HR & RECRUITING
Interviewer Decline Auto-Substitution
When an interviewer declines or cancels a scheduled round, it instantly finds a qualified, under-booked substitute, books them into the existing slot.
How it runs
The automated pipeline, trigger to output.
- TriggerInterview round declined or cancelledGoogle Calendar
- ActionGet required skill and qualified poolAirtable
- LogicFind free, under-cap substitute or escalate
- ActionBook substitute into original slotMicrosoft Teams
- OutputNotify recruiter and new panelistSlack
What it does
It closes the gap the moment an interviewer drops out. When a scheduled round is declined or cancelled, the workflow identifies the round's required skill, searches for a qualified panelist who is free at that exact time and under their weekly cap, books them in, and alerts everyone involved. No more loops quietly losing a round the day before the candidate arrives.
When to use it
Use it when last-minute interviewer drop-offs create scramble or candidate reschedules. Ideal for teams where coverage matters more than always using a first-choice interviewer.
How it works
- 1A declined or cancelled interview event triggers the flow.
- 2Airtable returns the round's required skill tag and the qualified pool.
- 3Google Calendar checks who in that pool is free at the original time and under cap.
- 4A logic step picks the best available substitute, or escalates if none exist.
- 5The substitute is booked into the original slot via Microsoft Teams.
- 6Slack notifies the recruiter and the new panelist with the candidate context, or alerts the coordinator when no substitute is found.
Set it up
What you configure once, before turning it on.
- 1Connect Google CalendarEvents, attendees, availability.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect Microsoft TeamsChannels, chats, files.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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