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Resume Screening & Interview Scheduling with Gmail, AI & Google Calendar

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Created by: Avkash Kakdiya || itechnotion

Avkash Kakdiya

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Last update a day ago

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How it works

The workflow detects incoming job-application emails, extracts resumes, and parses them for AI analysis. It evaluates each candidate against three open roles and assigns a fit score with structured reasoning. Low-scoring applicants are stored for review, while strong candidates move into an automated scheduling flow. The system checks availability on the next business day, books the slot, sends a confirmation email, and records all details in Airtable.

Step-by-step

  • Detect and collect job-application data

    • Gmail Trigger1 – Monitors inbox for all new emails.
    • Message a model2 – Classifies whether the email is a job application.
    • If2 – Continues only when the AI result is YES.
    • Get a message1 – Fetches the full message and attachments.
    • Upload file1 – Uploads the resume to Google Drive.
    • Extract from File1 – Converts the PDF resume into text.

  • Analyze the resume and evaluate fit

    • Available Positions1 – Defines the three open roles.
    • Message a model3 – Produces recommended role, fit score, strengths, gaps, skills, and reasoning.
    • If3 – Routes candidates based on fit_score ≥ 8.
    • Create a record3 – Stores lower-scoring applicants in Airtable.
    • Get Next Business Day1 – Calculates the schedule window for qualified candidates.

  • Check availability on the next business day

    • AI Agent1 – Orchestrates availability search using calendar nodes.
    • Get Events1 – Retrieves events for the target day.
    • Check Availability1 – Evaluates free 1-hour slots.
    • OpenAI Chat Model2 – Reasoning engine for the agent.
    • Structured Output Parser1 – Returns clean JSON with start_time and end_time.
    • OpenAI Chat Model3 – Supports structured parsing.

  • Schedule the interview and notify the candidate

    • Create an event1 – Books the interview in Google Calendar.
    • Send a message1 – Sends an HTML confirmation email to the candidate.
    • Create a record2 – Saves shortlisted candidate and interview data in Airtable.

Why use this?

  • Removes manual screening by automating email intake and resume parsing.
  • Ensures consistent AI-based role matching and scoring.
  • Books interviews automatically using real calendar availability.
  • Keeps all applicant and scheduling data organized in Airtable.
  • Provides a fully hands-off, end-to-end hiring pipeline.