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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

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

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

smartslot ai key outcomes

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!