Documentation · Zoom Integration

Zoom Integration for the “Manual Interview” Stage

This page explains how the Hivemind Zoom integration works when used with the “Manual Interview” stage in a pipeline, how to configure it, and what your team and candidates can expect.

Upcoming feature — currently under final review with Zoom

The Zoom integration for the Manual Interview stage is in the final review process with the Zoom App Marketplace. It will be released to all customers shortly after approval.

What the Zoom integration does

When enabled for the “Manual Interview” node in your pipeline, the Zoom integration:

  • Automatically creates a Zoom meeting whenever a candidate is scheduled for a Manual Interview.
  • Uses your configured availability window (e.g. 13:00–21:00 in the company’s time zone) to coordinate interview times with candidates.
  • Records the interview to the Zoom cloud (if enabled in your Zoom settings).
  • Fetches the cloud recording after the call ends.
  • Generates AI-powered meeting notes and a transcript for your team, linked to the candidate’s profile.
  • Removes the need to manually copy/paste Zoom links or recording URLs into Hivemind.

How it works in the “Manual Interview” pipeline stage

Node configuration (conceptual)

The integration connects to your existing “Manual Interview” node, which may have configuration similar to:

{
  name: 'Manual Interview',
  processName: 'Manual Action',
  eventName: 'manualInterview',
  image: '/assets/images/pipeline/manualInterview.png',
  description: 'Schedule live interviews by collecting candidate availability...',
  data: {
    label: 'Manual Interview',
    configs: {
      guideContent: 'Set your availability for the interview...',
      meetingDuration: 30,
      attendees: [],
      startHour: '13:00',
      endHour: '21:00',
      timezone: 'America/New_York',
      meetingPlatform: {
        platform: 'zoom',   // set to "zoom" when using this integration
        email_id: 'recruiter@yourcompany.com' // Zoom host email
      }
    }
  }
}

Note: The exact configuration may differ in your environment. The key requirement is that the meetingPlatform section is set to use Zoom.

End-to-end flow

  1. A candidate reaches the “Manual Interview” stage in your pipeline.
  2. Hivemind asks the candidate to select their availability within the configured working hours and time zone.
  3. Once a time slot is confirmed, Hivemind automatically creates a corresponding Zoom meeting for the configured host account.
  4. The Zoom meeting link is attached to the interview event and shared with the candidate and internal attendees (no manual copy/paste).
  5. After the interview ends, Hivemind retrieves the cloud recording and transcript (if enabled) and generates AI-powered meeting notes associated with that candidate.

Setup & requirements

Prerequisites

  • An active Zoom account with permission to install marketplace apps.
  • A Hivemind account with access to edit pipelines and the “Manual Interview” stage.
  • (Optional but recommended) Zoom cloud recording and transcription enabled in your Zoom account settings.

Connecting Zoom to Hivemind

  1. In Hivemind, navigate to Settings → Integrations and locate the Zoom integration.
  2. Click Connect. You will be redirected to Zoom to grant permissions.
  3. Review and accept the requested permissions, then complete the authorization flow.
  4. Once authorized, return to Hivemind. Your Zoom account will now be available as a meeting platform in the Manual Interview configuration.

Enabling Zoom on the “Manual Interview” node

  1. Open the pipeline that contains your “Manual Interview” stage.
  2. Edit the node configuration and locate the Meeting Platform section.
  3. Select Zoom as the platform.
  4. Choose or enter the Zoom host email address (e.g. a recruiter or shared hiring mailbox).
  5. Save your changes. All newly scheduled interviews in this stage will now be created as Zoom meetings.

Permissions & data usage

The Hivemind Zoom integration requests the minimum set of permissions needed to:

  • Create and manage Zoom meetings for the configured host user.
  • Access meeting details (topic, start time, join URL) to display within Hivemind.
  • Access cloud recordings and transcripts associated with these meetings in order to attach them to the candidate record and generate AI-powered notes.

Recording storage & retention

  • The Zoom cloud recording is temporarily downloaded after each interview.
  • A copy is stored securely in our private Amazon S3 bucket for the hiring company.
  • Companies can re-watch the full interview recording anytime from within Hivemind.
  • Recordings are retained according to the company's data retention policy (default: 180 days) and can be permanently deleted on request.
  • No recordings are shared with third parties or used for any purpose other than the specific hiring process.

Exact scopes are listed on the Zoom App Marketplace listing for the Hivemind app. Only meetings created via this integration are accessed; Hivemind does not modify or access unrelated meetings.

Candidate experience in the Manual Interview stage

  1. The candidate is shown a guided interface explaining how to select their availability for the interview.
  2. Available time slots are displayed according to the candidate's local time zone.
  3. After confirmation, the candidate receives an interview invite that includes the Zoom link and any additional instructions your team provides.
  4. The interview is conducted on Zoom at the scheduled time.
  5. After the call, your team can review AI-generated notes, the transcript, and (where enabled) the Zoom cloud recording from within Hivemind.

FAQ

Is this feature live for all customers?

Not yet. The Zoom integration is currently in final review with Zoom and will be rolled out to all customers shortly after approval. Until then, availability may be limited or in beta.

Who is set as the Zoom meeting host?

The host is the Zoom user configured in the meetingPlatform (for example, the recruiter or hiring manager’s Zoom account). This user must have granted the necessary permissions when connecting Zoom to Hivemind.

Where are recordings and transcripts stored?

Recordings and transcripts are stored in your Zoom account according to your Zoom settings. Hivemind stores references and derived AI notes so your team can easily review the content alongside each candidate.

Can we use the Manual Interview stage without Zoom?

Yes. You can continue to use the Manual Interview stage with other meeting platforms or manual scheduling. Zoom is an optional enhancement that automates meeting creation and post-call notes.

Support

If you have any questions about the Zoom integration or run into issues while using the Manual Interview stage, contact us at support@gethivemind.ai.