Set meeting passcode

Set a meeting passcode for Thursday’s recruitment interview block from 1:00 to 4:00 PM with four candidates. Apply a unique passcode to the meeting invite, require it for joining, and make sure panel members have the passcode and can enter without delay. Confirm the recruiter has the passcode in their calendar entry and that the interview instructions mention it clearly.

Before I send the interview invites, make approving the passcode painless for candidates and the hiring panel. Explain where the passcode appears on the join screen, recommend where to put it in the calendar invite to avoid confusion, flag any cases where a passcode blocks calendar clients from launching the meeting directly, and suggest a single-sentence line to include in confirmation emails.

I set a passcode for a one-on-one interview and sent the calendar invite, but the candidate called saying the meeting asked for a passcode that wasn’t in the email. I don’t know whether our calendar client hid it or the candidate opened the wrong link. Who should I check with first, what three immediate fixes get the candidate into the interview now, and how do I prevent this misunderstanding for future candidates?

Across six hiring rounds we’ve had at least two interviews delayed because candidates couldn’t find the passcode. It wastes recruiters’ time and looks unprofessional. Where is the process failing — calendar export, email template, or host habits — and what simple habit or one-line change to our scheduling workflow will stop this from happening?