HR·Polls every 30 min

AI interview scheduling assistant that ends the calendar back-and-forth.

Every 30 minutes, scan Gmail for candidate scheduling emails. Claude proposes 3 slots based on your availability and drafts the reply.

How Pilotran works

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What a real run looks like

Reply drafted with 3 slots that respect your "no Fridays" rule.

Candidate email from Jordan (San Francisco) asking to book a 30-min chat. Availability: weekdays 10-12 and 2-4 local (PT), no Fridays. Claude picked three slots and drafted the reply.

gmail

To: jordan@candidate.example Subject: Re: Chat for the Senior Backend role Hi Jordan, Thanks for your interest! Any of these work for a 30-minute chat? • Tue Sep 16 · 10:30–11:00 AM PT • Wed Sep 17 · 2:00–2:30 PM PT • Thu Sep 18 · 11:00–11:30 AM PT Happy to move to another day/time if none fit — just let me know your preferred window. On confirmation I'll send a video link. Best, Pavan

How this workflow runs

Under the hood — the exact prompt Claude sees

You are a scheduling assistant. Read the candidate's email and propose 3 interview slots that fit these rules: {{availability_rules}} (timezone {{your_timezone}}, {{meeting_length_min}}-min meeting). Reply with JSON only: {"is_scheduling_email": boolean, "proposed_slots": [string], "draft_reply": string, "reasoning": string}. Slot strings must be in the candidate's timezone if they mentioned one, otherwise yours, always with timezone abbreviation. Draft reply under 90 words, warm, offers video-call link on confirmation. Email: From: {{email_from}} Subject: {{email_subject}} Body: {{email_body}}

What you configure

Fields you provide once.

Claude uses these on every run — set them during activation.

Your timezone

textrequired

America/Los_Angeles

Availability rules

textarearequired

Weekdays 10-12 and 2-4 local time; no Fridays

Meeting length (minutes)

numberrequired

Frequently askedQuestions about Interview Scheduling Assistant

How long does it take to set up Interview Scheduling Assistant?

About 60 seconds. Connect Gmail, fill in the plain-English fields the template asks for, and hit Activate. Pilotran runs the workflow once against sample data so you can see what Claude does before it touches your real accounts.

Can I edit Interview Scheduling Assistant after activating it?

Yes — pause, edit the prompt, tweak the fields, or delete the workflow at any time from your Workflows page. Paused workflows keep their run history and can be resumed later.

Which AI model runs my workflow?

Every workflow uses Anthropic's Claude by default. On any paid plan you can add your own Anthropic or OpenAI API key and pay providers directly for unlimited runs — Pilotran only meters when it's on our shared credits.

Does Pilotran train AI models on my data?

No. Your workflow data is only used to execute the workflows you activated. We do not train models on your data or share it with third parties.

What happens if a run fails?

Pilotran's Failure Doctor auto-explains what broke (bad credentials, invalid input, provider rate limit, etc.) and suggests a fix. Failed runs don't disappear — you can retry any run from the Runs page.

Comparing tools?

See how Pilotran stacks up on this kind of workflow versus Zapier, n8n, Make, Relay and Gumloop.

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Activate Interview Scheduling Assistant in one click.

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