Die besten Video Interviewing Softwares im Vergleich

What is Video Interviewing Software?

Video interviewing software is a digital solution that optimizes and automates the entire job interview process via video conferencing. It is aimed at HR departments and recruiters in companies of all sizes who want to make the recruitment process more efficient, transparent, and flexible. Given the increasing globalization of the labor market and the need to quickly access qualified applicants, video interviewing has become an indispensable tool in modern human resources.

The applications of video interviewing software are diverse. It is used to conduct asynchronous interviews (one-way interviews), where applicants record their answers to predefined questions, as well as for live interviews that replace traditional face-to-face interviews with video conferences. By automating these processes, companies can save time and resources, expand the reach of their job postings, and improve the quality of their hiring decisions.

A key feature of this software is its ability to digitize and centralize the entire interview process. This can be done through cloud-based platforms or integrations into existing HR systems. Recruiters can create interview questions, coordinate appointments, conduct interviews, and analyze the results—all within a single, cohesive platform. The ability to easily record and share interviews is another crucial advantage, as it allows multiple stakeholders in the company to make an informed decision.

In addition, video interviewing software often offers features for automated evaluation and analysis of interviews. AI-powered tools, for example, can transcribe applicants' answers, identify keywords, and even assess personality traits. These functions are particularly valuable for making the selection process more objective and data-driven.

Functions of Video Interviewing Software

Creating and Conducting Interviews

One of the most important technical functions of video interviewing software is the ability to create and conduct different types of job interviews. Recruiters can design questionnaires for asynchronous interviews, where applicants record their answers within a set time frame. For live interviews, the software provides a stable video conferencing platform specifically tailored to the needs of the recruitment process. This feature makes conversations more efficient, as recruiters can flexibly connect with applicants regardless of geographical distance. This significantly speeds up the entire recruitment process.

Automated Scheduling and Communication

Automated scheduling is a crucial feature that significantly reduces administrative effort. The software can automatically coordinate appointments with applicants by matching the available time slots of recruiters and department managers. This eliminates the often tedious email exchanges for finding a suitable time. In addition, automated communication sends confirmations, reminders, and invitations to interviews. This ensures that all parties are always informed of the current status and that miscommunication is avoided.

Data Security and Privacy

In the HR sector, data security and privacy are of the utmost importance. Video interviewing software must meet the highest standards to protect sensitive applicant information. This includes compliance with data protection regulations such as the GDPR in Europe, encryption of data during transmission and storage, and the implementation of strict access controls. The software should ensure that only authorized personnel, such as the responsible recruiters and hiring managers, have access to the video recordings and application documents. Transparent data retention and deletion policies are also essential to gain the trust of applicants and minimize legal risks.

Real-Time Collaboration and Feedback

Many platforms offer real-time collaboration features that allow multiple interviewers to follow an interview simultaneously and provide feedback. This can take the form of notes, comments, or structured evaluation forms that are filled out during the live interview. The collected data is centrally stored and can be viewed and compared by all parties after the interview. This promotes an objective and consistent evaluation of all applicants and significantly facilitates decision-making.

Integration with Existing Systems

The ability of video interviewing software to integrate with existing HR systems and processes is essential for a seamless recruitment process. Seamless integration with Applicant Tracking Systems (ATS) allows applicant profiles, documents, and interview results to be automatically synchronized. This avoids manual data transfer and ensures that all information is available in a single source. Such integrations can also be done with calendar applications (like Google Calendar or Outlook) and collaboration tools (like Microsoft Teams or Slack) to further optimize the workflow.

Who Uses Video Interviewing Software?

Companies of All Sizes

Companies of all sizes, from startups to global corporations, use video interviewing software to modernize their recruitment process. For startups, the software is a cost-effective way to quickly and efficiently screen a large number of applicants without having to invest in expensive physical infrastructure. Large companies benefit from the scalability of the solutions, which allows them to manage thousands of applicants for various locations and positions worldwide. The software helps these companies globalize their HR strategy and recruit talent from a larger pool.

HR Departments and Recruiters

HR departments and recruiters are the main users of video interviewing software. They use the tools to manage the entire recruitment process, from pre-selection to the final hiring decision. Recruiters can use one-way interviews to pre-screen candidates and reduce the number of live interviews. This saves considerable time and resources. The software allows them to process a larger number of applications in a shorter time and select the best candidates for the next phase.

Department Managers and Executives

Department managers and executives who make the final hiring decisions also benefit from video interviewing software. Since live interviews can be recorded, they have the opportunity to watch and evaluate the conversations at a time that suits them. This is particularly advantageous when multiple people are involved in the decision-making process, as everyone has the same basis for their evaluation. They can also leave notes and comments directly on the platform, which facilitates discussion and consensus-building.

Educational Institutions

Educational institutions are also increasingly using video interviewing software to select applicants for study programs or scholarships. This allows them to interview candidates from all over the world without them having to travel. The software ensures a structured and fair selection process, as all applicants answer the same questions and are evaluated on the same basis.

Advantages of Video Interviewing Software

Increased Efficiency and Time Savings

One of the biggest advantages of video interviewing software is the enormous increase in efficiency and time savings. By using one-way interviews, recruiters can automate the first round of screening. Instead of conducting countless phone interviews, they can watch and evaluate applicants' recorded answers at their own pace. This reduces the time required for pre-selection by up to 80%. Automated scheduling for live interviews also saves valuable time that would otherwise be spent coordinating appointments.

Improved Candidate Experience

A smooth recruitment process is crucial for a positive candidate experience. Video interviewing software offers applicants a flexible and convenient way to apply and interview. They can record interviews from anywhere and at any time, which is especially beneficial for applicants who are already employed. The platforms are generally user-friendly and intuitively designed, which makes the process less stressful. A positive experience can increase the company's attractiveness as an employer and enhance candidate engagement.

Objectivity and Fairness in the Selection Process

Video interviewing software contributes significantly to objectivity and fairness in the recruitment process. By using standardized questionnaires and evaluation forms, all applicants are assessed on the same basis. The ability to record interviews and have them evaluated independently by multiple people minimizes unconscious biases and ensures that the decision is based on facts and competencies. This is particularly important in industries that want to attract underrepresented groups.

Cost Reduction and Sustainability

The use of video interviewing software also leads to a significant cost reduction. By eliminating travel costs for applicants and recruiters, both in the first and subsequent interview rounds, companies can save thousands of euros. Fewer administrative tasks and a reduced time-to-hire also lead to lower operating costs. Furthermore, the reduction of business travel contributes to the company's sustainability by reducing its carbon footprint.

Global Talent Pool

Video interviewing software allows companies to globalize their recruitment process and recruit talent from a much larger pool. Geographical distances are no longer an obstacle, as applicants from all over the world can participate in an interview. This is particularly valuable for companies looking for specialists or professionals who are difficult to find locally. The opportunity to interview international talent not only expands the candidate pool but also promotes diversity within the company.

The Selection Process for the Right Software

Creating a Long List

The first step in choosing the right video interviewing software is to conduct thorough research to create a long list of potential providers. You should use industry reports, online reviews on platforms like G2 or Capterra, and recommendations from colleagues and industry experts. The goal is to identify a wide range of solutions that could meet your company's basic requirements without immediately committing to a specific provider.

Defining Requirements

The next step is to define your specific requirements. What functions are essential for you? Do you only need a solution for one-way interviews or also for live interviews? How important are integration with your existing Applicant Tracking System (ATS) and compliance with GDPR? The budget, scalability, user-friendliness, and type of support are also crucial criteria. A detailed requirements list will help you narrow down the long list and only consider providers that truly fit your needs.

Creating a Short List

With the defined requirements, you can reduce the long list to a short list of 5-10 providers. When making your selection, you should consider the functionalities, the technical stability of the platform, the user experience for both recruiters and applicants, the price-performance ratio, and customer references. The providers on your short list should be the ones that have the best chance of meeting your company's requirements.

Conducting Demos and Tests

Now is the time to schedule demos and free trials with the providers on your short list. Use this opportunity to see the software in action and test it yourself. Conduct practice interviews, test the scheduling and candidate evaluation functions. Ask specific questions about use cases relevant to your company. Also, test the support to see how quickly and competently the providers respond.

Evaluation and Comparison

After the demos and tests, evaluate the different solutions using a structured evaluation matrix. Consider the criteria from your requirements list and assess aspects such as user-friendliness, scalability, integration options, and customer service. Collect feedback from all team members who participated in the tests and compare the results to make an informed decision.

Obtaining References and Reviews

Before making a final decision, you should get references and read reviews from other companies that are already using the software. Ask specific questions about experiences that are relevant to your company and inquire about the strengths and weaknesses of each solution in practical use.

Negotiations and Contract Signing

Once you have identified a preferred solution, the negotiation phase begins. This involves pricing, licensing models, contract terms, and support options. You should ensure that all important points are contractually agreed upon and that there are no ambiguities. Possible adjustments and future extensions should also be discussed and included in the contract.

Implementation and Training

After signing the contract, the implementation of the video interviewing software begins. Work closely with the provider to integrate the software into your existing systems and make all necessary adjustments. At the same time, organize training for the employees who will be using the software. The goal is to ensure a smooth launch and high acceptance of the new solution within the company.