Automated Interview Scheduling with Calendar, Gmail & AI - n8n Workflow

• HR professionals and Recruiters looking to automate the administrative burden of interview scheduling.
• Users seeking an advanced n8n workflow that combines custom code logic with AI services (GPT-4o).
• Businesses needing a reliable system to ensure consistent communication and scheduling based on a fixed weekly timetable.
• Developers interested in using the n8n node ecosystem for integrating Google Workspace tools and large language models.

Manual interview scheduling is time-consuming and prone to errors. This sophisticated n8n workflow template solves this challenge by providing a fully automated, hands-off solution. The automation begins when a new candidate is listed in a Google Sheet, using the Google Sheets n8n trigger. It leverages a custom n8n node to intelligently calculate the next available time slot based on defined organizational rules (M/W/F at 3 PM). The system then automatically books the interview in Google Calendar and uses the Azure OpenAI Chat Model (GPT-4o) to generate a highly personalized, professional interview invitation email containing the calendar link. This specific n8n workflow template ensures rapid, error-free scheduling and superior candidate experience, making it an essential tool for modern talent acquisition teams.

This high-efficiency n8n workflow initiates its process the moment a new row is added or updated in your designated Google Sheets document via the Google Sheets n8n trigger.

1. Date Calculation: The data flows into a custom Code n8n node. This node runs JavaScript to analyze the current date and time and calculates the next available 1-hour interview slot, strictly adhering to the defined schedule (Monday, Wednesday, Friday at 3:00 PM), ensuring the selected slot is always in the future.


2. Calendar Booking: The calculated start and end times are passed to the Google Calendar n8n node. This node automatically creates a new interview event in your specified calendar, generating a unique meeting link (htmlLink).


3. AI Email Drafting: The candidate's details (Name, Education) from the initial Google Sheets n8n trigger and the newly generated calendar link are fed into the Basic LLM Chain n8n node. This chain utilizes the Azure OpenAI Chat Model (GPT-4o) and a Structured Output Parser to draft a personalized, professional email body, referencing the candidate's information and providing the specific link.


4. Final Communication: The process concludes with the Gmail n8n node. It retrieves the candidate's email address from the original sheet data and sends the AI-generated content with a standard subject line, completing the scheduling automation.

To deploy this powerful n8n workflow, follow these steps:

1. Import: Copy the provided n8n workflow JSON and import it directly into your n8n instance.


2. Google Sheets Credential Setup: Click the Google Sheets Trigger n8n node. Select or create an OAuth2 credential that grants read access to your Google Drive and Sheets. Ensure the Document ID and Sheet Name match your candidate tracking spreadsheet.


3. Code Node Review: Review the Code n8n node logic. If your preferred interview days/times differ from Monday, Wednesday, Friday at 3 PM, adjust the slots array within the JavaScript.


4. Google Calendar Credential Setup: Set up an OAuth2 credential for the Google Calendar n8n node, ensuring it has permission to write events to your selected calendar.


5. Azure OpenAI Credential Setup: Configure the Azure OpenAI Chat Model n8n node with your Azure API Key and required endpoint details. This credential enables the GPT-4o integration.


6. Gmail Credential Setup: Set up your Gmail OAuth2 credentials in the Gmail n8n node, granting permission to send emails on your behalf.


7. Activate: Save the n8n workflow and toggle it to 'Active' to start monitoring your Google Sheet for new candidate entries.

This n8n workflow relies on a mix of service-specific and core logic n8n nodes:

Google Sheets Trigger: The primary n8n trigger. It listens for changes in the 'Hiring Prospects' sheet. Key configuration: Document ID and polling frequency (every minute).
Code: A crucial custom n8n node. Function: Calculates the next available future interview slot (Monday, Wednesday, Friday @ 3 PM). Key Configuration: Custom JavaScript logic to handle date calculation and formatting.
Google Calendar: Function: Creates the interview event using the calculated date/time from the previous n8n node. It automatically outputs the calendar link needed for the email.
Azure OpenAI Chat Model: Function: Connects the n8n workflow to the GPT-4o model via Azure for generating personalized text.
Structured Output Parser: Function: Used within the AI chain to force the LLM output into a reliable JSON format, ensuring the email body is cleanly extracted.
Basic LLM Chain: Function: Orchestrates the AI process. It combines the structured prompt, candidate data, and calendar link to instruct the AI to write the interview invitation.

• Gmail: Function: The final action n8n node. It sends the AI-generated email to the candidate, retrieving the recipient address from the initial trigger data.