Skip to content

Interview Scheduling Coordinator

Example prompt: "For each shortlisted candidate in our sheet, find open slots on the interviewing panel's calendars next week, and email the candidate 3 options to choose from."

How to automate interview scheduling with GloriaMundo

The Problem

Scheduling interviews is one of the most tedious parts of the hiring process. A recruiter has to check the availability of two or three interviewers, cross-reference their calendars for overlapping free slots, propose times to the candidate, wait for a reply, and then book the meeting. For a shortlist of 10 candidates with a three-person panel, this back-and-forth can easily consume an entire day. The manual coordination is error-prone — double-bookings happen, time zones get muddled, and candidates wait too long for a response, sometimes accepting offers elsewhere in the meantime.

How GloriaMundo Solves It

We build a workflow that reads a shortlist of candidates from a Google Sheet and, for each one, checks the interviewing panel's Google Calendar availability for the coming week. A code step identifies overlapping free slots across all panel members and selects the three best options, accounting for working hours and reasonable gaps between interviews. An LLM step drafts a personalised email to each candidate offering the three time slots and asking them to confirm their preference. An integration step sends the emails via Gmail. Glass Box preview shows you the proposed time slots and draft emails before anything is sent, so you can adjust slots or wording.

Example Workflow Steps

  1. Trigger (manual or scheduled): Run manually when the shortlist is finalised, or on a schedule after screening completes.
  2. Step 1 (integration): Read the list of shortlisted candidates from the Google Sheet — names, email addresses, and role applied for.
  3. Step 2 (integration): Fetch the Google Calendar availability for each interviewer on the panel for the next 5 working days.
  4. Step 3 (code): Cross-reference interviewer calendars to find overlapping free slots. Select the 3 best options per candidate, avoiding early mornings and back-to-back bookings.
  5. Step 4 (LLM): Draft a personalised scheduling email to each candidate with the 3 proposed time slots and a friendly, professional tone.
  6. Step 5 (integration): Send the scheduling emails via Gmail.

Integrations Used

  • Google Sheets — source of the candidate shortlist with names, emails, and role details
  • Google Calendar — checked for interviewer availability to find overlapping free slots
  • Gmail — sends the scheduling emails to candidates with proposed time options

Who This Is For

Recruiters and HR coordinators who spend hours each week juggling calendars and emails to schedule interviews, particularly for roles with multi-person interview panels.

Time & Cost Saved

Scheduling a single interview with a three-person panel typically takes 15-25 minutes of calendar checking and email drafting. For a shortlist of 10 candidates, that is 2.5-4 hours of coordination. This workflow reduces the effort to reviewing the proposed slots and emails in the Glass Box preview, which takes around 10-15 minutes for the full batch. Over a month with multiple open roles, a recruiter could reclaim 8-15 hours. The workflow uses integration, code, and LLM steps, costing a few credits per batch.