How to Build a Logic-Based Workflow in Make for Automated Interview Scheduling and Confirmation: A Step-by-Step Guide
In today’s fast-paced recruitment landscape, efficiency is paramount. Manual scheduling and confirmation of interviews can be a time-consuming bottleneck, prone to errors and delays. This guide provides a detailed, step-by-step approach to building a robust, logic-based workflow in Make (formerly Integromat) that automates the entire interview scheduling and confirmation process. By leveraging Make’s powerful automation capabilities, you can ensure a seamless, professional candidate experience while freeing up valuable time for your recruitment team to focus on core tasks like candidate sourcing and evaluation. This workflow is designed for scalability and precision, integrating key tools to manage your recruitment pipeline effectively.
Step 1: Set Up Your Initial Trigger and Data Collection
The foundation of any automated workflow is its trigger. Begin by creating a new scenario in Make and selecting a “Watch new entries” trigger from your applicant tracking system (ATS), form submission tool (e.g., Google Forms, Typeform), or CRM (e.g., HubSpot, Salesforce). This trigger will initiate the workflow whenever a new candidate application or a specific status change occurs. Ensure the trigger is configured to capture all necessary candidate information, such as name, email, phone number, and perhaps a desired interview slot if pre-selected. Verify that the connection to your chosen platform is active and properly authenticated to prevent data fetching issues down the line. This initial data pull is crucial for subsequent steps, so confirm all required fields are being accurately retrieved before proceeding.
Step 2: Implement Logic for Candidate Qualification and Filtering
With candidate data in hand, the next critical step is to apply a filter module in Make to implement your qualification logic. This filter determines which candidates proceed to the scheduling phase based on predefined criteria. For example, you might filter candidates based on specific keywords in their resume (if parsed), their answers to screening questions, or their status in your ATS. This ensures that only qualified candidates are offered an interview slot, preventing unnecessary scheduling efforts. Multiple conditions can be combined using AND/OR operators within the filter, allowing for complex qualification rules. Rigorously test your filter with various data sets to ensure it correctly identifies eligible candidates, upholding the quality of your interview pipeline.
Step 3: Integrate with Your Calendar and Identify Available Slots
Once a candidate passes the qualification filter, the workflow needs to access your team’s availability. Integrate a module for your preferred calendar application, such as Google Calendar or Outlook Calendar. Configure this module to search for available time slots based on your interviewers’ calendars and predefined meeting durations. You might set criteria such as “find 30-minute slots between 9 AM and 5 PM on weekdays.” This step is crucial for preventing double-bookings and ensuring that proposed times are genuinely open. Consider incorporating multiple interviewers’ calendars if team interviews are common, using aggregators if necessary to find common availability. This ensures a realistic and efficient scheduling process that respects everyone’s time.
Step 4: Generate Personalized Interview Invitations with Options
After identifying available slots, use a text formatter or an email module (e.g., Gmail, SendGrid, Mailgun) to construct a personalized interview invitation. This invitation should include 2-3 specific date and time options pulled directly from the calendar search in the previous step, allowing the candidate to choose their preferred slot. Dynamically insert candidate details (name, role applied for) and interviewer names for a professional touch. Crucially, each option should include a unique link (e.g., a Calendly link or a custom link generated within Make) that, when clicked, allows the candidate to confirm their choice. This interactive approach empowers candidates and simplifies the selection process for both parties.
Step 5: Capture Candidate Choice and Confirm Interview
This step involves setting up a webhook or a “Watch specific event” module that listens for the candidate’s selection. When a candidate clicks one of the options in the invitation email, this module should capture their choice. Immediately following this, add a module to create a calendar event in the chosen interviewer’s calendar with all the relevant details: candidate name, interview type, date, time, and location (virtual meeting link). Simultaneously, send a confirmation email to the candidate, reiterating the interview details and providing any necessary preparation instructions. Update the candidate’s status in your ATS or CRM to “Interview Scheduled” to maintain an accurate and up-to-date record, ensuring your recruitment team is always informed.
Step 6: Send Automated Reminders and Post-Interview Follow-Up
To minimize no-shows and enhance the candidate experience, implement automated reminder emails. Schedule these to be sent 24-48 hours before the interview using a “Set a date/time” function or a “Delay” module followed by an email sender. The reminder should reconfirm the date, time, and meeting link. Furthermore, extend the workflow to include post-interview follow-up. After the interview (triggered by the calendar event ending or a specific time past the interview), send a thank-you email to the candidate. This step can also include a feedback form for the interviewer or an automated task to update the candidate’s status to “Post-Interview” in your ATS. These touches demonstrate professionalism and a commitment to communication.
If you would like to read more, we recommend this article: The Automated Recruiter’s Edge: Clean Data Workflows with Make Filtering & Mapping
