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Just like with interviewers, you create a pool of meeting rooms. You can assign a pool of meeting rooms to an interview activity so one room is assigned from a selection when an interview is scheduled.

This is a helpful tool if you have multiple rooms that are suitable for interviewing in and you don’t want to assign just one room to interviews.

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Setting up and syncing meeting rooms from Google Workspace

Meeting Rooms that have been set up as resources within the Google Admin console will sync over to Ashby and can be assigned to interviews, schedule interview activities and meeting room pools.

To add a meeting room as a resource in Google Workspace:

• Sign into the Google Admin console (you must have an administrator account)
• Navigate to Menu > Directory > Buildings & Resources > Overview
• In Resource Management, click Open. Click the yellow + button to add a new resource
• Enter the resource information, then click Add Resources

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For other options, including uploading resources in bulk, check out Google’s documentation.

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Setting up and syncing meeting rooms from Microsoft 365

You can set up room and equipment mailboxes in Microsoft 365 - these will then sync over to Ashby to be used as part of scheduling. More on setting up these mailboxes can be found in Microsoft’s documentation here.

Creating a meeting room pool

To create a meeting room pool, navigate to Admin > Interviews & Scheduling > Meeting Room Pools. Click + New to create a new pool. You’ll be prompted to add in a name for your pool.

Once your pool has been created, click on it within the list and then click + Add Meeting Room to add the a meeting room to your pool.

Select a meeting room, then click Submit to add it to the pool. Repeat this until you have all of the appropriate rooms added to your pool.

To remove a room from your pool, click Actions beside the room on your list, then Remove from Pool.

Assigning a meeting room pool to a schedule interview activity.