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Interview Scheduler

This workflow automatically communicates with job seekers through an AI chatbot, collecting contact information and preferred interview times. It queries the interviewer's Google Calendar in real-time to intelligently match available 30-minute interview slots. It avoids scheduling conflicts, reduces manual communication costs, quickly arranges interviews, and sends confirmation messages, thereby enhancing the user experience. It is suitable for human resources departments, recruitment teams, and any scenario that requires automated meeting scheduling.

Workflow Diagram
Interview Scheduler Workflow diagram

Workflow Name

Interview Scheduler

Key Features and Highlights

This workflow leverages an AI chatbot to automatically engage with job candidates, collecting their contact information (phone number, email) and preferred interview times. It performs real-time queries of interviewers’ Google Calendar availability, intelligently matching 30-minute open slots to avoid conflicts. The system automatically schedules interviews and sends confirmation messages. It supports natural language date recognition (e.g., “next Tuesday”), enhancing the interaction experience.

Core Problems Addressed

  • Automates interview time coordination, reducing manual back-and-forth communication
  • Retrieves and verifies interviewers’ calendar availability in real time to prevent double bookings
  • Quickly generates available 30-minute time slots within business hours (Monday to Friday, 9:00 AM to 5:00 PM EST)
  • Uses AI-driven conversation to accurately collect and confirm interview details, improving user experience

Use Cases

  • HR departments or recruitment teams automating candidate interview scheduling
  • Enterprises coordinating interview times with external candidates efficiently
  • Any scenario requiring automatic scheduling of 30-minute meetings based on calendar availability

Main Workflow Steps

  1. Receive chat requests initiated by candidates via Webhook
  2. AI chatbot inquires and collects candidate’s phone number, email, and preferred interview date/time
  3. Invoke the “get_availability” sub-workflow to fetch all events from Google Calendar for the upcoming week
  4. Split calendar events into 30-minute blocks marked as “Blocked”
  5. Generate all 30-minute time slots within business hours (Monday to Friday, 9:00 AM–5:00 PM) for the next 7 days
  6. Merge occupied calendar times with all generated slots to filter out free time periods
  7. AI chatbot recommends available interview times to the candidate based on free slots; if requested times conflict, it suggests alternatives
  8. Upon confirmation, format the interview details into JSON
  9. Use the Google Calendar node to automatically add the interview event, including candidate’s email and phone number in the notes
  10. Return a confirmation message to the candidate, completing the interview scheduling

Systems and Services Involved

  • Google Calendar (for retrieving and updating calendar events)
  • OpenAI GPT-4o-mini model (for intelligent conversation and date/time parsing)
  • n8n automation platform (for workflow orchestration and execution)
  • Webhook (to receive chat requests)

Target Users and Value Proposition

  • Recruiters and HR teams: Significantly improve interview scheduling efficiency and avoid timing conflicts
  • Business managers: Reduce manual coordination costs and enhance professional image
  • Candidates: Conveniently schedule interviews through a chat interface with a smooth user experience
  • Automation enthusiasts and developers: Serves as a practical example of AI and calendar integration, facilitating customization and learning

The “Interview Scheduler” workflow delivers AI-powered intelligent interview scheduling by integrating Google Calendar for real-time availability checks and automatic booking. It greatly simplifies the interview coordination process and is suitable for a wide range of recruitment scenarios.