Automated resume screening & interview scheduling with Gmail, GPT & Airtable

How it works

The workflow detects incoming job-application emails, extracts resumes, and parses them for AI analysis. It evaluates each candidate against three open roles and assigns a fit score with structured reasoning. Low-scoring applicants are stored for review, while strong candidates move into an automated scheduling flow. The system checks availability on the next business day, books the slot, sends a confirmation email, and records all details in Airtable.

Step-by-step

Detect and collect job-application data

• Gmail Trigger1 – Monitors inbox for all new emails.
• Message a model2 – Classifies whether the email is a job application.
• If2 – Continues only when the AI result is YES.
• Get a message1 – Fetches the full message and attachments.
• Upload file1 – Uploads the resume to Google Drive.
• Extract from File1 – Converts the PDF resume into text.

Analyze the resume and evaluate fit

• Available Positions1 – Defines the three open roles.
• Message a model3 – Produces recommended role, fit score, strengths, gaps, skills, and reasoning.
• If3 – Routes candidates based on fit_score ≥ 8.
• Create a record3 – Stores lower-scoring applicants in Airtable.
• Get Next Business Day1 – Calculates the schedule window for qualified candidates.

Check availability on the next business day

• AI Agent1 – Orchestrates availability search using calendar nodes.
• Get Events1 – Retrieves events for the target day.
• Check Availability1 – Evaluates free 1-hour slots.
• OpenAI Chat Model2 – Reasoning engine for the agent.
• Structured Output Parser1 – Returns clean JSON with start_time and end_time.
• OpenAI Chat Model3 – Supports structured parsing.

Schedule the interview and notify the candidate

• Create an event1 – Books the interview in Google Calendar.
• Send a message1 – Sends an HTML confirmation email to the candidate.
• Create a record2 – Saves shortlisted candidate and interview data in Airtable.

Why use this?

• Removes manual screening by automating email intake and resume parsing.
• Ensures consistent AI-based role matching and scoring.
• Books interviews automatically using real calendar availability.
• Keeps all applicant and scheduling data organized in Airtable.
• Provides a fully hands-off, end-to-end hiring pipeline.