Interview scheduling & panel logistics
Scheduling a panel is a chain of small messages that a coordinator holds in their head. This agent reads the panel's calendars, proposes times that fit the interview format, and drafts the invitations and the candidate email. The coordinator approves the slate before anything is sent.
Step by step
Read the interview plan
The agent takes the stage, the format and the required panel from the role brief, so it knows how long the session runs and who must attend.
Check the panel's availability
It looks across the interviewers' calendars for windows that fit, allowing for the buffer your team asks for between sessions.
Propose a slate of times
A short set of options goes to the coordinator, each showing who is free and what would need to move.
Draft the invitations and email
Calendar invitations and the candidate email are drafted with the joining link, the panel names and anything the candidate needs beforehand.
Track confirmations and changes
Declines and reschedule requests are surfaced with the next workable options rather than left sitting in an inbox.
The coordinator approves and sends
The coordinator picks the slot and approves. Invitations reach calendars and mailboxes only after that.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelRecruiting coordinators and People teams without a dedicated scheduler, especially for panels spread across time zones or shift patterns.
Escalation
When it asks a personThe coordinator approves the times before any invitation is sent
Applications & Rights
Which tools it uses, and what it may do in each
NotionRead only
Google CalendarReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.
GmailReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Recruiting coordinators and People teams without a dedicated scheduler, especially for panels spread across time zones or shift patterns.
What you’ll need
- Calendar access for the panel
- An agreed interview format per stage
- A mailbox the invitations send from
- A coordinator who approves each slate
What you get
- A proposed slate of times
- Drafted invitations and candidate email
- A running list of confirmations and declines
What it doesn’t do
It proposes and drafts. It does not move existing meetings, book time without approval, or contact a candidate on its own.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
Will it email candidates without us seeing it first?
No. Every message is drafted and held until the coordinator approves the slate. If you would rather it never sends at all, we configure it to hand you the draft and stop there.
How does it handle time zones and shift patterns?
Times are proposed inside the working hours you configure for each interviewer and for the candidate. Where a slot only works outside those hours, it says so instead of quietly proposing it.
What happens when an interviewer drops out?
The decline is surfaced with the next set of workable times and the name of anyone on the panel who could stand in. Replacing a panel member is the coordinator's call, not the agent's.
Can it work with our applicant tracking system?
It works from the sources we connect during the co-build. Where your tracker is not a supported connector, the agent works from the calendars, the mailbox and the role brief, and your team keeps the tracker updated as it does now.