{ "workflow": { "id": 10081, "name": "Automated Interview Tracker with Google Calendar, Sheets & Gmail Alerts", "views": 95, "recentViews": 0, "totalViews": 95, "createdAt": "2025-10-23T11:41:52.891Z", "description": "Enhance your hiring pipeline by automating interview management post-screening. This workflow runs every 5 minutes to scan upcoming Google Calendar events, filter relevant interviews, send timely email reminders to candidates and internal teams, and handle result submissions via webhook — updating statuses in Google Sheets and notifying via Gmail based on pass/fail outcomes. Ensure no interviews slip through the cracks with proactive reminders and instant feedback loops.\n\n---\n\n### What This Template Does \n\n**Step 1:** Triggers **every 5 minutes** to proactively check for upcoming interviews. \n**Step 2:** Fetches all **Google Calendar Events** and identifies interview-related ones. \n**Step 3:** **Filters Upcoming Interviews** based on event details (e.g., candidate name, role). \n**Step 4:** Sends **Reminder Emails** to candidates and interviewers via Gmail for preparation. \n**Step 5:** Receives **Webhook Submission** of interview results (pass/fail) post-event. \n**Step 6:** **Updates Google Sheet** with result data, including feedback and updated status. \n**Step 7:** Branches on result: \n  → **Passed:** Sends congratulatory **Email to Candidate** and advances status. \n  → **Failed:** Sends polite **Failure Notification** and closes the loop. \n\n---\n\n### Key Benefits \n✅ Reduces no-shows with automated reminders \n✅ Centralizes interview tracking in Google Sheets \n✅ Instant Gmail notifications for pass/fail decisions \n✅ Minimizes manual status updates \n✅ Improves candidate experience with timely communication \n✅ Ensures audit-ready logs of all interactions \n\n---\n\n### Features \n- Cron-triggered checks every 5 minutes \n- Google Calendar integration for event fetching \n- Smart filtering for interview-specific events \n- Gmail-powered reminder and notification emails \n- Webhook for secure result submissions \n- Conditional branching on pass/fail \n- Real-time Google Sheets append/update \n- Comprehensive sheet structure for tracking \n\n---\n\n### Requirements \n- **GOOGLE_SHEET_ID**: Your Google Sheet ID (structured as below) \n- **Credentials Needed:** \n 1. Google Calendar OAuth2 \n 2. Gmail API Key \n- **Customize:** \n • Event filter criteria (e.g., keywords like \"Interview\") \n • Reminder timing (e.g., 24 hours before) \n • Email templates for reminders and results \n • Webhook endpoint for result submission \n\n**Google Sheet Structure:** \n1. Create a sheet with columns: \n - Candidate Email \n - Interview Link \n - Status \n - Result \n - Meet Link \n - Feedback \n - Updated At \n\n---\n\n### Target Audience \n- Recruiters juggling multiple interview schedules 🗓️ \n- HR teams focused on candidate engagement 💬 \n- Hiring managers needing quick result turnarounds ⚡ \n- Growing companies scaling interview volumes 📈 \n- Remote teams relying on calendar and email sync 🌐 \n\n---\n\n### Step-by-Step Setup Instructions \n\n1. **Set up Google Sheet** \n → Create sheet with the specified columns: Candidate Email, Interview Link, Status, Result, Meet Link, Feedback, and Updated At. \n → Replace `YOUR_SHEET_ID` in the workflow with your actual Sheet ID. \n\n2. **Configure Calendar Integration** \n → Connect Google Calendar OAuth2 and select the relevant calendar (e.g., hiring@company.com). \n\n3. **Define Event Filters** \n → In the \"Filter Upcoming Interviews\" node, set keywords (e.g., \"Candidate Interview\") to match event titles/descriptions. \n\n4. **Customize Reminders** \n → Edit the \"Send Reminder to Candidate\" template (e.g., include interview link and prep tips). \n → Set reminder offset (e.g., 1 day before event). \n\n5. **Set Up Webhook for Results** \n → Generate and expose the webhook URL for your interview form/tool to submit pass/fail data. \n\n6. **Connect Gmail** \n → Enable Gmail OAuth2. \n → Define sender email and customize pass/fail templates. \n\n7. **Test the Flow** \n → Create a test calendar event for an upcoming interview. \n → Wait 5 minutes or trigger manually → Verify reminder email. \n → Submit test webhook result → Check sheet update and notification email. \n\n8. **Go Live** \n → Enable the 5-minute cron trigger. \n → Monitor sheet for real entries on Thursday, October 23, 2025, or your next interview day. ", "workflow": { "id": "fgGjrwJD0wsrTF4C", "meta": { "instanceId": "dd69efaf8212c74ad206700d104739d3329588a6f3f8381a46a481f34c9cc281", "templateCredsSetupCompleted": true }, "name": "Automated Candidate Interview Tracker with Google Calendar & Gmail Alerts", "tags": [], "nodes": [ { "id": "40220665-8466-4ca5-a665-59b1b7fb4dcd", "name": "Check Every 5 Minutes", "type": "n8n-nodes-base.scheduleTrigger", "position": [ 144, -64 ], "parameters": { "rule": { "interval": [ { "field": "minutes" } ] } }, "typeVersion": 1.2 }, { "id": "cec5691c-d2e4-4da0-a72f-a5eacc87e4d1", "name": "Get Calendar Events", "type": "n8n-nodes-base.googleCalendar", "position": [ 368, -64 ], "parameters": { "options": { "timeMax": "={{ $now.plus({ hours: 1 }).toISO() }}", "timeMin": "={{ $now.toISO() }}" }, "calendar": { "__rl": true, "mode": "id", "value": "=76iujhgtr4321eryi8" }, "operation": "getAll" }, "credentials": { "googleCalendarOAuth2Api": { "id": "credential-id", "name": "googleCalendarOAuth2Api Credential" } }, "typeVersion": 1.2 }, { "id": "e600def1-33a8-433b-978a-5bd334d4e861", "name": "Filter Upcoming Interviews", "type": "n8n-nodes-base.filter", "position": [ 592, -64 ], "parameters": { "options": {}, "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "condition1", "operator": { "type": "dateTime", "operation": "before", "singleValue": true }, "leftValue": "={{ $json.start.dateTime }}", "rightValue": "={{ $now.plus({ minutes: 5 }).toISO() }}" }, { "id": "condition2", "operator": { "type": "dateTime", "operation": "after", "singleValue": true }, "leftValue": "={{ $json.start.dateTime }}", "rightValue": "={{ $now.toISO() }}" } ] } }, "typeVersion": 2 }, { "id": "871ea2fb-6f24-4291-888c-94c1a47a6518", "name": "Add to Google Sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 816, -160 ], "parameters": { "columns": { "value": {}, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "name", "value": "Sheet1" }, "documentId": { "__rl": true, "mode": "id", "value": "YOUR_SPREADSHEET_ID" }, "authentication": "serviceAccount" }, "credentials": { "googleApi": { "id": "credential-id", "name": "googleApi Credential" } }, "typeVersion": 4.5 }, { "id": "97b38c41-ea45-4e4b-8318-5da4d3c24135", "name": "Send Reminder to Candidate", "type": "n8n-nodes-base.gmail", "position": [ 816, 32 ], "webhookId": "4aa88c2f-aa96-4773-a71b-6dd89843b55a", "parameters": { "sendTo": "={{ $json.attendees[0].email }}", "message": "=

Interview Reminder

\n

Dear Candidate,

\n

Your interview is scheduled to start in 5 minutes.

\n

Interview: {{ $json.summary }}
\nTime: {{ $json.start.dateTime }}
\nGoogle Meet Link: Join Meeting

\n

Please join on time. Good luck!

", "options": {}, "subject": "Interview Reminder - Starting in 5 Minutes" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "53f7164c-9007-4261-8628-24b1bcdac2c7", "name": "Update Sheet with Result", "type": "n8n-nodes-base.googleSheets", "position": [ 368, 352 ], "parameters": { "columns": { "value": {}, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "name", "value": "Sheet1" }, "documentId": { "__rl": true, "mode": "id", "value": "YOUR_SPREADSHEET_ID" }, "authentication": "serviceAccount" }, "credentials": { "googleApi": { "id": "credential-id", "name": "googleApi Credential" } }, "typeVersion": 4.5 }, { "id": "6780349a-d56e-465c-8dc4-4a23a2523dbf", "name": "Webhook: Submit Interview Result", "type": "n8n-nodes-base.webhook", "position": [ 144, 352 ], "webhookId": "interview-result-webhook", "parameters": { "path": "interview-result", "options": {}, "httpMethod": "POST" }, "typeVersion": 2 }, { "id": "4269bbb9-8d74-4d20-8053-260836d36478", "name": "Check if Passed", "type": "n8n-nodes-base.if", "position": [ 592, 352 ], "parameters": { "options": {}, "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "passed-condition", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.result }}", "rightValue": "Pass" } ] } }, "typeVersion": 2 }, { "id": "e9572ff4-464a-4956-a14e-2c0b1917a3c3", "name": "Email Candidate - Passed", "type": "n8n-nodes-base.gmail", "position": [ 816, 256 ], "webhookId": "7b073d4f-6bb9-4b31-aa60-8f9e0cebb3e5", "parameters": { "sendTo": "={{ $json.candidateEmail }}", "message": "=

Congratulations!

\n

Dear Candidate,

\n

We are pleased to inform you that you have PASSED the interview.

\n

Feedback: {{ $json.feedback }}

\n

Our team will contact you soon with next steps.

\n

Best regards,
HR Team

", "options": {}, "subject": "🎉 Congratulations! You Passed the Interview" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "11a09ef5-e424-45db-9923-700ca794fc47", "name": "Email Candidate - Failed", "type": "n8n-nodes-base.gmail", "position": [ 816, 448 ], "webhookId": "0ea6d946-1e54-47c6-ae97-7cbeb6c0a919", "parameters": { "sendTo": "={{ $json.candidateEmail }}", "message": "=

Interview Result

\n

Dear Candidate,

\n

Thank you for taking the time to interview with us.

\n

After careful consideration, we have decided not to move forward with your application at this time.

\n

Feedback: {{ $json.feedback }}

\n

We wish you all the best in your future endeavors.

\n

Best regards,
HR Team

", "options": {}, "subject": "Interview Result" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "1d62aabc-dc5b-40d8-9be5-d18eff86a10e", "name": "Email Manager", "type": "n8n-nodes-base.gmail", "position": [ 1040, 352 ], "webhookId": "13efb4cd-fe47-4727-a220-2825ea71ee75", "parameters": { "sendTo": "user@example.com", "message": "=

Interview Completed

\n

Candidate: {{ $json.candidateEmail }}
\nResult: {{ $json.result }}
\nFeedback: {{ $json.feedback }}

\n

Updated in Google Sheet.

", "options": {}, "subject": "Interview Result: {{ $json.candidateEmail }}" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "0c077145-df34-4e7d-8bf1-31244f07fca9", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -96, -336 ], "parameters": { "color": 3, "width": 672, "height": 208, "content": "## Workflow Overview\n\n- **Check Every 5 Minutes**: Triggers the workflow to run every 5 minutes.\n- **Get Calendar Events**: Retrieves upcoming interview events from Google Calendar.\n- **Filter Upcoming Interviews**: Filters the retrieved events to focus on upcoming interviews.\n- **Add to Google Sheet**: Appends filtered interview details to a Google Sheet.\n- **Send Reminder to Candidate**: Sends an email reminder to the candidate via Gmail.\n" }, "typeVersion": 1 }, { "id": "e553920b-784e-4841-b3ec-2fb43307a6a0", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -96, 96 ], "parameters": { "width": 688, "height": 224, "content": "## Workflow Overview\n\n- **Webhook: Submit Interview Result**: Receives interview result data via a webhook.\n- **Update Sheet with Result**: Updates the Google Sheet with the submitted interview result.\n- **Check if Passed**: Evaluates whether the interview result indicates a pass or fail.\n- **Email Candidate - Passed**: Sends a pass notification email to the candidate via Gmail.\n- **Email Manager**: Sends an email update to the manager via Gmail.\n- **Email Candidate - Failed**: Sends a fail notification email to the candidate via Gmail." }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "e41094e8-2bbf-499d-a796-e50f5a930408", "connections": { "Check if Passed": { "main": [ [ { "node": "Email Candidate - Passed", "type": "main", "index": 0 } ], [ { "node": "Email Candidate - Failed", "type": "main", "index": 0 } ] ] }, "Get Calendar Events": { "main": [ [ { "node": "Filter Upcoming Interviews", "type": "main", "index": 0 } ] ] }, "Check Every 5 Minutes": { "main": [ [ { "node": "Get Calendar Events", "type": "main", "index": 0 } ] ] }, "Email Candidate - Failed": { "main": [ [ { "node": "Email Manager", "type": "main", "index": 0 } ] ] }, "Email Candidate - Passed": { "main": [ [ { "node": "Email Manager", "type": "main", "index": 0 } ] ] }, "Update Sheet with Result": { "main": [ [ { "node": "Check if Passed", "type": "main", "index": 0 } ] ] }, "Filter Upcoming Interviews": { "main": [ [ { "node": "Add to Google Sheet", "type": "main", "index": 0 }, { "node": "Send Reminder to Candidate", "type": "main", "index": 0 } ] ] }, "Webhook: Submit Interview Result": { "main": [ [ { "node": "Update Sheet with Result", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 1, "workflowInfo": { "nodeCount": 13, "nodeTypes": { "n8n-nodes-base.if": { "count": 1 }, "n8n-nodes-base.gmail": { "count": 4 }, "n8n-nodes-base.filter": { "count": 1 }, "n8n-nodes-base.webhook": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.googleSheets": { "count": 2 }, "n8n-nodes-base.googleCalendar": { "count": 1 }, "n8n-nodes-base.scheduleTrigger": { "count": 1 } } }, "status": "published", "user": { "name": "Oneclick AI Squad", "username": "oneclick-ai", "bio": "The AI Squad Initiative is a pioneering effort to build, automate and scale AI-powered workflows using n8n.io. Our mission is to help individuals and businesses integrate AI agents seamlessly into their daily operations from automating tasks and enhancing productivity to creating innovative, intelligent solutions. We design modular, reusable AI workflow templates that empower creators, developers and teams to supercharge their automation with minimal effort and maximum impact.", "verified": true, "links": [ "https://www.oneclickitsolution.com/" ], "avatar": "https://gravatar.com/avatar/848fca91367142f65f9e5c55d64e5c9952b160d7b060d103b52aa343c6bc7b3d?r=pg&d=retro&size=200" }, "nodes": [ { "id": 18, "icon": "file:googleSheets.svg", "name": "n8n-nodes-base.googleSheets", "codex": { "data": { "alias": [ "CSV", "Sheet", "Spreadsheet", "GS" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/love-at-first-sight-ricardos-n8n-journey/", "icon": "❤️", "label": "Love at first sight: Ricardo’s n8n journey" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "🧬", "label": "Why business process automation with n8n can change your daily life" }, { "url": "https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/", "icon": "🧾", "label": "Automatically Adding Expense Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n" }, { "url": "https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/", "icon": "🎫", "label": "Supercharging your conference registration process with n8n" }, { "url": "https://n8n.io/blog/creating-triggers-for-n8n-workflows-using-polling/", "icon": "⏲", "label": "Creating triggers for n8n workflows using polling" }, { "url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/", "icon": "store", "label": "6 e-commerce workflows to power up your Shopify s" }, { "url": "https://n8n.io/blog/migrating-community-metrics-to-orbit-using-n8n/", "icon": "📈", "label": "Migrating Community Metrics to Orbit using n8n" }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "💡", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": "https://n8n.io/blog/your-business-doesnt-need-you-to-operate/", "icon": " 🖥️", "label": "Hey founders! 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