Meeting rooms let recruiters and interviewers book a physical or calendar-managed room alongside an interview, the same way they'd book an interviewer's time — Kula checks room availability and adds it to the invite.

Turn on meeting rooms

Enable the org-wide setting to make meeting rooms available across interview scheduling. Once it's on, a meeting room field appears when booking interviews; when it's off, that field doesn't show at all.

Set Up Meeting Rooms in Kula

1. Navigate to Settings > Interviews and scheduling > Meeting rooms

2. Click Connect Google Workspace to sync your organisation's meeting room availability. Important notes to know:

   1. Customers without Workspace enabled
      If you haven’t already connected your Google Workspace, you’ll be prompted to do so when enabling meeting rooms.

   2. Customers with Workspace already enabled
      You may need to re-authenticate your Google Workspace to fetch the latest meeting room information.
      
      Both of these steps will appear automatically on the Meeting rooms settings page, so you can complete them as needed.

3. Toggle Enable meeting rooms for interviews to ON

   

Once enabled, Kula will automatically fetch available meeting rooms from your connected Google Workspace account. These rooms will be visible when scheduling interviews.

Connect your rooms

Meeting rooms are pulled in as calendar resources from your connected calendar — both Google Calendar and Microsoft/Outlook room resources are supported. Once connected, Kula calculates each room's availability the same way it does for an interviewer, so a room that's already booked won't be offered as a free option.

Scheduling an Interview with a Meeting Room

1. Go to the relevant Job

2. Open the candidate profile

3. Click Schedule interview

4. Choose either Manual or Self-schedule

5. Check the Book a meeting room box

6. Select a room from the dropdown list

   

Once you select a meeting room from the dropdown, Kula will display the availability of that room by checking your connected Google Workspace calendar. This ensures you can pick a time that’s free for both the interviewer and the meeting room, avoiding double bookings or conflicts.

Once scheduled, the selected meeting room will appear as the location in the interview calendar invite.

Good to know

• You'll only see rooms you have calendar access to. Meeting rooms you're not permitted to book on the underlying calendar are filtered out of the picker automatically.

• Meeting rooms can be used with self-scheduling links too, not just recruiter-booked interviews.

Need help?

If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.