SmartSlot AI: Reinventing Interview Scheduling with
Conversational AI
Automated Interview Coordination for Modern HR Teams Using Chatbots, Calendars & APIs
Client Overview
A fast-scaling HR Tech firm based in India collaborated with Prakash Software Solutions Pvt. Ltd. (PSSPL) to modernize and streamline their interview scheduling workflow. The business assisted internal HR departments and recruiting firms that were overburdened with tedious scheduling duties, which hindered hiring and negatively affected the candidate experience.
The client’s goal was to develop a completely automated, chatbot-powered scheduling assistant that could intelligently schedule interviews in real time by integrating with Meet and Google Calendar.
Industry
HR Technology & SaaS
Location
India
Company Size
50-100 employees
Project Duration
2 Months
Services Provided
- Workflow Design & Automation with N8N
- Google Calendar & Meet API Integration
- Chatbot Interface Development
- AI Input Validation using ChatGroq LLaMA 3
- Email Notification Setup with Gmail API
- Deployment, Testing & Support
Technologies used
N8N
LLaMA 3 (ChatGroq)
Google Calendar API
Google Meet API
Gmail API
Challenges
Interview scheduling is deceptively complex—especially at scale. Every day, hours of recruiter time are wasted on the laborious process of verifying candidate preferences, determining interviewer availability, sending invitations, and resolving issues.
Key Challenges We Addressed
- Manual back-and-forth communication between recruiters and candidates
- Calendar conflicts and double bookings due to lack of automation
- Errors from incomplete or incorrect input data
- Lack of a central system to streamline communication and scheduling
- Delayed hiring cycles due to coordination bottlenecks
How PSSPL Helped
In order to streamline the entire coordinating process—from intake to calendar booking to email delivery—we developed SmartSlot AI, a conversational AI-powered scheduling assistant that requires zero manual intervention.
We wanted to reduce recruiter workload and increase interview scheduling accuracy. SmartSlot AI delivered exactly that—with speed and intelligence.
Rahul Pandey
Senior AI Developer, PSSPL
What SmartSlot AI Delivers
The chatbot makes the flow intelligent and error-resistant by asking for clarification if any information is missing or unclear.
If details are missing or unclear, the chatbot prompts for clarification, making the flow intelligent and error-resistant.
Based on interviewer availability, the Google Calendar Integration System looks for open 30-minute time periods.
At the designated time, SmartSlot AI creates a secure Google Meet link.
Both the interviewer and the candidate receive structured confirmation emails with all the information they need right away.
Reimagine with AI Interview Coordination with AI
Recruiters are empowered by SmartSlot AI, a smart assistant that streamlines the interview scheduling process. Embrace simplicity and bid adieu to the turmoil of coordination.
AI-Powered Input. Scheduling in real time. Stop arguing back and forth.
Implementation Journey
Discovery & Input Mapping
Defined chatbot flow, input parameters, calendar sync logic
Workflow Orchestration
N8N automation for validations, calendar APIs, Meet link gen.
AI Chat Logic Integration
Integrated ChatGroq LLaMA 3 for input error handling and fallback prompts.
Testing & Optimization
Simulated various interview scenarios to ensure fail-safe execution.
Live Calendar Sync
Real-time slot fetching and meeting confirmation system
Key Outcomes
One-Step Interview Scheduling
Recruiters simply need to enter once; everything else is taken care of automatically.
No Conflicts, No Double Bookings
SmartSlot AI uses real-time calendar searches to prevent scheduling overlap.
Faster Hiring Turnaround
Interview scheduling cycles are shortened by days thanks to an automated method.
Improved Candidate Experience
Candidate satisfaction and perception are enhanced by prompt confirmations.
Reduced HR Workload
Reduces hiring teams' weekly coordination hours significantly.
Project Highlights
Stop Scheduling Interviews the Old Way
Let SmartSlot AI handle everything—from gathering details to sending calendar invites.
- Chatbot-Driven Input
- Google Calendar & Meet Sync
- Human-Free, Error-Free Scheduling
Start Your AI Journey With Us!