The AgentivUse cases

Interviews booked without email ping pong

An HR agent that reads candidate replies in Gmail, finds a slot that suits every interviewer in Google Calendar, drafts the invitation and sends it only after the recruiter approves

Function: HREffort: An afternoonPublished: 2026-10-21
GmailGoogle CalendarClaude

The problem

Scheduling one interview in a small company means a recruiter or the owner reading the candidate's reply, opening two or three colleagues' calendars, proposing times, waiting, and repeating when the candidate picks a slot that has since gone. Good candidates in Bangkok and Singapore often have other offers, and a three day scheduling loop is where they are lost.

How the agent works

  1. It starts

    The recruiter connects the Gmail and Google Calendar connectors in Claude (on Team and Enterprise plans an Owner enables them first under Organization settings, and a Google Workspace admin may need to mark the Claude app as trusted).

  2. The agent works

    Each morning, or whenever a candidate replies, the recruiter runs a saved prompt: find new replies under the hiring label, and for each candidate who said yes, check the calendars of the named interviewers for shared free slots in the next five working days. Claude uses the Calendar connector's mutual availability lookup, then drafts a reply in the company's tone with three options and the interview format. Claude asks for approval before sending any email by default, so the recruiter reads the draft, adjusts, and approves. When the candidate confirms, Claude creates the Calendar event with every interviewer as an attendee and drafts the confirmation.

  3. The result

    CVs attached to emails are not readable through the connector, so the recruiter keeps the screening step for themselves.

Worked example

Claude's help centre article on the Google Workspace connectors documents every piece this agent needs: Gmail search and read, drafting and sending replies with explicit approval by default, Calendar access to shared calendars, finding mutual availability across attendees, and creating and updating events with attendee lists. It also sets the limits: attachment content is not accessible, rate limits follow Google's API quotas, and on Team and Enterprise plans the owners decide whether members may let actions run without asking each time. No customer story or time saving figure is published for this flow, so the first number you will have is your own time from reply to confirmed interview.

PDPA note. Candidate emails and CVs are personal data under PDPA. Keep the agent on the hiring mailbox only, do not copy candidate details into other tools, state in the job ad's privacy notice that an AI assistant helps with scheduling, and delete the scheduling threads at the end of the retention period your HR policy sets.

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Sources

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