Interviewing with Gong Recruiting

Get set up for Gong Recruiting

Note

Gong Recruiting is currently in a restricted beta phase, accessible to a selected group of customers until further notice.

Your initial setup is done by your Gong admin. They will create a dedicated Gong workspace, set up data capture and permissions for each recruitment role, and connect Gong with your ATS.

1. To verify you have Gong Recruiting, in the top navigation bar, click your name, and then My Settings, and verify that the following section appears:

   

   Note

   Your settings in that section may be different than the image shown here due to your role.

   If you cannot see Web conference interviews at all, contact your Gong tech admin.

2. If you are new to Gong, after your admin has added you to the recruiting workspace and set up your data capture and access permission settings, you may need to do a few steps to complete set up:

   1. Check your email for a welcome message from Gong, and follow the instructions to sign into your account.

   2. Sync your calendar with Gong.

   3. Familiarize yourself with Gong by joining our training sessions.

3. If you already have an account, Check you can access the recruiting workspace. If you have any issues, contact your Gong tech admin.

Coordinate an interview

Who's this for: Anyone who coordinates interviews, who is set in Gong to “Record interviews coordinated” (see more about setting up interview recording here)

Scheduling an interview

You can schedule an interview in one of the following ways:

1. From your ATS or GoodTime (see more here)

2. Directly from your calendar:

   1. Place the interview either on your own calendar, or in a shared calendar set up for interviews

   2. Add the candidate to the calendar invite or or allow them to select a time slot via Calendly

   3. Make sure you add a single external invitee so we can identify the call as an interview.

3. Schedule an ad-hoc interview. If interviews won’t record automatically due to configuration settings, add the Gong assistant to the meeting to ensure the meeting is recorded. For more information about how we identify interviews, go here.

   Note

   Adding the Gong assistant to a meeting requires a Gong Recruiting seat.

Give interviewers host rights in Zoom

Granting host rights to interviewers in Zoom gives them administrative control and additional privileges, such as the option to stop the recording. Below are the ways to grant host rights in Zoom per supported ATS. Go to the relevant section and follow the instructions listed in it.

Scheduling with Greenhouse

When you schedule an interview in Greenhouse

1. Select Add Video Conferencing.

   

2. From the Video Conferencing dropdown, select Zoom.

3. From the Meeting Host dropdown, select the interviewer to which you want to give host rights.

   Tip

   For more information, refer to the Greenhouse help center.

Scheduling with Lever

Once you have enabled the Zoom integration, assign host rights to interviewers as follows:

1. Navigate to Settings > Integrations and API

2. Click the Zoom logo under Partner integrations.

   

3. Under Host Selection, select how the host is selected:

   1. First interviewer: Lever will set the first interviewer on the call (with a valid Zoom account) as the host

   2. Provide specific hosts: Lever will distribute host allocation evenly among all verified interviewers with valid Zoom accounts from the list below/

      1. Click + Add account

      2. Enter the email address associated with the Zoom user you wish to include in the host selection

         Note

         The email address does not need to be associated with a Lever user.

      3. Repeat for additional users you wish to include in the host selection.

Scheduling with GoodTime

Interview coordinators can create an interview using a "host pool”, which automatically sets any user from the company as a potential host, assigning host rights to the first company user to join the meeting. 

GoodTime also offers a feature called "alternate host" that assigns key stakeholders as potential meeting hosts: interviewers, recruiters, and coordinators. The first one to join the meeting would become the host.

Go here for more.

Conduct an interview

Who's this for: Anyone interviewing candidates

Gong records candidate interviews to help your team hire top talent, with the opportunity for reviewing interviews and aligning across the hiring team.

Interviews conducted over web conferencing system are processed and analyzed. The analysis includes insights and transcripts, all of which you can find in Gong alongside the call. You'll be emailed when the call is ready to access in Gong. Collaborate with the hiring team by adding comments, tagging people, and sharing the call with stakeholders.

As an interviewer, you can:

Join a call

Once scheduled, the interview appears in your calendar with a link to the ATS and a web conferencing URL.

• To join the call, simply click the link in your calendar event.

  The candidate will join the call in the same way.

  Gong will record the call in one of two ways:

  • If your company is set up for native Zoom recording, Zoom will record your call, and Gong will retrieve it when the call is complete.

  • Otherwise, a third participant known as the Gong recorder (also known as Gong bot) will join the call.

  By default, an audio prompt will play when each participant joins the call to let them know the call is being recorded.

Stop recording

As the interview host, you can stop recording at any time during the interview, in one of the following ways:

• From within Gong

• By removing the Gong bot (when Gong joins as a participant and records the call)

• By pausing or stopping when recording with native Zoom recording

Note

If you didn’t stop the recording, you can still remove it from Gong by asking an admin to delete it. Go here to learn how to delete recorded calls. If you want to keep the recording but want to control access to it, set the call as private.

Share a call

Sharing calls with colleagues makes it easy to collaborate, ask for feedback, consult about issues raised in a call, and more. Sharing calls with customers is a courtesy in follow-up emails; tracking when customers share calls onwards is a great indicator that a deal is moving forward.

How to share a call

Click Share call at the top right of the call page. Click Share internally if you want to share the call with people at your org who are using Gong. Click Share with customers to share with customers, prospects, or people at your org who aren't using Gong.

You can share entire calls, or call snippets. For more on call snippets, see this.

Share internally

Share calls internally via email or Slack. When you share calls internally, Gong sends the recipient a link to the call that they can access in Gong. If the call includes a video, the video is shared. If the call is shared in Slack, the recipient will see an AI-generated call brief in the Slack message.

• Share via email: Enter the person's name or email address.

• Share via Slack: To do this, your Gong account needs to be connected to Slack. To share a call in a private channel, Gong must be invited to that channel.

Share the entire call or a call snippet

You can share an entire call or part of a call. To share part of the call, click Create snippet to open an action menu on the call timeline. From here, select the snippet length and click Share internally.

Share with customers

Share calls externally by sending customers a link, or by sending an email with a link. When you share calls with customers, they access a simplified version of the call page. If the call includes video, the video is shared too.

By default, shared calls also include call spotlight, so customers can see what went on in the call at a glance. The spotlight shared with customers includes the Call brief, Next steps and Outline.

If you don't want to share the spotlight when you share the call, click Edit and deselect sharing the call spotlight.

Edit shared link settings

If your admin has enabled it, clicking Edit will enable you to edit the following settings:

Link expiration

Extend access to the link. Once you've shared the link, you can extend access to it as many times as you like via the Shares & Views panel in the call page. Your admin sets the limit for how long access can be extended for.

Share the entire call or a snippet

You can share an entire call or part of the call. To share part of the call, click Create snippet to open an action menu on the call page. From here, select the snippet length and click Share with customers.

Levels of access

If your admin has enabled it, you can define who can access the call. Options include:

• Anyone with the link can access the call

• People with the link who identify themselves can access the call

• Only people specified during the share process can access the call

Cancel access to a call you've shared

If you've shared a call with customers, that call is accessible until the link expires.

If you want to cancel access to the call before the link expires, or extend access to the link, go to the call page, and click the Shares & Views icon along the right panel.

From here you can either cancel or extend access to the shared call.

You can also cancel access via Share Call > Cancel sharing with customers. This cancels access to the link that was shared to expire.

See who's viewed a call

Notifications

When a shared call is viewed, the person who shared the call receives an email notification.

In-app

On the call page, click the Shares & Views icon along the right panel to see how many times a call was shared with customers, and info regarding each share.

• Shares & Views info is only available for calls that were shared with customers.

• If the call was viewed, you can click on the entry to get more details.

• If the call was shared with customers via email in the Share with Customers window, you can hover over the bold "# person" text to see who the call was shared with.

• Click on an instance of a view to open the call to the point in the call where the viewer started listening. Hover over the view details to highlight snippets of the call that were listened to in the call timeline.

Note

• The views for each time you share a call are tracked separately, even though all the shares are for the same call. So if you share a call today using a shareable link as well as sharing it via email, the views for each of those shares are tracked separately. If you then share the call again tomorrow via email, the views for that share are tracked separately from the email share from the day before.

• If you share a call via email and don't require the viewer to identify themselves, every time that link is used it is logged as if the person you sent the email to viewed the call, even if they forwarded it to someone else.

• If you share using a shareable link, we can only tell you that the link was generated and how many times it was used. We can't tell you who used it unless you require the viewer to identify themselves when you generate the link.

FAQs

Capture mobile calls with Gong Connect

Gong Connect is a VoIP service within the Gong mobile app. It works with either Wi-Fi or cellular connections. Calls are automatically recorded and ingested into Gong, so whether you're an account executive or a frontline manager, you can get the full picture of deal activity for efficient pipeline reviews.

Make outbound calls from the Gong app to prospects any time and never miss key information or next steps when you're on the go.

Important

Outbound calls are supported on iOS devices only (support for Android devices is coming soon) and for organizations with a CRM integration: Salesforce, HubSpot, and Microsoft Dynamics.

Set up Gong Connect

Tip

This feature must be enabled by your Gong tech admin before you see it in your Gong mobile app for iOS. If you can't see it, it means that either your admin didn't enable Gong Connect for you yet, or that your phone is an Android.

To use Gong Connect, you must first complete a short verification procedure:

1. Download the latest version of the Gong mobile app for iOS.

2. Tap the Calls button on the bottom bar.

3. In the welcome screen, tap LET'S GO, and follow the registration wizard.

4. Enter your personal mobile number and tap NEXT.

   Important

   Your personal number is only used for the one-time verification, and then to present it as your caller ID. Gong will not use your number for any other purpose.

5. Make sure you entered the correct number, and tap YES, NEXT.

   A code is now displayed on screen, and a bot will call you to retrieve the code.

6. When you're called, give the code shown on the Gong Connect screen.

   Once you are successfully verified, you can start making calls.

Make a call

1. Tap the Gong Connect call button .

   Note

   Only calls made via the app will be recorded by Gong.

2. To call, do one of the following:

   • Find the contact in your contact list or recent call log.

     Note

     All contacts available in your connected CRM are available in Gong Connect. Gong extracts them from the CRM as well as email exchanges you've made.

   • Free dial .

     Important

     Gong Connect supports many phone number formats. In all formats, you must include the country and area code, for example: +1(555)555-1234

     Note

     If you free dial, the call can be recorded, but will not be connected to a specific account or opportunity in your CRM.

3. During the call you may mute yourself, use the speaker, use the dial pad, and cancel the recording.

   Note

   Canceling the recording permanently deletes it

Update contact details

To update a contact's details, search for an existing contact, tap their name, and then tap Edit to edit their details or delete them. Note that the contact is updated in Gong, but this change will not be synced to your CRM.

Call trust protocols

In the US and Canada, protocols are in place to protect people from illegal robocalls and call spoofing. These protocols may result in unidentified numbers being classified as spam. For suggestions on how you to improve the likelihood that the calls you make via Gong Connect go through, see this.

Call recording regulations

Important

Call recording regulations vary per country and state, and it is your responsibility to make sure that you comply with local regulations for obtaining the consent of your call participants to record the call.

In the US, some states require more than one party's consent to record a call. Since recording regulations differ between US states, we recommend that you announce that the call is being recorded at the beginning of every call. When calling with the Gong dialer, Gong plays a reminder before the call connects, prompting you to inform the other party that the call is being recorded.

You can always cancel or delete the recording during the call.

In addition, your company has set different recording methods for different regions. For US calls, these settings may vary per state.

Q&A