Recruiting and staffing · GuardenerAI Meetings

Interview scheduling for recruiters.

Recruiting and staffing firms use GuardenerAI Meetings to let candidates book screening calls and interviews from booking links that only offer the recruiter's free time, synced with Google or Microsoft calendars and kept in the same CRM as the candidate and the requisition.

The fastest recruiter usually wins the candidate. A booking link in the first reply turns a day of email tennis into one click, and the call sits in the CRM beside the candidate's stage and the requisition.

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Screening calls in one click

Each recruiter keeps their own links, one per kind of conversation.

  • A 20-minute phone screen with the meeting type Phone Call.
  • A 45-minute video interview with the video link you supply.
  • Booking questions such as current notice period or salary expectations, each required or optional.
  • Weekly hours, buffers, minimum notice and a horizon, so candidates only see times you can keep.

Candidates who confirm, and calendars that agree

Picking a time holds it and emails the candidate a confirm link, which cuts no-shows from mistyped addresses.

  • Busy time on your connected Google or Microsoft calendar is taken out of the offer.
  • The same link lets the candidate reschedule or cancel, confirmed by email.
  • Unconfirmed holds expire and the slot goes back on offer.

Interviews beside the pipeline

Once confirmed, the meeting is in GuardenerAI next to the candidate's record, the requisition and the placement opportunity.

  • The Recruiting and Staffing template adds Candidate Stage and Available From to people, so the person record shows where the candidate stands.
  • Meeting statuses (Pending, Confirmed, Completed, Cancelled, No Show) show who turned up.
  • Move the placement opportunity to Interviewing once the interview is confirmed.

How to set it up

  1. Apply the Recruiting & Staffing starter template in Settings.
  2. Connect your mailbox and calendar, then set your working hours and buffers.
  3. Create links for phone screens and video interviews, with your booking questions.
  4. Paste the link into your first reply to every candidate.
  5. After each call, add outcome notes and update the candidate stage.

Worth knowing

  • A booking link needs a mailbox to send from: the link owner's connected mailbox, or an active shared mailbox for the organisation. Without one, the link refuses bookings, because the confirmation email carries the customer's only manage link.
  • A booking is linked to an existing person or lead only when the email address matches exactly one record. It never creates a new record on its own.
  • Each link belongs to one person. There is no panel or round-robin scheduling across several interviewers on one link.
FAQ

Fair questions.

Can a client hiring manager use the link?
Booking links belong to members of your workspace. A client manager can share your link, but the meeting is on your calendar, not theirs.
Does a booking add the candidate to the CRM?
No. It links to an existing person or lead whose email matches exactly one record. Add new candidates yourself or by import first.
Can GuardenerAI record the interview?
No. There is no meeting recording or transcription. Add your own outcome notes to the meeting afterwards.