HR & RECRUITING
Stage shortlisted Indeed candidates with Outlook interview holds
Watches an Airtable shortlist for candidates marked Advance, then books a tentative interview hold on the hiring manager's Outlook calendar and emails the candidate scheduling…
How it runs
The automated pipeline, trigger to output.
- TriggerAirtable record status changes to AdvanceAirtable
- LogicVerify manager, candidate email, and not already scheduled
- ActionFind next free slot and create tentative Outlook holdOutlook
- ActionEmail candidate proposed time and reschedule linkOutlook
- OutputUpdate Airtable to Interview Hold Placed with slotAirtable
What it does
This workflow closes the gap between deciding to interview someone and actually getting time on the calendar. When a recruiter flags an Indeed candidate as Advance in the shortlist, it places a tentative hold on the hiring manager's Outlook calendar for the next open interview slot and sends the candidate an email with the proposed time and a confirm-or-reschedule link.
When to use it
Use it when good candidates go cold because scheduling takes days of back-and-forth. It keeps momentum by reserving manager time the moment a decision is made, without double-booking.
How it works
- 1The workflow triggers when an Airtable row changes to status Advance.
- 2A logic step confirms the record has a hiring manager and candidate email and isn't already scheduled.
- 3An Outlook step finds the next free interview window on the manager's calendar and creates a tentative hold.
- 4An Outlook email goes to the candidate with the proposed time and reschedule option.
- 5The Airtable record is updated to Interview Hold Placed with the slot details so the pipeline stays accurate.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OutlookMail, calendar, contacts.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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