Interview Scheduling Automation
New candidate entry in Sheets triggers an auto-scheduled calendar invite and a personalized GPT-4 email for Mon/Wed/Fri slots.
What it does
You get instant interview confirmations in your calendar and a personalized invitation email for every new candidate added to your sheet, all while the system automatically avoids scheduling conflicts or same-day meetings.
Step by step
- Configure a Google Sheets trigger to watch for new rows in a specific range.
- Set up an Azure OpenAI API call with a fixed system prompt template for email generation.
- Create a Google Calendar service account or OAuth flow to check availability and create events.
- Define the Gmail SMTP or API connection details for sending the final invitation.
Where the LLM does the work
- Generate personalized interview invitation emails that adapt tone based on candidate seniority.
- Extract key scheduling constraints from unstructured candidate notes if provided in the sheet.
- Draft polite decline messages if no suitable time slots are found within business hours.
Watch out for
Timezone mismatches between Google Sheets inputs and Calendar events can cause missed interviews, so always normalize times to UTC before creating calendar entries.
Tools that fit
Azure OpenAI Chat Model LLM Generate personalized emails
The agent brief
Everything your agent needs, including the gotchas. Copy it and go.
You are helping me build the following AI agent workflow. ## Goal Interview Scheduling Automation: New candidate entry in Sheets triggers an auto-scheduled calendar invite and a personalized GPT-4 email for Mon/Wed/Fri slots. ## Specification - What it does: You get instant interview confirmations in your calendar and a personalized invitation email for every new candidate added to your sheet, all while the system automatically avoids scheduling conflicts or same-day meetings. - Trigger: Triggered by an event (Scheduled · every minute) - Autonomy: Fully hands-off - Expected setup effort: about an afternoon - Tools/services involved: - Google Sheets: Read candidate data - Azure OpenAI Chat Model: Generate personalized emails - Google Calendar: Create interview invites - Gmail: Send invitation emails ## Known pitfalls, handle each one explicitly in your implementation 1. Timezone mismatches between Google Sheets inputs and Calendar events can cause missed interviews, so always normalize times to UTC before creating calendar entries. ## Reference implementation https://n8n.io/workflows/5001 (workflow template) Fetch and inspect this before building. If it matches my stack, adapt it; if not, rebuild the pattern with my tools. ## Process requirements 1. Before building: ask me which of the listed tools I actually use and what my platform is (n8n / Make / code / other). Do not assume. 2. Adapt the pattern to my answers; do not force the reference stack. 3. Address every pitfall above; tell me how you handled each. 4. Provide a test plan I can run before letting this touch real data. 5. Ask before any step that sends messages, modifies data, or spends money. Source: https://usecasesforagents.com/use-case/interview-scheduling-automation/ via usecasesforagents.com
Frequently asked questions
Can I use a different Spreadsheet than Google Sheets?
Yes. Google Sheets is only the example spreadsheet in this recipe. The same flow works with Airtable, Baserow and Excel. Swap the spreadsheet connection and keep the rest of the setup as written.
Want this running in your business?
This is what I do. I design and build AI agents like this one, and keep them running. If you want it set up for your team instead of doing it yourself, get in touch.
Who it's for
Built for HR and recruiting teams who need a repeatable first pass, not a one-off.