Schedule interviews across several calendars
Once a recruiter advances a candidate, the system finds times that suit the interview panel, offers the candidate options, books the rooms and links, and moves the rest when someone cancels. For recruiting teams losing candidates in email threads over availability.
Function: HR · Industry: Any industry
Schedule interviews across several calendars
6 steps
At a glance
- Trigger
- A candidate is moved to an interview stage.
- Typical inputs
- Interview plan with panel members and durations
- Panel calendars and working hours
- Candidate availability and time zone
- Room and video link settings
- Systems it usually connects to
- Google Calendar
- Greenhouse
- Gmail
- Slack
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Read the interview plan
RulesThe stage defines who interviews, for how long and in what order, with limits on interviews per person per day.
- 2
Find the slots
RulesFree times that fit every panelist and the candidate's time zone are computed from the calendars.
- 3
Handle the reply
ModelA model reads the candidate's free-text answer, such as "Thursday afternoon or Friday before 11", and picks the matching slots.
- 4
Book everything
RulesEvents, video links, rooms and the interview kit are created, and the candidate gets a confirmation.
- 5
Re-plan on changes
RulesWhen a panelist declines or a candidate reschedules, the system finds new times and notifies everyone affected.
- 6
Step in for edge cases
PersonA coordinator handles executive panels, onsite travel and anything the rules cannot place.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- A coordinator approves schedules that involve travel or senior panels.
- Panel members can decline and the system re-plans.
- Recruiters set interview limits per person.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Days from advance decision to first interview
- 02Reschedules per interview
- 03Coordinator hours per hire
- 04Candidates lost between advance and scheduled interview
Questions about this workflow
Do we need to give it access to everyone's calendar?
It needs free-or-busy access for panelists, which most calendar systems support without exposing event details. Your IT team controls the scope.
Does it work for candidates in other time zones?
Yes. Times are stored in each person's zone and shown in the candidate's own, and slots are checked against working hours on both ends.
Which steps use rules, a model and a person?
Rules: read the interview plan; find the slots; book everything; re-plan on changes. Model: handle the reply. Person: step in for edge cases. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: interview plan with panel members and durations; panel calendars and working hours; candidate availability and time zone; room and video link settings. You also need read access to Google Calendar, Greenhouse, Gmail and Slack, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.