Scheduling interviews or entrance tests

Purpose

1. Automate scheduling of interviews or entrance tests for applicants to hospitality and tourism schools, eliminating manual coordination.

2. Streamline the flow: applicant expresses intent, receives options, selects slot, receives confirmation, and reminders—every step automatedly.

3. Automate data capture from forms, sync to calendars, trigger interview/test events, notify all parties, and store outcomes.

4. Allow automated multi-channel notifications (email, SMS, chat), follow-ups, and real-time status updates, freeing staff for higher-value admissions work.

Trigger Conditions

1. Submission of an online application or interest form.

2. Manual flag by admissions officer for interview/test invite.

3. Receipt of specific application statuses (e.g., “pre-qualified,” “ready for interview”).

4. Direct applicant request via chatbot or email.

5. System sync detecting available slots for new applicants.

Platform variants

1. Google Calendar

• Feature/Setting: Create event via Google Calendar API (`events.insert`)—configure to insert interview/test slot on interviewer & applicant calendars.
  

2. Microsoft Outlook / Office 365

• Feature/Setting: Use Microsoft Graph API (`/me/events`)—automate event scheduling and send invites to all participants.
  

3. Zoom

• Feature/Setting: Create meeting via Zoom API (`/users/{userId}/meetings`)—automatedly generate meeting links and distribute.
  

4. Microsoft Teams

• Feature/Setting: Schedule online meeting using Microsoft Graph API (`/me/onlineMeetings`)—automate VC slot generation and calendar sync.
  

5. Calendly

• Feature/Setting: Event scheduling via Calendly API (`/scheduled_events`) and automate availability queries.
  

6. Acuity Scheduling

• Feature/Setting: Appointment creation API (`/api/v1/appointments`)—automate slot booking and confirmation.
  

7. Twilio SMS

• Feature/Setting: Automated reminders and booking confirmations via Twilio SMS API (`/Messages`)—triggered on event creation.
  

8. SendGrid

• Feature/Setting: Automated email confirmations/updates using SendGrid API (`/mail/send`).
  

9. Slack

• Feature/Setting: Automated notifications to admissions/staff via Slack API (`chat.postMessage`).
  

10. HubSpot

• Feature/Setting: Automate workflow steps with HubSpot Workflows and Meetings API (`/crm/v3/objects/meetings`).
  

11. Salesforce

• Feature/Setting: Automated task creation and status update via Salesforce REST API (`/services/data/vXX.0/sobjects/Event`).
  

12. Typeform

• Feature/Setting: Capture applicant data and trigger automation via Typeform Webhooks.
  

13. Google Forms

• Feature/Setting: Automate trigger on form submission using Google Forms API/Webhooks.
  

14. Outlook Email

• Feature/Setting: Send automated interview/test invite emails through Outlook API.
  

15. WhatsApp (via Twilio or WhatsApp Business API)

• Feature/Setting: Send reminders, confirmations, and rescheduling options via WhatsApp Messaging API.
  

16. Zapier

• Feature/Setting: Connect apps and automate multi-step workflows between forms, calendars, and CRMs.
  

17. BambooHR

• Feature/Setting: Schedule using BambooHR API (`/api/gateway.php/company/v1/interviews`).
  

18. Google Sheets

• Feature/Setting: Log scheduled interviews/tests via Google Sheets API (`/spreadsheets.values.append`) for tracking.
  

19. DocuSign

• Feature/Setting: Automatedly send pre-interview paperwork via DocuSign API (`/envelopes`).
  

20. Asana

• Feature/Setting: Automate task assignment to reviewers via Asana API (`/tasks`).
  

21. Freshdesk

• Feature/Setting: Issue support tickets or reminders using Freshdesk Ticket API (`/api/v2/tickets`).
  

22. Trello

• Feature/Setting: Create card per scheduled event via Trello API (`/1/cards`).
  

23. Mailgun

• Feature/Setting: Trigger and automate custom email notifications via Mailgun API.
  

Benefits

1. Automates scheduling logistics, reducing manual errors.

2. Automated reminders increase applicant attendance rates.

3. Automatedly updates calendars and logs data for transparency.

4. Automates candidate communication for efficiency.

5. Automation enables scalable, 24/7 admissions operations.

6. Automates cross-channel notifications (email, SMS, WhatsApp).

7. Automating results in better staff productivity and faster admissions cycles.

8. Automator integration supports automatable, repeatable processes.

9. Automated confirmations and rescheduling improve candidate experience.

10. Automation ensures compliance in communication and data retention.