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Launch Plan
Interview Scheduling Automation
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build phases work, and what you need to provide to get the automation live. It is written for the process owner and the HR team, not for a technical audience. FullSpec handles every part of the build, testing, and configuration. Your role is to supply the tool access described in Section 03 and confirm one key decision before build begins. Everything else is handled for you.
01What you're launching
Right now, every time a candidate advances to an interview stage in Greenhouse, a recruiter manually scans multiple calendars, drafts an email with available slots, waits on a reply, creates the calendar event, sends a confirmation, messages each interviewer on Slack, sets a reminder, and finally updates the ATS. That chain of steps takes between two and five hours per hire and breaks down further when a reschedule is needed. This automation replaces the entire coordination loop. The moment Greenhouse detects a stage change, three purpose-built agents take over: one matches availability across interviewer calendars, one handles the booking link, calendar event, and all notifications, and one writes the confirmed details back into Greenhouse. Your recruiter's only remaining task is handling the rare exception where no slot can be found automatically.
Process
Interview Scheduling
Trigger
Candidate status changes to an interview stage in Greenhouse
Final output
Confirmed calendar event for all parties, interviewer Slack briefing sent, day-before reminder scheduled, and Greenhouse candidate record updated
Agents being built
3 agents: Availability Matching Agent, Scheduling and Comms Agent, ATS Update Agent
Tools involved
Greenhouse, Calendly, Google Calendar, Gmail, Slack, Notion
Volume
Approximately 15 interview rounds per month
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02How the build works
The build is divided into four stages: Connect, Build, Test, and Launch. FullSpec runs and manages each stage end to end. You will be asked to take a small number of actions at specific points, mostly providing credentials and confirming one configuration decision. The stages run in sequence, with Build being the longest phase, as it covers all three agents and their integrations. The table under each stage banner shows exactly who does what.
Complexity level: Moderate. Estimated delivery window: 3 to 4 weeks of business days. The delivery clock starts at the close of Connect, not payment. If credential access or Greenhouse plan confirmation takes time, the timeline shifts accordingly.
1Connect
Business days 1 to 3
FullSpec
Sends you a credential request list covering Greenhouse, Google Calendar, Calendly, Gmail, Slack, and Notion. Schedules a short call to confirm the Greenhouse API tier and interview panel rules. Documents the stage logic and any panel constraints.
You
Provide admin access or API credentials for each tool listed in Section 03. Confirm which Greenhouse plan you are on. Share the Notion doc or notes describing your interviewer panel rules and interview stage names.
2Build
Business days 4 to 14
FullSpec
Builds the Availability Matching Agent (Notion panel rules plus Google Calendar slot computation), the Scheduling and Comms Agent (Calendly booking link delivery, calendar event creation, Gmail confirmation, Slack interviewer briefing, and day-before reminder), and the ATS Update Agent (Greenhouse write-back on confirmed booking). Also builds the reschedule path so a candidate rebook fires all downstream steps again automatically.
You
Remain available for any clarification questions about panel rules or Slack channel names. No technical input is required during this phase.
3Test
Business days 15 to 18
FullSpec
Runs a minimum of 10 end-to-end test scenarios covering standard booking, candidate reschedule, interviewer cancellation, and the no-booking exception path. Confirms every Greenhouse record is updated correctly after each run. Provides you with a summary of test results.
You
Review the test results summary. Flag any output that does not match how your team expects to see data in Greenhouse or Slack. Sign off that the test results are acceptable before Launch begins.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live mode against your production Greenhouse environment. Monitors the first five live interview rounds end to end and confirms outputs are correct. Delivers all supporting documents including the Runbook, Integration and API Spec, and Test and QA Plan.
You
Notify your recruiting team that the manual scheduling process is being retired. Direct any scheduling exceptions to the process described in the Runbook. Contact support@gofullspec.com for any issues observed in the first week.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or your team. The table below lists each tool, exactly what access is needed, and when you need to provide it. Everything in this table should be ready before Connect closes so the build phase can start without delay.
Greenhouse
API key with read and write permissions on candidate records and webhooks enabled for stage change events. Confirm your Greenhouse plan supports API write-back.
Before Connect closes
Google Calendar
OAuth credentials granting read access to each interviewer's calendar. Each interviewer will need to authorise the connection once via a short link FullSpec provides.
Before Connect closes
Calendly
Admin login or API key for your Calendly account. A Calendly team or professional plan is required to scope booking pages to specific interviewer availability windows.
Before Connect closes
Gmail
OAuth access to the recruiter or team Gmail account used for candidate outreach. Scoped to send-only so no inbox data is read beyond what is needed to confirm booking replies.
Before Connect closes
Slack
A Slack bot token with permission to post messages to the channel or channels where interviewers receive notifications. Your Slack admin can generate this in a few minutes.
Before Connect closes
Notion
Read access to the Notion page or database where your interviewer panel rules and role configurations are stored. An integration token generated from your Notion workspace settings is sufficient.
Before Connect closes
One decision to confirm before Connect closes: your Greenhouse plan level. Greenhouse API write-back, which is what lets the automation update the candidate record automatically, is only available on certain paid tiers. If your current plan does not include API write-back, the ATS Update Agent cannot be built as designed and a plan upgrade will be needed before build begins. Confirm this with your Greenhouse account manager or check your plan settings before the Connect call.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Handle exception cases flagged by the automation when no suitable slot can be found or a candidate raises a question outside the system. Update interviewer panel rules in Notion when hiring panels change. Contact support@gofullspec.com if you observe unexpected behaviour.
Scanning interviewer calendars manually. Drafting and sending scheduling emails. Creating calendar events by hand. Sending day-before reminders. Notifying interviewers via Slack manually. Updating Greenhouse with confirmed interview dates.
FullSpec
Monitor automation health and respond to support requests at support@gofullspec.com. Apply fixes if any connected tool changes its API behaviour or authentication requirements. Advise on process changes if your hiring volume or panel structure evolves significantly.
Not applicable.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation processes your first live interview rounds. A small number of edge cases may surface, such as interviewers with unusual calendar sharing settings or a Calendly slot conflict. FullSpec monitors these closely and resolves them during the same week.
At least 3 interview rounds complete end to end with no manual recruiter input. Greenhouse records update automatically within one minute of a confirmed booking. No candidate waits more than 10 minutes for a booking link after their stage changes.
Month 1
The automation is handling the full monthly volume of approximately 15 interview rounds. Recruiters are no longer involved in the scheduling loop except for genuine exceptions. The team is using the Runbook to manage those exceptions confidently.
Recruiter scheduling time drops from 3.0 hours per week to under 0.5 hours per week. Reminder delivery rate reaches 100 percent with zero forgotten reminders. Candidate-to-invite time is consistently under 10 minutes per round.
Month 3
The process is stable and running without active oversight. Any reschedule requests are handled automatically through Calendly without restarting the email chain. The team has likely identified one or two process improvements, such as updated panel rules or a new interview format, and Notion has been updated to reflect them.
Approximately 37 recruiter hours recovered since go-live. Annual cost saving trajectory is on track toward $7,800 per year. No manual scheduling steps remain in regular use. Your hiring pipeline data in Greenhouse is consistently up to date without any data entry.
Next step: the fastest way to get started is to confirm your Greenhouse API plan and gather the credentials listed in Section 03. Once those are ready, contact the FullSpec team at support@gofullspec.com to schedule your Connect call and start the delivery clock.
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