Step 2: Normalize the Interview Date and Create the Calendar Event

Prepare the date/time and create the Google Calendar event with a Meet link.

1. In Normalize Start Time, keep Include Other Fields enabled and set the when value to {{ $json.when.marked_at }}T{{ $json.when.start_at }}:00.000-05:00.
2. Open Schedule Calendar Meeting and set Start to {{ $json.when }} and End to {{ $json.when }}.
3. Set Summary to Interview for {{ $json.vacancy }} and Attendees to {{ $json.candidate.email }}, {{ $json.participants[0].email }}.
4. Enable Google Meet creation by setting Conference Solution to hangoutsMeet.
5. Credential Required: Connect your googleCalendarOAuth2Api credentials in Schedule Calendar Meeting.

Step 3: Generate the Reminder Email Text with AI

Use AI to draft a professional reminder email and extract the text content.

1. Open Draft Reminder Text and confirm the Model is set to gpt-4.o-mini.
2. Keep the prompt content and system instructions intact so the output matches your email style requirements.
3. Credential Required: Connect your openAiApi credentials in Draft Reminder Text.
4. In Extract Email Body, set the text value to {{ $json.output[0].content[0].text }}.

Step 4: Send Candidate Reminder and Log the Meeting (Parallel Timing)

Schedule the reminder timing, send the email, and log the interview details. The workflow runs parallel timing from the reminder text.

Extract Email Body outputs to both Pause Until Day Before and Dispatch Candidate Email in parallel.

1. In Pause Until Day Before, set Resume to specificTime and Date/Time to {{ DateTime.fromISO($('Schedule Calendar Meeting').item.json.start.dateTime).minus({ days: 1 }).toISO() }}.
2. Configure Dispatch Candidate Email with Send To {{ $('Normalize Start Time').item.json.candidate.email }}, Subject {{ $('Schedule Calendar Meeting').item.json.summary }}, and Message {{ $('Extract Email Body').item.json.text }}.
3. Set Sender Name to {{ $('Normalize Start Time').item.json.participants[0].name }} and keep Email Type as text.
4. Credential Required: Connect your gmailOAuth2 credentials in Dispatch Candidate Email.
5. In Log Meeting Note, keep the URL as https://api.recrutei.com.br/api/v2/talents-observations and ensure the Authorization header includes your token (replace Bearer [CONFIGURE_YOUR_TOKEN]).

Step 5: Run Approval Flow and Handle Outcomes

Pause until the interview time, request approval in Slack, then route to acceptance or rejection actions.

1. In Hold Until Interview Time, set Resume to specificTime and Date/Time to {{ $('Normalize Start Time').item.json.when }}.
2. Configure Slack Approval Request to send to a specific channel and set Message to The candidate {{ $('Incoming Interview Hook').item.json.candidate.name }} was approved and can proceed to the next fase?.
3. Credential Required: Connect your slackApi credentials in Slack Approval Request.
4. In Approval Decision Gate, ensure the condition checks {{ $json.data.approved }} equals true.
5. Configure Send Rejection Email with Send To {{ $('Incoming Interview Hook').item.json.candidate.email }}, Subject {{ $('Incoming Interview Hook').item.json.vacancy }}, and keep the provided rejection message template.
6. Credential Required: Connect your gmailOAuth2 credentials in Send Rejection Email.
7. In Flag Application Rejected, keep the URL as https://api.recrutei.com.br/api/v1/applications/rate and replace Bearer [CONFIGURE_YOUR_TOKEN] in the headers.

Step 6: Promote Approved Candidates to the Final Stage

When approved, log the approval and move the application to the final pipeline stage using API requests.

1. In Record Approval Note, confirm the URL is https://api.recrutei.com.br/api/v2/talents-observations and replace Bearer [CONFIGURE_YOUR_TOKEN] in the headers.
2. In Fetch Vacancy Details, keep the URL set to https://api.recrutei.com.br/api/v1/vacancies/{{ $('Log Meeting Note').item.json.data.vacancy.id }}.
3. In Choose Final Stage, set last_stage to {{ $json.pipe_vacancy.pipe.pipe_stages[7].id }}.
4. In Move to Final Stage, set the URL to https://api.recrutei.com.br/api/v1/applications/{{ $('Incoming Interview Hook').item.json.application_id }}/pipe and pipe_stage_id to {{ $json.last_stage }}.

Step 7: Test & Activate Your Workflow

Validate the workflow end-to-end and then enable it for production use.

1. Click Execute Workflow and send a test payload to the Incoming Interview Hook test URL.
2. Confirm a Google Calendar event is created by Schedule Calendar Meeting and that Draft Reminder Text returns email content.
3. Verify that Dispatch Candidate Email sends a message and Log Meeting Note logs the API entry.
4. Wait until Hold Until Interview Time triggers Slack Approval Request and test the approval flow through Approval Decision Gate.
5. Once everything works, switch the workflow to Active for production use.