Interview Scheduler and Follow-up Automation

CSV Template to use the workflow Link

1. Inputs

Google Sheets (candidatesData sheet) with the following columns:

• Candidate Info: Candidate_ID, Full_Name, Email, Current_Role, Experience_Years, LinkedIn_URL, GitHub_URL
• Assessment: AI_Notes (initial screening notes)
• Status Tracking: Shortlist_Status, Interview_Round, Interview_Status, Final_Decision
• Scheduling: Calcom_Link, Preferred_Timezone, Availability_Notes
• Communication: Last_Email_Sent, Last_Email_Status, Email_Thread_ID, Followup_Required
• Internal: Internal_Comments (activity log)

Manual Admin Actions:

• Add candidates with Shortlist_Status = "Shortlisted - Round 1" (or Round 2, 3, etc.)
• Mark interviews as "Completed" after they finish
• Update round progression manually (change Interview_Round and Shortlist_Status)
• Set Final_Decision for rejections

2. Expected output?

Automated Communications:

• Personalized shortlist emails with Cal.com scheduling links
• Friendly reminder emails after 3 days if candidate hasn't scheduled
• Intelligent email responses to candidate questions, rescheduling requests, and confirmations

Google Sheets Updates:

• Interview status changes (Not Scheduled → Pending Scheduling → Scheduled → Completed)
• Email tracking timestamps and thread IDs
• Detailed activity logs in Internal_Comments column
• Automatic field resets when advancing to next round

Status Transitions:

• New candidate → Initial email sent → Pending Scheduling → Scheduled → Completed → Next Round (cycle repeats)

3. Brief working?

Runs every other hour via cron trigger. For each cycle:

1. Reads all candidates from Google Sheets

2. Categorizes candidates into 4 action groups:

   • SEND_INITIAL: New shortlisted candidates with no email sent yet
   • SEND_REMINDER: Pending scheduling >3 days without response
   • CHECK_REPLIES: Monitor email threads for candidate responses
   • ADVANCE_ROUND: Admin marked "Completed", ready for next round

3. Processes each candidate sequentially with 2-second delays:

   Path A - SEND_INITIAL: AI generates personalized email → Gmail sends → Sheet updated with "Pending Scheduling"

   Path B - SEND_REMINDER: AI generates friendly reminder → Gmail sends → Timestamp updated

   Path C - CHECK_REPLIES: Gmail checks for replies → AI analyzes intent (Scheduled/Reschedule/Declined/Question) → Responds accordingly → Updates status

   Path D - ADVANCE_ROUND: Resets email fields (Last_Email_Sent, Interview_Status) → Next cycle will send new email for next round

4. Admin controls progression: Manually update Interview_Round and Shortlist_Status in sheet to advance candidates. Workflow handles the email automation, not the hiring decision.

Key Features:

• No duplicate emails (tracks sent status)
• Intelligent reply detection (scheduled, questions, rescheduling)
• Multi-round support (Round 1 → Round 2 → Round 3 → Final)
• Rate-limited to avoid API quotas
• All decisions logged to Internal_Comments