HR & RECRUITING
Panel Availability Poll and Loop Assembly from ClickUp
Reads a new interview request in ClickUp, emails each named panelist a short availability poll.
How it runs
The automated pipeline, trigger to output.
- TriggerClickUp task enters Schedule Loop statusClickUp
- ActionEmail each panelist an availability requestGmail
- LogicWait for quorum of overlapping windows
- ActionBook Calendar invites for agreed slotsGoogle Calendar
- OutputUpdate ClickUp task to Loop Booked with scheduleClickUp
What it does
Starts from a recruiting coordinator's ClickUp task that names the candidate and desired panelists. It emails each panelist a quick availability request, collects their preferred windows, and once a quorum responds it assembles a workable loop and books it. The ClickUp task is updated at each stage so the coordinator sees live progress.
When to use it
Use it when panelist calendars are unreliable or blocked-off as 'busy' for focus time, so free/busy alone is not enough and you need humans to nominate windows. Good for senior panels who guard their calendars.
How it works
- 1The flow triggers when a ClickUp task enters the 'Schedule Loop' status.
- 2It emails each listed panelist a short availability request with a reply-by deadline.
- 3A logic step waits for responses and checks whether a quorum of panelists has supplied overlapping windows.
- 4When the quorum is met, it books the Google Calendar invites for the agreed slots.
- 5It updates the ClickUp task to 'Loop Booked' with the final schedule attached.
Set it up
What you configure once, before turning it on.
- 1Connect ClickUpDocs + tasks + chats in one workspace.
- 2Connect GmailRead, draft, send, label.
- 3Connect Google CalendarEvents, attendees, availability.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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