Automated resume screening & interview scheduling with Gmail, GPT & Airtable

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 fitscore ≥ 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 starttime and endtime. - 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.