Enhance your hiring pipeline by automating interview management post-screening. This workflow runs every 5 minutes to s…
Enhance your hiring pipeline by automating interview management post-screening. This workflow runs every 5 minutes to scan upcoming Google Calendar events, filter relevant interviews, send timely email reminders to candidates and internal teams, and handle result submissions via webhook — updating statuses in Google Sheets and notifying via Gmail based on pass/fail outcomes. Ensure no interviews slip through the cracks with proactive reminders and instant feedback loops. What This Template Does Step 1: Triggers every 5 minutes to proactively check for upcoming interviews. Step 2: Fetches all Google Calendar Events and identifies interview-related ones. Step 3: Filters Upcoming Interviews based on event details (e.g., candidate name, role). Step 4: Sends Reminder Emails to candidates and interviewers via Gmail for preparation. Step 5: Receives Webhook Submission of interview results (pass/fail) post-event. Step 6: Updates Google Sheet with result data, including feedback and updated status. Step 7: Branches on result: → Passed: Sends congratulatory Email to Candidate and advances status. → Failed: Sends polite Failure Notification and closes the loop. Key Benefits ✅ Reduces no-shows with automated reminders ✅ Centralizes interview tracking in Google Sheets ✅ Instant Gmail notifications for pass/fail decisions ✅ Minimizes manual status updates ✅ Improves candidate experience with timely communication ✅ Ensures audit-ready logs of all interactions Features Cron-triggered checks every 5 minutes Google Calendar integration for event fetching Smart filtering for interview-specific events Gmail-powered reminder and notification emails Webhook for secure result submissions Conditional branching on pass/fail Real-time Google Sheets append/update Comprehensive sheet structure for tracking Requirements GOOGLE_SHEET_ID**: Your Google Sheet ID (structured as below) Credentials Needed:** Google Calendar OAuth2 Gmail API Key Customize:** • Event filter criteria (e.g., keywords like "Interview") • Reminder timing (e.g., 24 hours before) • Email templates for reminders and results • Webhook endpoint for result submission Google Sheet Structure: Create a sheet with columns: Candidate Email Interview Link Status Result Meet Link Feedback Updated At Target Audience Recruiters juggling multiple interview schedules 🗓️ HR teams focused on candidate engagement 💬 Hiring managers needing quick result turnarounds ⚡ Growing companies scaling interview volumes 📈 Remote teams relying on calendar and email sync 🌐 Step-by-Step Setup Instructions Set up Google Sheet → Create sheet with the specified columns: Candidate Email, Interview Link, Status, Result, Meet Link, Feedback, and Updated At. → Replace YOUR_SHEET_ID in the workflow with your actual Sheet ID. Configure Calendar Integration → Connect Google Calendar OAuth2 and select the relevant calendar (e.g., hiring@company.com). Define Event Filters → In the "Filter Upcoming Interviews" node, set keywords (e.g., "Candidate Interview") to match event titles/descriptions. Customize Reminders → Edit the "Send Reminder to Candidate" template (e.g., include interview link and prep tips). → Set reminder offset (e.g., 1 day before event). Set Up Webhook for Results → Generate and expose the webhook URL for your interview form/tool to submit pass/fail data. Connect Gmail → Enable Gmail OAuth2. → Define sender email and customize pass/fail templates. Test the Flow → Create a test calendar event for an upcoming interview. → Wait 5 minutes or trigger manually → Verify reminder email. → Submit test webhook result → Check sheet update and notification email. Go Live → Enable the 5-minute cron trigger. → Monitor sheet for real entries on Thursday, October 23, 2025, or your next interview day. An n8n automation workflow template by Oneclick AI Squad.
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