Schedule Interviews Automatically
Every few minutes, WebRun checks Gmail for candidate availability replies, cross-references open slots on the interviewer's Google Calendar, drafts a calendar invite for your approval, and logs the scheduled interview back in Greenhouse - all without sending anything until you confirm.
How can I automatically schedule interviews from candidate availability replies?
WebRun automatically schedules interviews by checking Gmail for candidate availability replies, cross-referencing open slots on the interviewer's Google Calendar, drafting a calendar invite for your approval, and logging the confirmed interview back in Greenhouse - running every few minutes so no reply sits unanswered for long.
- No candidate reply sits unread - interviews are drafted within minutes
- Interviewers' calendars are checked automatically before any slot is proposed
- Every scheduled interview is logged in Greenhouse without manual data entry
Built for recruiters · HR coordinators · talent acquisition teams · hiring managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read availability replies
gmail.com
WebRun opens Gmail to read availability replies. - Search for unread emails from candidates with "availability" or "interview times" in the subject
- Extract the candidate's name, role applied for, and the time slots they offered
- Mark each email as processed
Done when Candidate availability has been read and their offered slots captured.
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2
Google Calendar - find open interviewer slots
calendar.google.com
WebRun opens Google Calendar to find open interviewer slots. - Open the interviewer's calendar and check their availability during the candidate's offered slots
- Identify the earliest mutually free 45-minute window
- Draft a calendar invite with candidate, interviewer, and the agreed slot - leave it unsent for your review
Done when A draft calendar invite exists for each candidate awaiting scheduling.
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3
Greenhouse - log scheduled interview
greenhouse.io
WebRun opens Greenhouse to log scheduled interview. - Open the candidate's profile in Greenhouse
- Update the stage to 'Interview Scheduled' and note the proposed date and interviewer
- Leave the final confirmation until the invite is approved and sent
Done when Greenhouse reflects the proposed interview date for each candidate.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the calendar invite without my approval?
Never - invites are drafted and held. You review and send each one, so candidates only receive confirmed times.
What if none of the candidate's slots work for the interviewer?
WebRun flags the conflict and drafts a reply email for you to send asking for alternative times - it doesn't send that either until you approve.
Can it handle panel interviews with multiple interviewers?
Yes - tell WebRun who the panel members are and it will find the first slot when everyone is free.
Related templates
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