👥 Automated Interview Tracker with Google Calendar, Sheets & Gmail Alerts

⚡ 147 views · 👥 HR & Recruitment

Description

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:
  1. Google Calendar OAuth2
  2. 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:

1. 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

1. 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.

2. Configure Calendar Integration
    → Connect Google Calendar OAuth2 and select the relevant calendar (e.g., hiring@company.com).

3. Define Event Filters
    → In the “Filter Upcoming Interviews” node, set keywords (e.g., “Candidate Interview”) to match event titles/descriptions.

4. 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).

5. Set Up Webhook for Results
    → Generate and expose the webhook URL for your interview form/tool to submit pass/fail data.

6. Connect Gmail
    → Enable Gmail OAuth2.
    → Define sender email and customize pass/fail templates.

7. 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.

8. Go Live
    → Enable the 5-minute cron trigger.
    → Monitor sheet for real entries on Thursday, October 23, 2025, or your next interview day.

🔗 Nodes Used

Google Sheets, Webhook, Google Calendar, Gmail, Schedule Trigger, Filter

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup