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Coordinator connects an AI interview result to your scheduling process. When a Candidate meets your configured pass score, InterviewFlowAI emails the Candidate a link to choose an interview time.

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How Coordinator works

  1. A Candidate completes an AI interview.
  2. InterviewFlowAI compares the final score with your Coordinator pass score.
  3. If the score meets or exceeds the pass score, InterviewFlowAI sends the Candidate an interview invitation after your configured delay.
  4. The Candidate opens your scheduling link and chooses an available time.
  5. Your scheduling provider manages availability, calendar invitations, and meeting details.
InterviewFlowAI sends each qualifying Candidate one Coordinator invitation per interview. Processing the completed interview again does not send a duplicate invitation.

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Before you start

You need:
  • An HTTPS scheduling link that Candidates can open.
  • A pass score from 0 to 100.
  • A send delay from 0 to 720 hours.
Your scheduling page should show the availability of the team member who will conduct the interview. Configure calendar invitations and video meeting links in your scheduling provider.

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Configure Coordinator

1

Open the Interviewer

In the dashboard, select Interviewers, then open the Interviewer you want to configure.
2

Open Settings

Select the Settings tab and find Coordinator outreach under Candidate Communication.
3

Add the scheduling link

Enter the complete scheduling URL, including https://.
4

Set the pass score

Enter the minimum AI interview score required to receive an invitation. A Candidate whose score equals the pass score qualifies.
5

Choose when to send

Set Send after in hours. Use 0 to send immediately after the interview is scored.
6

Save the configuration

Click Save coordinator.
The scheduling link and pass score are required. Leave both blank and save to disable Coordinator for the Interviewer.

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Candidate email

Qualified Candidates receive an email with:
  • The Candidate’s first name.
  • The Interviewer role.
  • A button that opens your scheduling link.
The email subject is Interview invitation: [Interviewer role].
Coordinator invitations are separate from the standard Candidate completion email. You can enable or disable the completion email independently.
The service behind your scheduling link controls live availability and creates the calendar event. Configure that service to add a video meeting link and send invitations to the Candidate and your team. For example, a scheduling service connected to Google Calendar can create a Google Meet link. A service connected to Microsoft Outlook can create a Microsoft Teams link. The exact behavior depends on your scheduling provider’s settings.

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Record the interview and generate notes

Coordinator does not automatically add the InterviewFlowAI Notetaker to the scheduled event. To record, transcribe, and generate notes for the conversation, connect the relevant calendar and add the Notetaker to the event. See Notetaker for setup instructions. Inform every participant before recording. Confirm that the Candidate has consented to recording and transcription. Completed Notetaker conversations appear in the dashboard. The report contains conversation notes and does not assign a Candidate score.

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Troubleshooting

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A qualified Candidate did not receive an invitation

  • Confirm that the Candidate completed the AI interview.
  • Confirm that the final score meets or exceeds the configured pass score.
  • Confirm that the Coordinator scheduling link, pass score, and send delay are saved.
  • Confirm that the Candidate has a valid email address.
  • Ask the Candidate to check spam or filtered folders.

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The scheduling button does not open the expected calendar

Open the saved scheduling link directly. Update the link in Settings if it points to the wrong scheduling page or team member. Enable automatic video conferencing in your scheduling provider. Coordinator sends your scheduling URL but does not create or modify the provider’s calendar event.

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The Notetaker did not join

Coordinator does not add the Notetaker automatically. Follow the Notetaker setup guide to connect the calendar and schedule the Notetaker.