# Interview Scheduling: Find Slots That Fit Everyone

Source: https://maito.app/workflows/book-interviews-across-candidate-and-client

Maito reads the candidate's availability and your interviewers' calendars, holds the slots that fit and drafts the invite for your approval.

Maito finds interview times that work for the candidate and the client, and drafts the offer.

[Operations](https://maito.app/workflows/team/operations) · [Recruiting and staffing](https://maito.app/workflows/industry/recruiting-and-staffing) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   Google Calendar
-   Cal.com
-   Calendly

## How do you book interviews across a candidate and a client?

To book interviews across a candidate and a client, tell Maito when the candidate is approved. It reads the candidate's availability and the interviewers' calendars, finds slots that fit everyone and drafts the email. After you approve, it holds the slots, books the reply, releases the other and updates the tracker.

## How it's done today

The coordinator emails back and forth to match the candidate's hours with the client's interviewers.

## What Maito does

1.  Read the candidate's availability from their reply
2.  Check the interviewers' calendars
3.  Pick slots that fit both sides
4.  Draft the offer to the candidate and update the tracker after booking

## Example

Loop run: Candidate approved · Ravi Shah, Ops Manager

**Maito** (10:05 AM):

Ravi Shah is approved for a first interview with Stark Logistics (Operations Manager, 45 minutes with Maria and Greg).

**Ravi's windows:** weekdays after 1:00 PM Pacific, from his Oct 15 email.  
**Slots that fit everyone:**  
• Tue Oct 20, 4:00 PM ET (1:00 PM PT)  
• Wed Oct 21, 4:30 PM ET (1:30 PM PT)

Catch: Maria's first open times were all before 1:00 PM Pacific, so I skipped them. Greg is out Thursday.

From the calendars and Ravi's email. Draft to Ravi is below for your OK.

"Hi Ravi, Stark Logistics would like to meet you. Could you do Tuesday at 1:00 PM PT or Wednesday at 1:30 PM PT? Reply with which suits you."

**Nora** (10:12 AM):

Send it, and hold both slots on Maria's and Greg's calendars until he answers.

**Maito** (10:13 AM):

Sent to Ravi. Both slots are held on Maria's and Greg's calendars. When he replies I'll book that one, release the other and move him to Interview 1 scheduled in the applicant tracker.

## How to set it up

When something happens Book interviews across candidate and client

Ask your agent

“When a candidate moves to Client interview in the applicant tracker, read their availability from email, check the interviewers' calendars and propose two slots. Show me the draft before it goes to the candidate.”

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Connect calendar

-   Google Calendar
-   Microsoft 365
-   Cal.com
-   Calendly

Use applicant tracker

-   Greenhouse
-   Ashby
-   Workable

No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can only see calendars it's connected to. Time zones are checked, but a private commitment outside the calendar is invisible.

## Questions

### Which calendars does it work with?

Google Calendar, Microsoft 365, Cal.com and Calendly, plus email for the candidate. Your applicant tracker works through a skill.

### Does it email the candidate on its own?

No. It drafts the message and sends it after you approve.

### What if nobody has a free slot?

It tells you which constraint blocks it and drafts a request for more times.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fbook-interviews-across-candidate-and-client)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)