AI Interview Scheduling Agent

Human Resources

AI Interview Scheduling Agent

Removes the back-and-forth of interview scheduling. When a recruiter advances a candidate, the agent checks every interviewer's real free/busy — never the contents of their calendars — and emails the candidate a numbered list of open times. The moment they pick one it re-checks availability, books the Google Calendar event with every participant invited (and a Meet link for video), and sends the preparation notes you wrote for that job. Anything it cannot do safely — a calendar it cannot see, a slot taken while the candidate deliberated, a candidate who needs different times — goes to your recruiter with the full story instead of being guessed.

Live availability, candidate selection, confirmation, and preparation are handled in one flow.

How it works

1. Provisioning, once. On its first run the agent looks in your Google Drive for a workbook called "CogniAgent Recruiting Data" — the same workbook the Screening and Qualification agents use. If it is not there it creates it, adds the tabs it needs (including InterviewRules and Interviews) with headers and sample rows, and removes Google's empty default sheet. Reinstalls and re-runs reuse the same workbook. 2. One candidate per tick. Every five minutes it takes one application a person has advanced to interview — either the Qualification agent's "advance" decision, or any row where you set next_action to "schedule_interview" — and claims the row first, so two runs can never chase the same candidate. 3. Your rules, per job. Format (video, phone or onsite), length, the interviewer panel, working hours and days, buffers, minimum notice, the scheduling window and how many times to offer all live in the InterviewRules tab. A rules row that is missing, malformed, or that names a protected characteristic in candidate-facing text is refused, and your escalation address is told exactly why. 4. Availability without exposure. It checks every panel member's free/busy through Google Calendar — it never reads or reveals what is on anyone's calendar. If it cannot see an interviewer's free/busy at all, it stops and tells the recruiter whose calendar to fix rather than risk double-booking a person. 5. The offer. The candidate gets a numbered list of open times in your time zone, and replies with a number. If none work, their own availability is collected in their words and handed to the recruiter. Silence gets three follow-ups a day apart, then the recruiter is told. 6. Booked, safely. Before booking, the chosen time is re-checked — if it was taken while the candidate deliberated, nothing is booked, the candidate is told a person will follow up, and the recruiter gets the case. Otherwise the calendar event is created with every participant invited, a Meet link added for video interviews, the Interviews tab updated, and the candidate sent a confirmation with the preparation notes for that job. 7. Rescheduling. Set the application's next_action back to "schedule_interview": the agent cancels the old event (notifying every attendee) and offers fresh times.

What's included

The key things this template does for you.

An Interviews log and per-job InterviewRules in the shared recruiting workbook, created in your Drive on the first run

Free/busy checks across the whole interviewer panel — the contents of their calendars are never read or shown

A numbered offer email per candidate in your time zone, with three follow-ups on silence

A re-check at booking time, so a person is never double-booked

A Google Calendar event with every participant invited, and a Meet link for video interviews

A confirmation email carrying the preparation notes you wrote for that job

Accommodation requests recorded verbatim and passed to a person — never treated as information about the candidate

Works with the Screening and Qualification agents through the shared workbook, or alone: set next_action to schedule_interview on any application row

Installation

What setting this up involves.

Connect Google Sheets — the agent creates and maintains its own workbook in your Drive.

Connect Google Calendar with an account that can see your interviewers' free/busy (accounts in the same Google Workspace usually can by default).

Connect the Gmail account scheduling emails should come from.

Enter your company name and description, the recruiter's name and email, and an escalation address.

Set your time zone (IANA name, e.g. Europe/Lisbon) and the data-retention notice candidates should see.

Open the workbook it creates and fill the InterviewRules tab for each job — interviewer emails, format, duration, working hours. The sample rows show the shape.

To watch one run end to end, set an Applications row's next_action to schedule_interview.

~6 min to launch

Free to start. You will sign in first, then set it up.

Connect 3 tools, fill in a few details, and install it. No coding.

FUNCTION

Human Resources