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AI agent for recruitment coordinators

Interview Logistics Recovery Agent

Interviews rescheduled quickly with the right panel.

SchedulingHuman resources
See how it worksGet access
Interview Logistics Recovery Agent: what goes in, what the agent does and what you get

What it does

When an interviewer cancels, coordinators can spend hours rescheduling. This agent finds replacement slots that fit the candidate's stated availability and keep every required panel role covered. It looks for interviewers trained for the missing role. It protects panel coverage first, then the candidate's preferences, then speed. It places reversible holds and drafts options for the coordinator. If a hold fails or the replacement lacks the right role, it releases the holds and evaluates another slot. Superseded holds are always released. The coordinator confirms and contacts the candidate; selection decisions stay with the hiring team. Edge case: no qualified interviewer is free before the candidate's deadline, so the agent tells the coordinator.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Interviewer cancels 2 USES A TOOL Find slots matching candidate availability 3 USES A TOOL Find interviewers with the required role 4 CHECKS THE RESULT Does the slot keep full panel coverage? If not: evaluate another slot or interviewer. Back tostep 2. 5 USES A TOOL Place reversible holds and draft options 6 YOU APPROVE Coordinator confirms and contacts the candidate 7 RESULT Interview recovery plan; superseded holds released
Read the steps as a list
  1. Interviewer cancels
  2. Find slots matching candidate availability
  3. Find interviewers with the required role
  4. Does the slot keep full panel coverage?If not: evaluate another slot or interviewer. Back to step 2.
  5. Place reversible holds and draft options
  6. Coordinator confirms and contacts the candidateThe agent waits here for your OK.
  7. Interview recovery plan; superseded holds released

How it decides

It preserves panel coverage first, then candidate preferences, then speed.

  • Panel coverage comes first, then candidate preferences, then speed.
  • Release every superseded hold.
  • Replacements must be trained for the panel role.
  • Candidate contact is done by the coordinator.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Panel roles required per interview stage
  • Candidate availability source
  • How long holds last (default 24 hours)
  • Who contacts candidates
  • Number of options to draft (default 2)

What keeps you in control

It always asks you first

  • Candidate contact
  • Invitations
  • Selection decisions

Hard limits

  • No candidate contact.

It stops when

  • Done: options ready.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn March 4 the technical interviewer for a final round on March 6 cancels. The agent finds a slot on March 7 at 10am with a replacement engineer. The coverage check fails because that engineer is not trained for the technical panel role. It evaluates another slot and finds a qualified engineer at 2pm. It places holds and releases the 10am hold. The coordinator confirms with the candidate.

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