👥 Automate daily interview schedule delivery from Google Calendar to Gmail

⚡ 247 views · 👥 HR & Recruitment

Description

This n8n workflow automatically fetches all interview events scheduled for today from a specified Google Calendar and sends a personalized email to each interviewer. The email contains a formatted HTML table listing their interview details, including meeting times, Google Meet links, and attendees with their response status.

This ensures all interviewers are informed daily at 8:00 AM IST without any manual coordination.

Who’s it for

• Interviewers who want a quick morning packet instead of opening multiple calendar tabs.
• Recruiters/coordinators who need a reliable, zero‑friction daily brief for interviewers.
• Teams that paste CV/notes links directly into calendar events (no file search required).

How it works

1. Cron triggers daily at 08:00 IST.
2. Google Calendar reads today’s events from the Interviews calendar.
3. A Code step parses each event to identify interviewers and extract candidate details, meeting link, and any CV: / Notes: links from the description and create a table to share via Gmail.
4. A grouping step compiles a per‑interviewer list for the day.
5. Email (Gmail) sends one digest to interviewer.

How to set up

1. Ensure all interviews are scheduled on the Google Calendar named Interviews and that interviewers are added as attendees.
2. Add CV: <url> and Notes: <url> in the event description when available.
3. Import the workflow and add credentials:
   • Google Calendar (OAuth)
   • SMTP/Gmail for sending the email digests
4. Keep the default 08:00 IST schedule in the Cron node or adjust as needed.

Requirements

• Google Workspace account with access to the Interviews calendar.
• Gmail sender account for digests (App Password if using 2FA).
• n8n instance (cloud or self‑hosted).

Steps

Trigger Schedule

• Node: Schedule Trigger
• Purpose: Starts the workflow daily at 8:00 AM.

Fetch Interview Events

• Node: Google Calendar(Fetch Interview Events)
• Purpose: Retrieves all events (interviews) from the configured calendar.
• Output: Event details including summary, time, and organizer email.

Group & Format Schedule

• Node: HTML Table (JavaScript Code Node)

• Purpose: Groups events by interviewer email and generates an HTML schedule table.

• Output: Formatted fields:

  • interviewer_email
  • subject
  • htmlContent

Send Personalized Emails

• Node: Gmail
• Purpose: Sends the formatted interview schedule to each interviewer’s email address.
• Send To: Dynamically set using ={{ $json.interviewer_email }}
• Subject: "Interview Reminder"
• Body: ={{ $json.htmlContent }} (HTML)

How to customize the workflow

• Parsing rules: If your event titles follow a pattern (e.g., Onsite – {Candidate} – {Role}), tweak the regex in the Code node.
• Attendee logic: Refine how interviewers are detected (e.g., filter only accepted responses, or include tentative).
• Digest format: Adjust table columns/order, or add role/team labels from the title.
• Schedule: Duplicate the Cron for regional time zones or add a midday refresh.

Add-ons to level up the Workflow with additional nodes

• Reminder pings: Add 10‑minute pre‑interview reminders via Email or Slack/Teams.
• Conflict alerts: Flag if an interviewer is double‑booked within a 15‑minute window.
• Feedback follow‑up: After the scheduled time, DM or email a standardized feedback form link.
• Drive search (optional): If you later want auto‑attach CVs, add a Google Drive search step (by candidate name) in a designated folder.

Common troubleshooting points

• No events found: Confirm the calendar name is Interviews and that events exist today.
• Missing links: If CV/notes links aren’t in the email, add CV:/Notes: links to the event description.
• Email not sent: Verify SMTP credentials, from‑address permissions, and any sending limits.
• Time mismatch: Confirm workflow timezone and Calendar times are set to Asia/Kolkata (or adjust).

A short note

If you need help tailoring the parsing rules, adjusting the schedule or troubleshooting any step, feel free to reach out we will happy to help.

🔗 Nodes Used

Google Calendar, Gmail, Schedule Trigger

📥 Import

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

📖 Importing guide · 🔑 Credential setup