Automated Interview Tracker with Google Calendar, Sheets & Gmail Alerts

Enhance your hiring pipeline by automating interview management post-screening. This workflow runs every 5 minutes to scan upcoming Google Calendar events, filter relevant interviews, send timely email reminders to candidates and internal teams, and handle result submissions via webhook — updating statuses in Google Sheets and notifying via Gmail based on pass/fail outcomes. Ensure no interviews slip through the cracks with proactive reminders and instant feedback loops.

What This Template Does

Step 1: Triggers every 5 minutes to proactively check for upcoming interviews. Step 2: Fetches all Google Calendar Events and identifies interview-related ones.
Step 3: Filters Upcoming Interviews based on event details (e.g., candidate name, role).
Step 4: Sends Reminder Emails to candidates and interviewers via Gmail for preparation.
Step 5: Receives Webhook Submission of interview results (pass/fail) post-event.
Step 6: Updates Google Sheet with result data, including feedback and updated status.
Step 7: Branches on result:
  → Passed: Sends congratulatory Email to Candidate and advances status.
  → Failed: Sends polite Failure Notification and closes the loop.

Key Benefits
✅ Reduces no-shows with automated reminders
✅ Centralizes interview tracking in Google Sheets
✅ Instant Gmail notifications for pass/fail decisions
✅ Minimizes manual status updates
✅ Improves candidate experience with timely communication
✅ Ensures audit-ready logs of all interactions

Features
Cron-triggered checks every 5 minutes
Google Calendar integration for event fetching
Smart filtering for interview-specific events
Gmail-powered reminder and notification emails
Webhook for secure result submissions
Conditional branching on pass/fail
Real-time Google Sheets append/update
Comprehensive sheet structure for tracking

Requirements
GOOGLE_SHEET_ID**: Your Google Sheet ID (structured as below)
Credentials Needed:**
Google Calendar OAuth2
Gmail API Key
Customize:**
• Event filter criteria (e.g., keywords like "Interview")
• Reminder timing (e.g., 24 hours before)
• Email templates for reminders and results
• Webhook endpoint for result submission

Google Sheet Structure:
Create a sheet with columns:
Candidate Email
Interview Link
Status
Result
Meet Link
Feedback
Updated At

Target Audience
Recruiters juggling multiple interview schedules 🗓️
HR teams focused on candidate engagement 💬
Hiring managers needing quick result turnarounds ⚡
Growing companies scaling interview volumes 📈
Remote teams relying on calendar and email sync 🌐

Step-by-Step Setup Instructions

Set up Google Sheet
 → Create sheet with the specified columns: Candidate Email, Interview Link, Status, Result, Meet Link, Feedback, and Updated At.
 → Replace YOUR_SHEET_ID in the workflow with your actual Sheet ID.

Configure Calendar Integration
 → Connect Google Calendar OAuth2 and select the relevant calendar (e.g., hiring@company.com).

Define Event Filters
 → In the "Filter Upcoming Interviews" node, set keywords (e.g., "Candidate Interview") to match event titles/descriptions.

Customize Reminders
 → Edit the "Send Reminder to Candidate" template (e.g., include interview link and prep tips).
 → Set reminder offset (e.g., 1 day before event).

Set Up Webhook for Results
 → Generate and expose the webhook URL for your interview form/tool to submit pass/fail data.

Connect Gmail
 → Enable Gmail OAuth2.
 → Define sender email and customize pass/fail templates.

Test the Flow
 → Create a test calendar event for an upcoming interview.
 → Wait 5 minutes or trigger manually → Verify reminder email.
 → Submit test webhook result → Check sheet update and notification email.

Go Live
 → Enable the 5-minute cron trigger.
 → Monitor sheet for real entries on Thursday, October 23, 2025, or your next interview day.