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Interview scheduling

Every interview booked across the panel’s calendars, confirmed with the candidate and rebooked when plans change, without a thread of emails.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Interview scheduling: four items, three done, and one (Needs a change) waiting for the recruiter, who is asked: The candidate asked for extra time on the technical interview. Approve 90 minutes?
How it works

Book a final round without the email thread.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Interview scheduling, in 5 steps. It starts with “A candidate moves forward” and ends with “Booked and confirmed”. Each step lists what automation, the agent and your team do there.
Interview schedulingA typical run
Starts withA candidate moves forwardThe recruiter moves Sam Okafor to the final round. The role’s plan calls for three interviewers.
The agent: Reads the final-round plan: three interviewers, a technical round and a team chat, and which one has to come first.
~8h/mo

Step 1 of 5Read the plan

  • The agent

    Reads the final-round plan: three interviewers, a technical round and a team chat, and which one has to come first.

    Plans often live in a note on the role, not in set fields, and each hiring manager writes them their own way.

Reads
  • Applicant tracking
Writes
  • Applicant tracking

~8 hours a month back

Where teams differMany teams run it as one afternoon, back to back. Others spread it over a week, gentler on the candidate but slower.

Automation: Reads free and busy time for each of the three interviewers over the next ten working days.
The agent: Picks Thursday at 10:00: all three are free, one sits outside the team as your panel rules ask, and it’s midday where Sam is.
~22h/mo

Step 2 of 5Find a time

  • Automation

    Reads free and busy time for each of the three interviewers over the next ten working days.

    Each calendar already knows when its owner is free. It only has to be asked.

  • The agent

    Picks Thursday at 10:00: all three are free, one sits outside the team as your panel rules ask, and it’s midday where Sam is.

    The first open slot is rarely the right one. A 7am start for the candidate has to be noticed and skipped.

Reads
  • Calendars
Writes
  • Applicant tracking

~22 hours a month back

Where teams differSending one time and letting the candidate move it is one way. Many teams offer two or three to pick from.

The agent: Reads Sam’s reply to the proposed time, catches a request for more time on the technical round, and holds that booking.
IfYour team: Agrees to the longer technical round, or calls Sam to talk it through, before any invite goes out.
~6h/mo

Step 3 of 5Handle the request

  • The agent

    Reads Sam’s reply to the proposed time, catches a request for more time on the technical round, and holds that booking.

    Requests arrive tucked inside a thank-you note, not in a form field.

  • Your teamIf there’s a special request

    Agrees to the longer technical round, or calls Sam to talk it through, before any invite goes out.

    An accommodation is a promise made to a candidate. Someone on your team makes it, every time.

Reads
  • Recruiting inbox
Writes
  • Applicant tracking

~6 hours a month back

Automation: Books the three slots, adds the video link, sends each interviewer the brief and Sam a confirmation.
~18h/mo

Step 4 of 5Book and confirm

  • Automation

    Books the three slots, adds the video link, sends each interviewer the brief and Sam a confirmation.

    The time, the length and the people are settled. What’s left is filling in invites.

Reads
  • Calendars
Writes
  • Calendars
  • Email

~18 hours a month back

Automation: Notices when an interviewer declines or moves the slot, and pulls the calendars again.
The agent: Finds the next time that still works for the panel and Sam, rebooks it and writes to Sam with the new time.
~10h/mo

Step 5 of 5Keep it booked

  • Automation

    Notices when an interviewer declines or moves the slot, and pulls the calendars again.

    A decline shows up as a status change on the calendar, so nobody has to notice it.

  • The agent

    Finds the next time that still works for the panel and Sam, rebooks it and writes to Sam with the new time.

    The new time has to keep the round in order and the note to Sam has to sound like your team, not a calendar.

Reads
  • Calendars
Writes
  • Calendars
  • Email

~10 hours a month back

Ends withBooked and confirmedInvites on three calendars, the video link and brief with the panel, and a confirmation sent to Sam.
Total~64h/mo

What changes

Recruiters stop playing calendar tennis. A final round is booked the day a candidate moves forward, and rebooked when someone drops out.

  • 3steps automated
  • 4steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~64 hours a month back

$36,900 a year in time

For a company running about 120 interviews a month across its open roles, at $48 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Accommodation requests always go to a person

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentInterview plans from your applicant tracking system, invites into your team’s calendars.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour panel rules, interview lengths and working hours.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe recruiter for any candidate request or clash.

  4. Your channels

    Where your team hears from it.

    For this agentEmail to candidates, Slack or Teams to interviewers.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA booked interview with the brief and the link attached.

Screening candidates and onboarding the new hire are their own agents in this catalog.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your recruiters.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past interviews, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real interviews.
The number we agree

Hours from interview request to booked. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, a month of interview schedules and your panel rules, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and a month of interview schedules and your panel rules.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past interviews.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

Does it screen or rank candidates?
No. It only books interviews. Decisions about candidates stay with your team.
What if an interviewer cancels?
It finds the next time that works for everyone, rebooks it and tells the candidate, and flags it if the panel can’t meet within your window.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the hours from interview request to booked. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want interviews booked the same day?

Tell us how your team handles interviews today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to HR
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent