What teams see
- Work waits between receive application and create candidate record.
- Owners reconstruct status from Cloud storage and Google Calendar.
HR
Candidate intake and interview coordination
Applications, reviewer decisions and interview availability are coordinated across documents and inboxes, causing slow candidate communication.
Business problem
Applications, reviewer decisions and interview availability are coordinated across documents and inboxes, causing slow candidate communication.
Why it happens
- No shared state spans Cloud storage, Google Calendar, Gmail.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter send status update cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from receive application to send status update
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from receive application to send status update.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Receive application — Accept and identify the candidate intake and interview coordination trigger. Cloud storage
- Create candidate record — Execute create candidate record with validated sample data and an auditable result. Cloud storage
- Validate consent — Execute validate consent with validated sample data and an auditable result. Google Calendar
- Apply screening criteria — Execute apply screening criteria with validated sample data and an auditable result. Gmail
- Reviewer assessment — Execute reviewer assessment with validated sample data and an auditable result. SEIDO Review Queue
- Collect availability — Execute collect availability with validated sample data and an auditable result. Google Calendar
- Schedule interview — Execute schedule interview with validated sample data and an auditable result. Gmail
- Send status update — Execute send status update with validated sample data and an auditable result. Cloud storage
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- Cloud storage: Provide workflow input
- Google Calendar: Lookup and update context
- Gmail: Receive controlled outcome
Human responsibility: People operations lead
Failure and recovery
Cloud storage is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for create candidate record is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating Cloud storage, Google Calendar, Gmail.
- An existing configured platform already handles candidate intake and interview coordination with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
Related workflows
Intelligent inbound lead routingLeads arrive through disconnected forms, inboxes and campaigns and are assigned too slowly or to the wrong owner.Lead qualification and account-fit workflowSales representatives spend valuable time manually investigating prospects that do not match the commercial profile.Sales discovery to structured CRMImportant details from discovery calls and notes do not reach the CRM consistently, weakening follow-up and forecasting.