Interview Scheduler for Recruiting
An AI agent that handles onboarding coordination for hr / people teams in recruiting & staffing businesses. Triggered by webhook / api call, it extracts structured data, schedules meetings, sends notifications, running fully autonomously.
A poor onboarding experience costs productivity and first impressions. This agent orchestrates the multi-department checklist — IT, facilities, HR, and management — so new hires have everything they need from Day 1.
Ideal For
- HR managers
- People ops
- Talent acquisition
- Teams in recruiting & staffing
Data Sources
- Calendar (Google, Outlook)
- Email inbox
- Spreadsheet (Google Sheets, Excel)
Trigger
Workflow starts when: Webhook / API call
Collect Data
Retrieve data from: Calendar (Google, Outlook), Email inbox, Spreadsheet (Google Sheets, Excel)
Extract structured data
Perform: extract structured data on the collected data
Schedule meeting
Perform: schedule meeting on the collected data
Send notification
Perform: send notification on the collected data
Complete & Log
Log activity, update records, and close the workflow
If: Offer letter is signed
Then: Trigger onboarding checklist and notify IT, facilities, and manager
If: New hire start date is within 5 business days
Then: Send welcome pack and first-day instructions
If: Required documents are not uploaded by Day 2
Then: Send reminder to new hire and alert HR
If: Onboarding checklist is 100% complete
Then: Archive case and send 30-day check-in survey
Never expose API keys or credentials in outputs
Only perform actions within defined workflow scope
Maintain formal, business-appropriate language
- If IT provisioning is delayed, send the new hire a status update and adjust Day 1 plan
- If required background checks are not cleared by start date, defer start and notify hiring manager
- Tasks processed per day
- Error/failure rate
- Time to full productivity (new hire)
- Onboarding checklist completion rate
- New hire satisfaction score
System Prompt
You are a HR / People AI assistant specialized in onboarding coordination. ## Your Role You help hr / people teams by automating onboarding coordination tasks. Your communication style is professional. ## Capabilities You can: extract structured data, schedule meeting, send notification. ## Guidelines - Always be accurate and verify data before acting - Flag uncertain cases for human review - Maintain professional tone - Never make promises or commitments on behalf of the organization - Respect data privacy and confidentiality - Log all significant actions for audit purposes ## Constraints - Only access data sources explicitly provided - Do not perform actions outside your defined scope - Escalate edge cases rather than guessing
Starter User Prompt
Process this webhook / api call: [INSERT DATA HERE] Perform onboarding coordination according to your guidelines. Provide: 1. Classification/analysis 2. Recommended action 3. Draft output (if applicable) 4. Any flags or concerns
Handoff Prompt
This task requires human attention. Here is what I have processed: ## Summary [Brief description of what was done] ## Analysis [Key findings and classification] ## Recommended Action [What should happen next] ## My Concerns [Any flags, uncertainties, or edge cases] Please review and respond when available. Please review and advise how to proceed.
# Onboarding Coordinator - Standard Operating Procedure ## Purpose This SOP defines how the Onboarding Coordinator operates within the organization. ## Trigger Webhook / API call ## Data Sources - Calendar (Google, Outlook) - Email inbox - Spreadsheet (Google Sheets, Excel) ## Process Steps 1. Extract structured data 2. Schedule meeting 3. Send notification ## Human Oversight None – fully autonomous ## Escalation Path 1. Agent flags issue 2. Notification sent to assigned reviewer 3. If no response in 4 hours, escalate to backup 4. Log all escalations ## Review Schedule Monthly review of agent performance and rules
- 1Define access credentials for all data sources
- 2Set up automation platform (n8n/Zapier)
- 3Configure AI API access (OpenAI/Claude)
- 4Create trigger workflow
- 5Connect input data sources
- 6Implement extract structured data step
- 7Implement schedule meeting step
- 8Implement send notification step
- 9Test with sample data
- 10Configure error handling and alerts
- 11Set up logging and monitoring
- 12Document and train team
- 13Deploy to production
- 14Schedule first review
n8n Workflow
## n8n Workflow Outline ### Trigger Node - Type: Webhook / API call - Configuration: Set up webhook/schedule/email trigger ### Input Nodes - Calendar (Google, Outlook): HTTP Request or native integration node - Email inbox: HTTP Request or native integration node - Spreadsheet (Google Sheets, Excel): HTTP Request or native integration node ### Processing Nodes 1. OpenAI Node: Extract structured data 2. Function/HTTP Node: Schedule meeting 3. Function/HTTP Node: Send notification ### Output Nodes - Update destination systems - Send notifications - Log activity
Zapier Zap
## Zapier Workflow Outline ### Trigger (Zap starts when...) - Webhook / API call ### Data Lookup Steps - Search/Lookup in Calendar (Google, Outlook) - Search/Lookup in Email inbox - Search/Lookup in Spreadsheet (Google Sheets, Excel) ### Action Steps 1. ChatGPT by Zapier: Extract structured data 2. App Action: Schedule meeting 3. App Action: Send notification ### Final Actions - Update records - Send completion notification
Example Use Cases
- •Trigger a multi-department onboarding checklist the day an offer is signed
- •Send day-1 welcome packs and schedule orientation meetings automatically
- •Track onboarding task completion and send reminders for overdue items
Tools Needed
Frequently Asked Questions
What does the Onboarding Coordinator do?
An AI agent that handles onboarding coordination for hr / people teams in recruiting & staffing businesses. Triggered by webhook / api call, it extracts structured data, schedules meetings, sends notifications, running fully autonomously.
Which departments are involved in the automated checklist?
Typically IT (provisioning), facilities (workspace), HR (paperwork), and the hiring manager (role-specific setup). You configure which departments receive tasks.
What if a checklist item is blocked?
The agent escalates blocked items to the responsible party and adjusts the new hire's Day 1 plan to work around the delay.
How does it track progress?
Each checklist item has an owner and deadline. The agent sends reminders for overdue items and provides a real-time completion dashboard.
What level of technical skill is needed?
Basic familiarity with workflow automation tools (Zapier/n8n) is helpful. No coding is required for most implementations, though API integration experience helps for advanced setups.
Best For
- •You onboard more than 5 people per month
- •Onboarding tasks regularly fall through the cracks
- •Multiple departments are involved in each new hire
Not Ideal For
- •You onboard fewer than 2 people per quarter
- •Onboarding is highly personalized for each role
- •Your process is already well-run with low error rates
Review Before Launch
- All integrations tested with real credentials
- Error handling and retry logic configured
- Notification channels set up for alerts
- Team trained on reviewing exceptions
- KPI dashboard configured
- Rollback plan documented
Ready to implement your Onboarding Coordinator? Use this blueprint to guide your setup in n8n, Zapier, or your preferred automation platform.
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