Automated Resume Screening & Interview Scheduling with Gmail, GPT & Airtable

Description

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.