Interview scheduling and confirmation

Purpose

1.1. Automate the process of scheduling and confirming admissions interviews for architecture program applicants, minimizing manual effort, increasing accuracy, ensuring timely communications, reducing administrator workload, and improving applicant experience by providing real-time options, automated reminders, and seamless calendar integration across all stakeholders.

Trigger Conditions

2.1. New application submitted in the admissions portal.
2.2. Applicant passes initial eligibility review.
2.3. Manual trigger by admissions staff for special interview rounds or follow-ups.
2.4. Applicant requests to reschedule interview through portal or email.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Calendar API — automate event creation with applicant details and confirmation links.
3.2. Microsoft Outlook/Office 365
• Feature/Setting: Graph API — automate calendar events and send RSVP confirmations via email and within Outlook.
3.3. Calendly
• Feature/Setting: Webhooks & Scheduling API — automate interview slot offering and direct applicant self-booking.
3.4. Acuity Scheduling
• Feature/Setting: Acuity API — automate candidate interview slot assignment and email confirmation dispatch.
3.5. Zoom
• Feature/Setting: Meetings API — automate meeting creation and distribute custom join links upon confirmation.
3.6. Microsoft Teams
• Feature/Setting: Teams API — automate scheduling of Teams calls, including automated invites to stakeholders.
3.7. Twilio SMS
• Feature/Setting: SMS API — automate sending SMS interview confirmations and reminders to applicant's phone.
3.8. SendGrid
• Feature/Setting: Email API — automate personalized confirmation and reminder emails with calendar file attachments.
3.9. Salesforce
• Feature/Setting: Flow Automation & Scheduler — automate interview-related tasks from within CRM records.
3.10. HubSpot
• Feature/Setting: Meetings Tool & Workflow Automation — automate where applicants book time slots and receive confirmation emails.
3.11. Zapier
• Feature/Setting: Scheduler & Multi-step Zap — automate cross-platform interview logistics using triggers and actions.
3.12. Slack
• Feature/Setting: Workflow Builder & Incoming Webhooks — automate reminders and status updates for admissions team channels.
3.13. DocuSign
• Feature/Setting: Agreement Cloud API — automate sending interview consent or instructions for e-signature pre-interview.
3.14. Typeform
• Feature/Setting: Webhooks & Integrations — automate form-based interview slot selections feeding directly to the master scheduling tool.
3.15. Intercom
• Feature/Setting: Messenger & Automated Campaigns — automate interview invitation messages and reminders via chatbots.
3.16. Monday.com
• Feature/Setting: Automations & API — automate creation of interview tasks, status updates, and reminders.
3.17. AirTable
• Feature/Setting: Automations & API — automate logging interview status, slot allocation, and communication tracking.
3.18. Notion
• Feature/Setting: API & Reminder Automations — automate status dashboards and reminders for both staff and applicants.
3.19. Webex
• Feature/Setting: Meetings API — automate meeting creation and send automatic invitations to applicants.
3.20. Freshdesk
• Feature/Setting: Automated Ticketing & Notifications — automate status tickets for each candidate, triggering updates and reminders.
3.21. Google Meet
• Feature/Setting: Calendar API — automate automatic scheduling of Google Meet interviews and sending links within confirmation emails.
3.22. Mailchimp
• Feature/Setting: Automated Campaigns — automate batch confirmation emails and reminders for group interview rounds.

Benefits

4.1. Automates repetitive scheduling, ensuring no double-bookings or missed appointments.
4.2. Automated confirmations and reminders improve applicant engagement and reduce no-shows.
4.3. Automator integrates interview logistics with CRM and calendar platforms for seamless record-keeping.
4.4. Automating communication ensures timely updates and quick applicant responses.
4.5. Automated notifications free up admissions staff, increasing throughput and quality of candidate experience.