Online mailboxes.
Are Conditional Access policies applied?
No Conditional Access policies are applied.
How is user consent captured?
Not applicable. App‑level permissions do not require individual user consent.
How is PII protected?
Only the user’s email address is exchanged. No other PII is processed.
Authentication, Storage & Encryption
What authentication method is used?
The integration authenticates to the client’s Azure App Registration using OAuth 2.0 with a client secret.
How are secrets/certificates stored & rotated?
The client secret is provided by the customer and stored encrypted within Beeline. If the secret in Entra ID expires, the client must provide a new one before expiration. The client secret is AES‑encrypted and stored in MongoDB.
How are tokens revoked in emergencies?
Access tokens in use are short‑lived and are neither cached nor reused, so they expire quickly without requiring explicit revocation.
How is data encrypted in transit?
All communication with Microsoft Graph 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.
API Usage, Logging & Reliability
What APIs or services are used?
The integration uses REST APIs and Microsoft Graph API to retrieve Outlook Calendar availability and scheduling information.
How does Beeline check real‑time availability?
App‑level permissions allow the API to query any user in the client’s domain to determine availability for interview scheduling.
How is API rate limiting handled?
Calls are on‑demand only; no retry logic is implemented. The service runs only when the user selects Get Schedule Recommendation.
How are webhooks secured?
Webhooks use HMAC, validation tokens, and OAuth 2.0 where applicable.
What events are logged?
- ValidateSubscription
- GetAllSubscriptionsByClientSiteId
- ListUsersCalendarAvailableTimeBlocks
Are logs sanitized to avoid PII leakage?
Email addresses are logged but not displayed in reporting.
What alerting exists for anomalies?
None applicable.
What failover or retry mechanisms exist?
No retry logic is implemented due to on‑demand service invocation.
Has a penetration test been performed on the integration?
Not applicable.
Is SAST/DAST performed for integration components?
Not applicable. (Typically, the integration relies on Microsoft Graph and the client’s own Azure security posture.)
Data Handling & Compliance
Is any calendar data stored in Beeline Enterprise?
Free/busy data is not stored. Only the selected interview time slot is retained.
Where is data stored geographically?
All Enterprise data is stored in U.S.-based data centers.
Is data shared outside the workflow?
No.
Is the integration compliant with Microsoft best practices?
Yes.
Scheduling Logic
What does getSchedule do?
It returns free/busy availability.
Which getSchedule properties are used?
Only the following non-sensitive properties are used to generate schedule recommendations.
- scheduleId. Identifies the user or calendar being queried
- availabilityView. A string representation of availability per time slot (e.g., "0" = Free, "1" = Tentative, "2" = Busy, etc.)
- scheduleItems[].start. Start time of a busy block
- scheduleItems[].end. End time of a busy block
- scheduleItems[].status. Availability status, such as busy, tentative or out of office.
What data is NOT used?
Subjects, attendees, location, content, organizer details.
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 users’ calendars must be set up with the appropriate permissions.
Are time zone differences between attendees respected in the schedule recommendations?
Yes. Time zones are automatically considered when recommendations are generated. When you’re scheduling an interview, time zones for your location display. Invitations sent to users match their local time zone.
How are available hours determined?
Attendee availability is based on the hours an individual designates as Working Hours in Outlook. Find out how to set Working Hours from Microsoft’s Support Site.
Do recommendations include future dates?
Yes, up to two weeks. Schedule recommendations are based only on the availability of client attendees as reflected in their calendars. When a schedule recommendation can’t be found based on the preceding criteria, a message prompts the user to manually add a timeslot. Here are the criteria used to generate the top three best schedule recommendations.
- Availability of all client attendees in the next two weeks, beginning the day after the current day.
- Availability of the majority of client attendees in the next two weeks, beginning the day after the current day.
Can the window be extended?
No. The two-week timeframe is not configurable.
Notifications & Meeting Updates
Is a Teams link automatically included?
No.
Do calendar invites auto-update if interviews change?
No.
Support
What support and uptime SLAs apply?
Standard Beeline Enterprise SLAs.
| Persona | Module | Date Posted | Feedback? Email us: |
| Clients, program office users, system admins | Contingent Staffing APIs & Integrations | Beeline Enterprise | Q1 2026 |