How to Build an Automated Interview Scheduling Workflow in Make.com from Scratch
Streamlining your interview process is crucial for efficient talent acquisition. Manually coordinating schedules can be a significant time sink. This guide will walk you through building a robust, automated interview scheduling workflow using Make.com (formerly Integromat), integrating your calendar, ATS, and communication tools to create a seamless candidate experience from the ground up.
Step 1: Define Your Workflow Requirements and Triggers
Before diving into Make.com, clearly outline what your automated workflow needs to achieve. Consider the specific events that should trigger the scheduling process – for instance, a candidate reaching a certain stage in your Applicant Tracking System (ATS), a form submission, or an email action. Identify all data points required for scheduling, such as the candidate’s name, email, preferred availability, and the specific role they’re interviewing for. Understanding these initial parameters is fundamental to designing an effective and truly automated system, ensuring all necessary information is captured at the outset and subsequent steps flow logically and without manual intervention. This clarity prevents rework and optimizes the entire automation build.
Step 2: Connect Your ATS and Trigger Module in Make.com
Begin your Make.com scenario by adding your Applicant Tracking System (ATS) as the first module. Most popular ATS platforms (e.g., Greenhouse, Workable, Lever, Zoho Recruit) have direct integrations or offer webhook capabilities. Configure the ATS module to trigger the scenario when a candidate’s status changes to “Interview Stage” or similar. Alternatively, if your ATS lacks direct integration, use a Webhook module to receive data from your ATS’s webhook functionality or an email parser to extract information from notifications. Ensure the data received includes essential candidate details like name, email, and the job ID, as these will be vital for subsequent steps in the workflow.
Step 3: Integrate Your Calendar and Check Availability
The next crucial step involves integrating your calendar system (e.g., Google Calendar, Outlook Calendar) into your Make.com scenario. Utilize the calendar module to check for available time slots based on your interviewers’ schedules. You might need to set up rules for preferred interview durations and buffer times between interviews. For more complex availability management, consider using a scheduling tool like Calendly or Chili Piper as an intermediary, integrating it with Make.com to leverage its robust scheduling logic. The goal here is to dynamically find suitable interview slots without any manual cross-referencing, presenting only viable options to the candidate.
Step 4: Generate Personalized Interview Slots and Candidate Communication
Once available slots are identified, construct a personalized communication for the candidate. This typically involves using a Text Parser or a custom HTML email module within Make.com to create a dynamic email or message. Embed unique links to the available time slots generated in the previous step, allowing the candidate to select their preferred time with a single click. Ensure the communication is professional, clear, and includes all necessary details like the interview panel, duration, and any preparation instructions. This step is critical for candidate experience, providing convenience and reducing back-and-forth communication.
Step 5: Confirm Booking and Update ATS
After the candidate selects a time slot, the workflow must confirm the booking and update all relevant systems. Use a new module (e.g., a Webhook or a Calendar module) to capture the candidate’s selection. Then, automatically create the calendar event for the interviewers and the candidate. Crucially, update the candidate’s status in your ATS to reflect the scheduled interview. This ensures your recruitment team always has the most current information. Additionally, you might want to send a confirmation email with calendar invites attached and set up automated reminders for both the candidate and the interviewers, minimizing no-shows and ensuring a smooth interview day.
Step 6: Handle Rescheduling and Follow-Ups (Optional but Recommended)
While the core scheduling is automated, a robust workflow should also account for rescheduling and follow-ups. You can extend your Make.com scenario to handle candidate requests to reschedule by triggering a similar process as the initial booking, but perhaps with different communication templates. For follow-ups, schedule automated emails to be sent post-interview, whether it’s a thank-you note, a request for feedback, or notification of the next steps. Proactive management of these scenarios via automation significantly enhances the candidate experience and reduces the administrative burden on your recruitment team, allowing them to focus on qualitative assessments rather than logistical challenges.
If you would like to read more, we recommend this article: The Automated Recruiter: 10 Make Campaigns for Strategic Talent Acquisition
