How to Set Up Automated Interview Reminders in Keap Using Make.com and Your Calendar App

In the fast-paced world of recruiting, missed interviews are more than just an inconvenience; they represent lost opportunities and a drain on valuable resources. Ensuring candidates arrive prepared and on time is crucial for an efficient hiring process. This guide provides a detailed, step-by-step approach to automating interview reminders for your Keap-managed candidates by leveraging the powerful integration capabilities of Make.com (formerly Integromat) and your preferred calendar application. By setting up this automated workflow, you can significantly reduce no-show rates, enhance candidate experience, and free up your team to focus on core recruitment activities rather than manual follow-ups.

Step 1: Lay the Foundation and Define Your Trigger in Keap

Before diving into Make.com, ensure your Keap CRM is prepared. This automation assumes you have a standardized method for scheduling interviews, whether it’s through a Keap appointment booking page, a tag applied to a contact, or a specific field update. Identify the precise action within Keap that will signal a new interview has been scheduled. For instance, if you use Keap Appointments, the completion of an appointment booking form can serve as your trigger. Alternatively, you might apply a specific “Interview Scheduled” tag to a contact record. Understanding this trigger is fundamental, as it dictates how Make.com will initiate the reminder process. Verify that all necessary interview details—such as date, time, and candidate contact information—are consistently captured within the Keap contact record or the appointment details.

Step 2: Connect Keap to Make.com and Initiate Your Scenario

Once your Keap trigger is defined, log into your Make.com account and create a new scenario. Select Keap (formerly Infusionsoft) as your first module. Configure this module to “Watch Tags,” “Watch Appointments,” or “Watch Contacts,” depending on your chosen trigger from Step 1. If using a tag, specify the exact tag name. If watching appointments, you might filter for specific appointment types. This Keap module will act as the starting point, listening for the designated event. When the trigger condition is met (e.g., a new contact is tagged or an appointment is booked), Make.com will pull the relevant data, including the contact’s email, name, and any custom fields holding interview details like the date, time, and interview type. Ensure your Keap connection in Make.com is properly authenticated.

Step 3: Extract and Format Interview Data for Your Calendar App

With Keap data flowing into Make.com, the next crucial step is to extract and format the interview details so they can be seamlessly used by your calendar application. Use Make.com’s built-in tools, such as the “Set Multiple Variables” or “Text Parser” modules, to parse the raw data from Keap. This might involve extracting the date and time from a Keap appointment field and converting it into a format your calendar app (e.g., Google Calendar, Outlook Calendar) understands. Also, identify the candidate’s email address and name. You may need to use a “Date and Time” module to adjust time zones or ensure the date format is correct for your chosen calendar platform. Accuracy here is paramount, as incorrect formatting will lead to errors in scheduling the reminder.

Step 4: Integrate Your Calendar App and Schedule the Reminder

Now, add your calendar application module to your Make.com scenario. Common choices include Google Calendar, Microsoft Outlook Calendar, or even a custom API call for other platforms. Configure this module to “Create an Event” or “Add a Reminder.” Map the parsed interview details from the previous step to the corresponding fields in your calendar module. For instance, map the interview date and time to the event’s start time, the candidate’s email to an attendee field, and the interview type to the event title. Critically, set the reminder time. You might choose to set a reminder 24 hours and/or 1 hour before the interview time. This calendar event acts as the “ping” that triggers the reminder notification to the candidate via their personal calendar or email.

Step 5: Implement Reminder Delivery and Final Testing

While the calendar event itself often triggers a notification, you might want to send a more personalized email or SMS reminder directly from Keap. To do this, add another Keap module to your Make.com scenario, configured to “Send an Email” or “Apply a Tag” (which then triggers an email automation in Keap). This action should be set to occur at the reminder time you’ve determined (e.g., 24 hours before). You might use a “Delay” module in Make.com to pause the scenario until the precise reminder time. Once the scenario is built, perform thorough testing. Create a test contact in Keap, trigger the scenario, and verify that the calendar event is created correctly and that any follow-up emails are sent at the appropriate time. This ensures the entire automation chain functions flawlessly.

If you would like to read more, we recommend this article: The Automated Recruiter’s Ultimate Guide to Supercharging Keap with Make.com