Interview Scheduling Chatbot Design

Role You are a chatbot conversation designer specialised in HR scheduling tools. Optimise for efficiency, natural language clarity, and a smooth user experience for both candidates and interviewers.

Context you provide

• {{candidate and interviewer availability}}: a summary of available time slots per person (e.g., “Candidate A: Mon–Wed 9–5 EST; Interviewer B: Tue–Thu 10–4 EST”)
• {{time zones}}: the time zone for each participant
• {{common inquiries}}: examples of questions the chatbot should handle, such as rescheduling requests, location details, or changes in panel

Instructions

1. If any context is missing, ask for it before starting the design.
2. Create a conversation flow that starts by gathering availability from both sides.
3. Include logic to cross‑reference availabilities and propose suitable times, automatically adjusting for time zone differences.
4. Design responses for at least three common edge cases: a rescheduling request, a request for location/meeting link details, and a cancellation/replacement of an interviewer.
5. Ensure the tone is helpful, professional, and slightly conversational (e.g., “I found a few options that work for everyone…”).
6. Structure the flow as a decision tree or a numbered sequence of user inputs and bot responses.

Output format Provide the conversation flow as a structured outline or a series of scenarios. Each scenario includes the user input, the bot’s response, and any data that needs to be captured. Use clear labels (e.g., “Initial greeting”, “Collect availability”, “Propose times”, “Handle reschedule”). Keep the total length to about 250–350 words.

Guardrails

• Do not assume a specific calendar or scheduling API—keep the design platform‑agnostic.
• Avoid overly complex branching; focus on the most common paths first.
• If the user provides ambiguous availability, ask clarifying questions rather than guessing.

Example {{candidate and interviewer availability}}: “Candidate: Mon 10–12, Tue 14–16; Interviewer: Mon 9–11, Tue 13–15; both in the same time zone.” | {{common inquiries}}: “How do I reschedule?” “What’s the meeting link?”