1. The Problem: Why This Matters
Coordinating meetings over chat is often frustrating and slow. People drop availability in vague messages, back-and-forths drag out unnecessarily, and critical meetings slip through the cracks. Manual scheduling wastes time, introduces human error, and interrupts flow—especially in busy teams or when coordinating interviews with external candidates.
2. The Solution: How It Works
This automated interview scheduler connects live chat with Google Calendar to book meetings seamlessly. The system:
- Listens for relevant scheduling messages in chat.
- Uses AI to extract availability, time preferences, and context from the message.
- Retrieves availability data using custom logic tools.
- Converts the scheduling output into structured data.
- Books the meeting directly in Google Calendar and confirms back in the chat.
- If more information is needed, it automatically asks clarifying questions before proceeding.
3. Key Benefits
- Eliminates back-and-forth by automating the scheduling process.
- Uses natural language understanding to capture user intent.
- Ensures meetings are booked with accurate availability in real time.
- Reduces no-shows by confirming all details clearly.
- Works across time zones and variable inputs without manual effort.
4. Workflow in Action
- A chat message is received requesting an interview or meeting.
- AI processes the message and parses any available date/time info.
- Availability is cross-checked via backend logic.
- If all required details are present, the data is converted to JSON format.
- A Google Calendar event is created instantly.
- A confirmation message is returned to the user in chat.
- If details are missing, the bot follows up automatically to gather more information.
5. Example Use Case: Real-World Scenario
A hiring manager at a fast-growing startup receives an inbound message from a candidate via live chat. Instead of switching tools to coordinate an interview, the manager simply writes:
“Can we book a 30-minute chat with Alex next week?”
The workflow:
- Parses the message and identifies “next week” as the time window.
- Checks open slots in the team’s calendar using pre-set availability rules.
- Books the next available slot and sends the invite to both parties.
- Sends back a message: “Confirmed! You’re meeting Alex Tuesday at 11am.”
No admin overhead. No confusion. Just streamlined, AI-assisted scheduling.