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Interview Scheduling Coordinator

Candidate interviews book themselves around real panel availability, with feedback chased automatically.

Best forAgencyB2BSaaSServicesStartup
Agents8 required
Duration3-5 minutes

Interview scheduling is days of email ping-pong, and panel feedback never arrives without someone chasing it. This recipe pulls interview-stage candidates from your CRM — or from Gmail threads when there is no ATS — reads real panel availability from Google Calendar, and proposes two slot options per candidate that respect working hours and never double-book a panelist. The candidate invite and panel confirmations are staged as Gmail drafts, a Slack ping can head-up each panelist, and the feedback chase is staged: 24 hours after each panel, a reminder draft goes to every panelist who has not submitted. Nothing sends or books without your approval, and the calendar holds are staged, not written, until you approve. Idempotent per candidate + stage: reruns update the proposal in place, never duplicate invites or reminders.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Resolve the candidate set and interview stage, load prior-run state from memory, and dedupe so a candidate already scheduled at this stage is updated, not re-proposed.

workflow orchestrator
01

Pull interview-stage candidates from the CRM with role, stage, interviewer panel, and any scheduling constraints.

crm scanner
01

Fallback when no CRM is connected: pull candidate threads from Gmail and extract role, panel, and constraints; mark the run as inbox-sourced.

inbox scanner
01

Read real panel availability from Google Calendar and Calendly for the coming window, honoring working hours and time zones.

calendar scanner
02

Propose two slot options per candidate that fit every panelist, avoid double-bookings and back-to-back collisions, and fall inside stated hours.

calendar scanner
03

Draft the candidate invite — two options, logistics, reschedule ask — plus a panel confirmation per interviewer, staged as Gmail drafts.

email writer
04

Stage the feedback chase: 24 hours after each panel, a reminder draft to every panelist who has not submitted the feedback form.

follow up reminder agent
04

Assemble the approval package — slot options, drafts, staged calendar holds, Slack pings — and on approval create the drafts and holds with receipts.

distributor
04

Assemble the summary: candidates scheduled, slots proposed, conflicts flagged, feedback chase armed, and the in-hub footer when connections are missing.

report formatter

Required Agents

8
  • workflow-orchestrator
  • crm-scanner
  • inbox-scanner
  • calendar-scanner
  • email-writer
  • follow-up-reminder-agent
  • distributor
  • report-formatter

Connections

Required

gmailgooglehubspotslack

Optional

hubspotslack

What it does

  • Pulls interview-stage candidates from the CRM, or inbox threads when no ATS exists
  • Reads real panel availability from Google Calendar and Calendly
  • Two slot options per candidate honoring working hours, never double-booked
  • Candidate invites and panel confirmations staged as Gmail drafts
  • Feedback forms chased 24 hours after each panel — staged, not sent
  • Panel pings optionally staged to Slack
  • One approval gate — nothing sends or books unreviewed
  • Idempotent per candidate + stage — reruns update in place, never duplicate

Example prompt

Schedule next rounds for our three interview-stage candidates — two slot options each around panel availability, invites staged for my review.

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