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Interview scheduling and coordination

Automates interview scheduling by finding mutual availability between candidates and hiring managers, sending calendar invites, and tracking interview completion. Reduces scheduling time from hours to minutes while improving candidate experience.

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Workflow Trigger

Candidate advances to interview stage in ATS system

Visual Flow

Each node represents an automated step. Connections show how data and decisions move through the workflow.

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

  1. 1
    Trigger

    Candidate reaches interview stage

    ATS system triggers workflow when candidate status changes to 'Interview Scheduled' or similar stage. Pulls candidate contact info and interviewer assignments.

    BullhornGreenhouse
  2. 2
    Action

    Check interviewer calendar availability

    Queries assigned interviewer's calendar to identify available time slots over next 7-14 days. Cross-references with candidate's provided availability windows.

    Google CalendarOutlook Calendar
  3. 3
    Decision

    Evaluate scheduling conflicts

    Determines if mutual availability exists between candidate and interviewer(s). Routes to automated scheduling if slots available, or escalates to recruiter if manual coordination needed.

    n8n
  4. 4
    Action

    Send scheduling options to candidate

    Emails candidate with 3-5 available time slot options and interview details. Includes calendar link for self-selection and confirmation.

    CalendlyMicrosoft Bookings
  5. 5
    Action

    Create calendar invites automatically

    Generates calendar invites for all participants once candidate selects time slot. Includes interview details, video conference links, and candidate resume attachment.

    Google CalendarZoomMicrosoft Teams
  6. 6
    Action

    Update ATS with interview details

    Records scheduled interview time, participants, and meeting details back in ATS system. Sets reminder notifications for follow-up actions.

    BullhornGreenhouse
  7. 7
    Output

    Deliver confirmation notifications

    Sends confirmation emails to candidate and interviewer(s) with meeting details and preparation materials. Creates task reminders for post-interview feedback collection.

    EmailSMS

Outputs

  • Scheduled interview with calendar invites sent
  • Updated candidate record in ATS
  • Automated reminder tasks for interview follow-up

Key Metrics

  • Average time to schedule interview
  • Interview scheduling completion rate
  • Candidate response time to scheduling requests

Tools & Integrations

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