HR & RECRUITING
Phone Screen Self-Scheduling for Shortlisted Candidates
When a candidate is shortlisted, it finds open recruiter slots on Google Calendar and emails the candidate a self-booking invite, then confirms the booked time back in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerCandidate marked Shortlisted in AirtableAirtable
- ActionFind open recruiter slots in Google CalendarGoogle Calendar
- LogicCheck whether any slots are available
- ActionEmail candidate a self-booking inviteGmail
- OutputRecord booked slot and status in AirtableAirtable
What it does
Removes the back-and-forth of arranging a first call. The moment a candidate is marked shortlisted, it checks the recruiter's real availability, sends the candidate a personalized booking email, and records the chosen slot so the pipeline stays in sync.
When to use it
Use this right after AI or human screening promotes a candidate, when you want to schedule phone screens at scale without email tag. Best for teams running a high volume of first-round calls.
How it works
- 1The trigger fires when a candidate's Airtable status changes to "Shortlisted".
- 2The flow queries Google Calendar for the assigned recruiter's open slots over the next five business days.
- 3A branch checks whether any slots exist; if none, it alerts the recruiter to open availability instead of emailing the candidate.
- 4Gmail sends the candidate a friendly self-scheduling invite listing the available times.
- 5On booking, a calendar event is created and the confirmed time is written to the candidate's Airtable record with status "Phone Screen Scheduled".
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect Google CalendarEvents, attendees, availability.
- 3Connect GmailRead, draft, send, label.
- 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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Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.