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Every 30 minutes

Log interviews from your calendar to a hiring sheet with reminders

Every calendar event titled Interview is logged in your hiring sheet, and you get an email reminder the day before each one.

Runs
Every 30 minutes
Apps
Google Calendar, Google Sheets
AI
Not needed
Access
Calendar read; Sheet edit

Send this to your assistant

Create a ClickRuntime automation: log every Google Calendar event with 'Interview' in the title to my Hiring sheet, and email me a reminder the day before each interview.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A hiring manager runs interviews for three roles at once. Interviews are on her calendar, but the hiring sheet her team uses is always missing a few, and once or twice a month she walks into an interview without having read the CV.

Keeping the hiring sheet in step with the calendar and getting a nudge the day before gives you a complete interview log and time to prepare for each one.

What you get out of it

  • A complete interview log

    Every interview on the calendar is recorded in the sheet, so the team can see who is being seen and when.

  • Time to prepare

    A reminder the day before leaves room to read the CV and plan questions rather than skimming them in the lift.

  • Rescheduled interviews stay accurate

    If an interview moves, the row is updated with the new time instead of being duplicated.

  • No double entry

    You book interviews in your calendar as usual; the sheet follows.

How it works

What happens, step by step

  1. Every 30 minutes ClickRuntime looks for events with Interview in the title on your Google Calendar over the next two weeks.

  2. New interviews are added as rows in your Hiring sheet, and moved interviews have their row updated.

  3. The day before each interview, you get an email reminder with the time and candidate.

  4. It remembers which reminders it has sent, so you only get one per interview.

Before it runs live

  • Connect Google Calendar
  • Connect your Google Sheets account and pick the spreadsheets it may use

What you get

RunsEvery 30 minutes
Log interviews from your calendar to a hiring sheet with reminderstoday, 9:00Succeeded
Email · Interview reminderTomorrow: Interview, Senior Designer, 10:30 with casey@acme.example

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Google Calendar and Google Sheets steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
interview_tracker_from_calendar_to_sheets.pyexample
from datetime import datetime, timedelta, timezone
from clickruntime import on_trigger, credentials, http, state, notify

S = "https://sheets.googleapis.com/v4/spreadsheets/your-spreadsheet-id/values"

@on_trigger
def run(event):
    h = {"Authorization": f"Bearer {credentials.connection('google', 'work')}"}
    now = datetime.now(timezone.utc)
    items = http.get("https://www.googleapis.com/calendar/v3/calendars/primary/events", headers=h, params={
        "q": "Interview", "timeMin": now.isoformat(), "timeMax": (now + timedelta(days=14)).isoformat(), "singleEvents": True}).json().get("items", [])
    ids = [r[0] for r in http.get(f"{S}/Hiring!A2:A", headers=h).json().get("values", []) if r]
    reminded = set(state.get("reminded") or [])
    for e in items:
        start = e["start"].get("dateTime", e["start"].get("date"))
        guest = next((a["email"] for a in e.get("attendees", []) if not a.get("self")), "")
        row = [e["id"], start, e.get("summary", ""), guest, e.get("htmlLink", "")]
        if e["id"] in ids:
            http.put(f"{S}/Hiring!A{ids.index(e['id']) + 2}:E", headers=h, params={"valueInputOption": "RAW"}, json={"values": [row]})
        else:
            http.post(f"{S}/Hiring!A:E:append", headers=h, params={"valueInputOption": "RAW"}, json={"values": [row]})
        if start[:10] == (now + timedelta(days=1)).date().isoformat() and e["id"] not in reminded:
            notify.email_me(f"Tomorrow: {e.get('summary')}", f"{start} with {guest}\n{e.get('htmlLink')}")
            reminded.add(e["id"])
    state.set("reminded", list(reminded)[-500:])
    return {"interviews": len(items)}

FAQ

Common questions

Which events count as interviews?
Any event with Interview in the title. You can change the word, for example to Screening or Panel.
What does each row contain?
The date and time, the event title, the candidate's email from the invite, and a link to the event.
When is the reminder sent?
Once, during the day before the interview, with the time and the candidate's details.
What permissions does it need?
Calendar read; Sheet edit. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Log interviews from your calendar to a hiring sheet with reminders” from your assistant

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