Interview Manager Google Calendar integration FAQs

Answers to common Google Calendar integration questions

This article answers frequently asked questions about the Interview Manager Google Calendar® integration.

Configuration and setup

Can my organization support multiple domains?

Yes. Organizations that use multiple Google Workspace domains can configure separate subscription entries for each domain.

The integration extracts the domain from the configured email address and associates it with the corresponding Google Calendar integration subscription.

Examples include:

• johnsmith@zcompany-eu.com
• janejohnson@zcompany-asia.com

Each domain requires its own subscription entry.

Is a separate subscription entry required for each domain?

Yes. Organizations that use multiple Google Workspace domains must create a separate subscription entry for each domain. Interview Manager uses the configured domain when retrieving availability information and generating scheduling recommendations.

Can my organization use both Outlook and Google email domains?
Yes. You must register each email domain separately.

Can the Google Calendar integration be enabled for specific geographies, industries, hiring managers, or users?

No. The Google Calendar integration is enabled at the organization level and cannot be enabled for specific geographies, industries, hiring managers, or individual users.

Is a Service Request required?

Yes. A Service Request is required before the Google Calendar integration can be enabled for your organization.

Should a service account be used for the integration?

Yes. A dedicated service account is recommended. Using a service account helps prevent service interruptions that could occur if an employee account is disabled, deleted, or modified after the integration is configured.

What happens if an employee account is used instead of a service account?

If an employee account is used and that account is later disabled, deleted, or modified, the integration may stop working until the configuration is updated.

A dedicated service account helps provide a more stable and maintainable configuration.

How are users onboarded and offboarded for the integration?

Individual users are not onboarded or offboarded separately. The integration uses administrator-approved domain-level configuration and permissions within Google Workspace.

Recommendation generation

How are interview schedule recommendations generated?

Interview Manager retrieves availability information from Google Calendar and compares participant availability within the selected scheduling window.

The system identifies common availability across attendees and generates recommended interview times.

How are interview schedule recommendations ranked?

Interview Manager generates up to three recommended interview times. Recommendations are prioritized based on:

• Earliest available interview times.
• Common attendee availability.
• Maximum attendee participation.

Interview Manager first attempts to identify times when all attendees are available. If none are available, it recommends times that accommodate the greatest number of attendees.

Do schedule recommendations consider supplier availability?

No. Schedule recommendations are based only on the availability of client attendees.

Only client attendees included in the interview and associated with the appropriate Google Calendar subscription entry are considered when generating recommendations.

Are time zone differences considered when generating 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

How are working hours determined?

Unlike Microsoft Outlook, Google Calendar does not provide working-hours information as part of its availability response. Interview Manager uses calendar activity patterns to infer working days and working hours when generating recommendations.

Recommendation limits

How far into the future can recommendations be generated?

Interview Manager generates recommendations up to two weeks into the future. This timeframe cannot be configured.

Can the recommendation window be extended?

No. The two-week recommendation window is not configurable.

What happens if no recommended times are available?

If Interview Manager cannot identify a suitable recommendation, schedulers can manually enter one or more interview time slots.

Security and access

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?

The integration uses application-level (app-only) permissions. Individual user consent is not required.

Does the integration use individual user authentication?

No. Access is controlled through administrator-approved application permissions rather than individual user authentication.

What permission is required?

The Google Calendar integration requires the following OAuth scope: https://www.googleapis.com/auth/calendar.readonly

This scope provides the read-only calendar access required for availability-based scheduling recommendations. The integration cannot create, modify or delete Google Calendar events.

What is Domain Wide Delegation?

Domain Wide Delegation is a Google Workspace feature that allows an approved application to access Google Workspace resources on behalf of users within an authorized domain. The Google Calendar integration uses Domain Wide Delegation to retrieve availability information.

Connection security

How does Interview Manager securely connect to Google Workspace?

Interview Manager uses Google Workspace Domain Wide Delegation and administrator-approved permissions to access calendar availability information. Beeline recommends configuring the integration with a dedicated service account.

Access is controlled through administrator-approved permissions and read-only calendar access. For additional details, see About the Interview Manager Google Calendar Integration.

How is data encrypted in transit?

All communication with Google Workspace occurs over HTTPS.

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.

Can additional access controls be implemented?

Yes. Organizations can implement Google-supported controls including:

• Limiting access to approved domains.
• Restricting permissions to only those required.
• Managing administrator approval.
• Revoking application access when it is no longer needed.

Data handling

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.

What data is exchanged with Google Calendar?

Interview Manager sends:

• Participant email addresses.
• The requested scheduling window.
• Scheduling request information required to evaluate availability.

Google Calendar returns scheduling-related information used to determine availability.

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.

What calendar data is used to generate recommendations?

Interview Manager uses only the availability information required to generate interview scheduling recommendations, including:

• Availability status
• Busy time periods
• Calendar availability indicators

What calendar data is not used when generating recommendations?

Only availability-related information is used to generate recommendations. Interview Manager does not use:

• Meeting content
• Email content
• Attachments
• Organizer information
• Other non-scheduling information

Is calendar data stored in Interview Manager?

No. Calendar availability information is processed only for recommendation generation and is not retained as stored calendar data. The selected interview time may be retained as part of the interview scheduling process.

Is data shared outside the interview scheduling workflow?

No. Data used by the Google Calendar integration is used only to support interview scheduling recommendations.

Google Calendar behavior

Will interview invitations automatically appear in Google Calendar?

No. The Google Calendar integration retrieves availability information only. Interview events are not automatically added to Google Calendar.

How do Google Calendar users receive interview invitations?

Google Calendar users receive an .ics calendar file that can be downloaded and imported into Google Calendar.

Does the Google Calendar integration create calendar events?

No. The integration retrieves availability information only and does not create, update, or manage Google Calendar events.

Are interview changes or cancellations automatically synchronized to Google Calendar?

No. Because the integration does not create or manage Google Calendar events, interview changes and cancellations are not automatically synchronized to Google Calendar.

Support

What support and uptime service level agreements (SLAs) apply?

The Google Calendar integration is covered by standard Beeline Enterprise support and SLA commitments.