FS-DOC-03Operations
Process Runbook / SOP
Interview Scheduling Automation
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating guide for your HR team once the Interview Scheduling automation is live. It explains what the system does at each step, what your team is responsible for, how to handle exceptions when they arise, and who to call when something needs attention. FullSpec builds, tests, and monitors the automation end to end. Your team's role is to manage the single human checkpoint described in Section 02 and to keep the Notion panel rules up to date as your hiring process evolves.
01Process overview
The Interview Scheduling automation removes the calendar ping-pong that currently consumes two or more hours of recruiter time per hire. When a candidate is moved into an interview stage in Greenhouse, the system immediately identifies the correct interviewer panel from Notion, checks all relevant Google Calendars for overlapping availability, and sends the candidate a scoped Calendly booking link via Gmail. Once the candidate self-books, the automation creates the calendar event for all parties, sends each interviewer a Slack briefing with the candidate's CV link, fires a timed day-before reminder to the candidate, and writes the confirmed details back to the Greenhouse record. The recruiter's only active task is stepping in when the candidate does not book within the expected window and the system flags an exception.
Process name
Interview Scheduling
Trigger
A candidate record moves into an interview stage in Greenhouse (detected via webhook)
Final output
Confirmed calendar invite for all parties, interviewer Slack briefings, a day-before reminder to the candidate, and an updated Greenhouse record
Agents running
Availability Matching Agent, Scheduling and Comms Agent, ATS Update Agent
Tools involved
Greenhouse, Notion, Google Calendar, Calendly, Gmail, Slack
Weekly volume
~15 interview rounds per month (approximately 3 to 4 per week)
Human checkpoint
Recruiter handles cases where the candidate has not booked within the permitted window
Process owner
[Your name] — HR Manager / Recruiter
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02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this entire process. If a candidate has not booked a slot via Calendly within the permitted window (typically 48 hours), the system flags the exception and sends you a notification. At that point, you follow up directly with the candidate by phone or email and, if needed, send a revised booking link or arrange an alternative time. Every other step below is handled automatically by the system without any action from your team.
Step
What happens
Who acts
Type
1
Greenhouse detects that a candidate record has moved into an interview stage via a webhook and fires the automation workflow immediately.
System
Automated
2
The Availability Matching Agent reads the Notion panel configuration for the relevant role to identify which interviewers are assigned and what interview format and duration apply for this stage.
Availability Matching Agent
Automated
3
The agent queries each assigned interviewer's Google Calendar via API and computes the first three overlapping windows that satisfy the required duration and participant constraints.
Availability Matching Agent
Automated
4
A scoped Calendly booking link, pre-loaded with only the computed available windows, is emailed to the candidate via Gmail within minutes of the stage change being detected.
Scheduling and Comms Agent
Automated
5
The system monitors Calendly for a confirmed booking. If the candidate books successfully, the workflow continues. If no booking is made within the permitted window, a flag is raised for the recruiter to act on.
System (decision point)
Automated
6
If the candidate has not booked within the permitted window, the recruiter receives a notification and manually follows up by phone or email. The recruiter may resend the booking link or arrange an alternative slot directly.
Recruiter
Human
7
On confirmed booking, the Scheduling and Comms Agent creates a Google Calendar event with the candidate, all interviewers, and the video conferencing link included as attendees and meeting description.
Scheduling and Comms Agent
Automated
8
Each interviewer receives an individual Slack message containing the candidate's name, a direct link to their CV in Greenhouse, the interview date and time, and their specific focus area for the session.
Scheduling and Comms Agent
Automated
9
A timed Gmail reminder is sent to the candidate 20 hours before the interview start time, including the meeting link and any preparation instructions relevant to the role.
Scheduling and Comms Agent
Automated
10
The ATS Update Agent writes the confirmed interview date, time, and assigned interviewer names back to the candidate's Greenhouse record so the hiring pipeline reflects the current scheduled state without any manual data entry.
ATS Update Agent
Automated
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03Handling exceptions
The table below covers the situations your team is most likely to encounter. For each scenario, the system's automatic response is described first, followed by what action your team needs to take. Most exceptions require only a short, straightforward response from the recruiter.
Situation
What the system does
What you do
No available overlapping slots found across interviewers
The Availability Matching Agent finds zero valid windows after querying all assigned Google Calendars. The workflow pauses and sends an alert to the process owner via email or Slack.
Review interviewer calendars manually, block out a slot by agreement, and update one or more interviewers' Google Calendar to create the needed availability. The system will retry the query once an updated slot appears, or you can trigger the booking link manually from the Calendly dashboard.
Candidate does not book within the permitted window
After the configured waiting period (default 48 hours), the system sends a chase reminder email to the candidate automatically via Gmail and notifies the recruiter that no booking has been made.
If the candidate still does not book after the automatic chase, contact them directly by phone or email. If they have become unresponsive, escalate to the hiring manager. You can resend a fresh booking link from Calendly or arrange an alternative time and create the calendar event manually if needed.
Duplicate candidate record triggers the workflow twice
The automation detects a stage-change webhook for a candidate ID that already has an active scheduling workflow in progress. The second trigger is suppressed and a duplicate-detection alert is logged.
Check Greenhouse to confirm whether the candidate has a duplicate record or was inadvertently moved to the interview stage twice. Merge or archive the duplicate record in Greenhouse as appropriate. No scheduling action is needed unless the original workflow was also in error.
An interviewer's Google Calendar is not accessible or returns an error
The Availability Matching Agent logs the calendar read failure and retries up to three times at five-minute intervals. If all retries fail, the workflow pauses and notifies the process owner.
Check that the interviewer's Google Calendar is still connected with the correct permissions. If they have changed their Google Workspace settings or revoked access, reconnect the calendar through the integration settings. Contact FullSpec support at support@gofullspec.com if the access issue cannot be resolved quickly.
Candidate requests a reschedule after the event is confirmed
If the reschedule request comes through Calendly (the candidate selects a new slot themselves), the system cancels the original event, creates a new one, re-sends all notifications, and updates the Greenhouse record automatically.
If the reschedule request arrives by email or phone rather than through Calendly, you must cancel the existing calendar event manually in Google Calendar, then resend the Calendly booking link to the candidate so they can self-select a new slot. The system will complete the rest of the flow automatically once a new booking is confirmed.
A connected tool is unavailable (Calendly, Gmail, or Slack outage)
The automation platform detects a failed API call and retries with exponential back-off for up to 30 minutes. If the tool remains unavailable, the workflow is paused and an alert is sent to the process owner. Partially completed steps (such as a calendar event already created) are preserved and not duplicated on retry.
Check the status page of the affected tool to confirm whether the outage is platform-wide. If it will resolve quickly, wait for the system to retry automatically. If the outage is extended and a candidate is waiting, send the booking link manually from the Calendly dashboard and notify interviewers via Slack or email directly. Log the incident and contact support@gofullspec.com if the automation does not resume correctly once the tool comes back online.
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04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed and the automation is live. Keep this table in a shared location so any team member can find the right contact quickly during an exception or outage.
Role
Name
How to reach them
Process owner (HR Manager)
[Your name]
[Your email or Slack handle]
Day-to-day recruiter
[Rep name]
[Rep email or Slack handle]
Hiring manager (escalation)
[Hiring manager name]
[Hiring manager email]
Greenhouse account admin
[Admin name]
[Admin email]
FullSpec build team
FullSpec
support@gofullspec.com — for automation errors, logic changes, or integration failures
FullSpec support
FullSpec Support
support@gofullspec.com — for account queries, access issues, or general questions
When to contact FullSpec: reach out to support@gofullspec.com if the automation stops triggering on Greenhouse stage changes, if a connected tool loses its integration and cannot be reconnected through the settings, if you need to change the panel rules logic or add a new interview stage, or if you notice unexpected duplicate bookings or missed Greenhouse record updates. For routine Notion panel updates and minor Calendly configuration changes, your team can handle these directly using the guidance in Section 05.
05Ongoing maintenance
The automation requires very little ongoing effort from your team. The tasks below cover everything needed to keep it running accurately as your hiring process evolves. Assign a named owner to each task before go-live.
Whenever a role or panel changes
Update the interviewer panel rules in Notion for the affected role. This includes changes to assigned interviewers, interview format, duration, or any stage-specific constraints. The Availability Matching Agent reads directly from Notion, so outdated entries will produce incorrect slot calculations.
Recruiter or HR Manager
Whenever email or Slack templates need updating
Review and update the Gmail confirmation and reminder templates and the Slack briefing message template within the automation platform settings. Contact FullSpec at support@gofullspec.com if you need help locating the template editor for your build.
HR Manager or FullSpec
Monthly spot-check
Run a manual check on five recent scheduling runs: confirm that the Greenhouse record was updated correctly, that calendar invites were created with the right participants, and that reminder emails were sent on time. Flag any discrepancies to FullSpec support.
HR Manager
Monthly error-log review
Review any error or exception alerts that fired during the month. Check whether recurring failures point to a tool permission issue, a Notion data gap, or a pattern in candidate non-response. Document any repeated exception types and discuss with FullSpec if a logic adjustment is needed.
HR Manager
Whenever a team member joins or leaves
Update the contacts table in Section 04 of this runbook. If the departing team member had Google Calendar or Greenhouse access tied to the integration, update the connected credentials through the automation platform settings or contact FullSpec to transfer ownership of any authenticated connections.
HR Manager
Quarterly volume review
Check whether the monthly interview volume has changed significantly from the 15 rounds per month baseline. If volume has grown substantially, review whether Calendly plan limits, Google Calendar API quotas, or Gmail sending limits are being approached and contact FullSpec to assess whether any configuration changes are needed.
HR Manager and FullSpec
The most common maintenance issue for this process: outdated Notion panel rules. When a new interviewer joins a hiring panel or an existing interviewer moves role, the Notion configuration is rarely updated immediately. This causes the Availability Matching Agent to query the wrong calendars and generate incorrect booking windows. Make updating Notion part of your standard process for any panel change, not an afterthought.
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