Interview Scheduling Coordinator
Build an internal tool that collects interviewer and candidate availability, proposes conflict-free interview slots (including multi-round panels), and sends confirmations after you approve them - so you stop chasing calendars.
A login-protected coordinator app that gathers availability, proposes conflict-free panel schedules, holds them for your approval, then emails candidates and interviewers and exports the confirmed schedule as CSV and .ics calendar files.
Before you start
- A free Supabase account
- A free Vercel account
- A free Resend account (or any email you control for testing)
- Your interview round definitions and a list of interviewers
The problem this kills
Scheduling interviews by hand is death by a thousand emails. You collect five interviewers' calendars, three of them in different time zones, line them up against a candidate who is "free Tuesday afternoon-ish," try to fit a four-round panel without back-to-back fatigue, and then the moment you send the invites someone declines and you start over. Good candidates cool off while they wait. Hiring managers ping you for status. You become a human calendar-solver, and the actual recruiting work piles up behind it.
The painful part is that none of this is hard - it is just tedious, repetitive, and easy to get wrong under time pressure. That is exactly the kind of work a small internal tool should do for you.
What you'll build
A private, login-protected web app that acts as your scheduling co-pilot. It collects interviewer availability and candidate preferences, understands your interview rounds (who, how long, in what order), respects time zones, buffer times, and "no back-to-back" rules, and then proposes conflict-free slots - including full multi-round panels. Nothing goes out until you, the coordinator, review the proposed schedule and click approve. Then it emails the candidate and the panel with the details, saves the schedule, logs who approved what and when, and gives you a clean CSV and .ics calendar export.
What's inside the Implementation Plan
The plan is a single file you paste into an AI coding agent (Claude Code), and it builds the tool with you step by step - no prior coding needed.
It opens by interviewing you about your business - your real interview rounds, how your interviewers and time zones are named, your typical and peak scheduling volume, your buffer and back-to-back rules, and your messiest edge cases - so the tool is tailored to how you hire, not a generic template. The agent reflects a short spec back to you and waits for your thumbs-up before it builds anything.
From there it walks through setting up the database, the availability-collection screens, the conflict-free slot engine, the approval gate, the email confirmations, and the CSV/.ics exports - each step ending with a ready-to-paste prompt.
The governance it includes (this is the point)
This is not a toy. The plan bakes in the controls a real HR tool needs:
- Login so only your recruiting team can use it.
- Row-level security so each organization only ever sees its own candidates and schedules.
- A complete audit trail - who proposed, who approved, who got notified, and exactly when.
- A human-in-the-loop approval gate - the AI proposes the schedule, but a coordinator must review and approve before a single invite or candidate confirmation goes out. Reschedules pass back through review too.
- Duplicate guards - a candidate-plus-round key means the same interview can't be double-booked or sent twice.
Who it's for
Recruiting coordinators and hiring managers who schedule interviews by hand and lose candidates to slow turnaround. If you live in your inbox lining up panels and you've ever lost a great candidate because the back-and-forth took too long, this is for you. You don't need to be a developer - if you can use a spreadsheet and follow instructions, you can build this.
You've got this - paste the first prompt and let the agent interview you.