About the Interview Manager Microsoft Outlook integration

Understand Outlook integration requirements and capabilities

The Interview Manager Microsoft Outlook® integration is an optional capability that uses Microsoft Outlook calendar availability information to recommend interview times for Interview Manager participants.

When scheduling an interview, Interview Manager evaluates participant availability and recommends interview times based on common availability. These recommendations help simplify scheduling when multiple interview participants are involved.

Why it matters

The Interview Manager Microsoft Outlook integration helps organizations:

• Reduce the time spent coordinating interview schedules.
• Improve scheduling efficiency when multiple participants are involved.
• Use existing Outlook calendar availability information during interview scheduling.
• Minimize scheduling conflicts.
• Support a more consistent interview scheduling process.

Who it's for

This article is intended for:

• Client Operations Managers (COMs).
• Administrators who configure Interview Manager features.
• Microsoft 365 administrators who support Outlook integrations

How it helps

The Interview Manager Microsoft Outlook integration helps you:

• Identify available interview times without manually reviewing participant calendars.
• View interview time recommendations based on participant availability.
• Schedule interviews more efficiently.
• Compare availability across multiple interview participants.
• Prioritize interview times that maximize attendee participation.

Availability and setup

The Interview Manager Microsoft Outlook integration is an optional Interview Manager capability.

To use the integration, your organization must:

• Have Interview Manager enabled.
• Submit a Service Request to enable the Microsoft Outlook integration.
• Complete the required Microsoft 365 and Microsoft Graph configuration.

For answers to common implementation, security, and support questions, see Microsoft Outlook Capabilities FAQs.

Additional Interview Manager settings can be managed within Enterprise. For more information, see Interview Manager Self-Service Configuration.

Note: The Interview Manager Microsoft Outlook integration and Outlook Calendar Invite Notifications are separate features.

The Outlook integration provides availability-based scheduling recommendations. Outlook Calendar Invite Notifications send Outlook calendar invitations and can be used without configuring the Outlook availability integration.

Before you begin

Before requesting and configuring the Microsoft Outlook integration:

• Verify that your organization uses Microsoft Outlook with Microsoft Cloud.
• Ensure you have access to the required Microsoft Entra ID, Microsoft Azure and Microsoft 365 administration tools.
• Determine which Microsoft 365 tenant and domains will be used with the integration.
• Submit a Service Request to enable the Outlook integration, if needed.
• Review your organization's security and access requirements before granting permissions.

Requirements and prerequisites

Interview Manager uses the Outlook integration to access attendee availability. Schedule recommendations are based on client attendees' Outlook calendar availability.

Using the Outlook integration requires preparation by your Microsoft 365 administrator and a Service Request.

User Principal Name (UPN)

A User Principal Name (UPN) is an internet-style login name that follows the RFC 822 standard.

Your administrator can configure multiple subscription entries for different organizational domains. For example:

• johnsmith@zcompany_eu.com
• janejohnson@zcompany_as.com

The domain portion of the UPN is extracted as part of the subscription configuration. Organizations that use multiple Microsoft 365 domains can configure separate subscription entries for each domain.

Required permission

The Outlook integration requires the Calendars.ReadBasic.All application permission.

This permission allows the Calendaring Service to read calendar availability information without a signed-in user. Email bodies, attachments, and extensions aren't included in the permission scope.

Security and access

Interview Manager uses Microsoft's authentication and authorization framework to connect securely to Microsoft 365. Understanding how the integration connects and what controls are available can help your organization evaluate, configure, and manage access appropriately.

How Interview Manager securely connects to Microsoft 365

Interview Manager connects to Microsoft Outlook through Microsoft Graph APIs using OAuth 2.0 application authentication. Access is controlled through application identity and Microsoft Graph permissions rather than individual user authentication.

Each Outlook integration subscription is associated with a specific Microsoft 365 tenant. Authentication tokens are valid only for the tenant associated with the integration and cannot be used to access other Microsoft 365 tenants.

Interview Manager uses a dedicated application identity for each customer and does not rely on shared-user access.

Why is IP allowlisting not required

Interview Manager doesn't use IP allowlisting because Microsoft Graph uses Microsoft's public cloud endpoints and dynamic IP infrastructure.

Instead of relying on source IP addresses, Interview Manager secures access through authenticated application identities and Microsoft 365 permissions. This approach aligns with Microsoft's recommended authentication model and is a design decision rather than a product limitation.

Available access controls

Your organization can implement additional Microsoft-supported controls to further restrict access, including:

• Limiting application access to specific Exchange Online mailboxes.
• Restricting Microsoft Graph permissions to only those required.
• Managing administrator consent.
• Revoking application access when it is no longer needed.

Setting up the Outlook integration

Your Microsoft 365 administrator must complete the following tasks before your organization can use the Outlook integration.

How the integration works

When interview participants are selected during scheduling, Interview Manager retrieves availability information from Outlook calendars.

Interview Manager then:

1. Identifies participant availability within the selected scheduling window.
2. Compares availability across interview participants.
3. Identifies potential interview times.
4. Recommends interview times based on participant availability and attendee participation.

Interview Manager uses availability information to generate scheduling recommendations and does not require schedulers to manually compare individual participants' calendars.

What the integration provides

After the integration is configured, Interview Manager can:

• Retrieve Outlook calendar availability information.
• Identify common availability among interview participants.
• Recommend interview times based on participant availability.
• Account for participant working hours when generating recommendations.
• Consider participant time zones when generating recommendations.
• Prioritize recommendations that maximize attendee participation.