The Interview Route

Description

GOAL
Build a workflow that, for every new interview appointment, automatically loads the candidate profile and job description, creates a personalized question set of 12 to 15 questions from them, stores it in the note tool, and notifies the interviewer.

Adapt the structure to the concepts of your automation tool (for example nodes, steps, zaps or agent actions). While doing so, preserve the trigger logic, the sequence and the data flow.

TRIGGER
Type: new calendar event with the title prefix "Interview:".
Filter: the event must contain the candidate ID, this is the required field convention in the recruiting process.

STEPS
1. Load candidate and position: read the candidate ID and the job ID from the event description, and use them to retrieve the candidate profile (work experience, qualifications) and the linked job description from the ATS (Personio, Greenhouse or Lever).
2. AI step: generate the question set. Use the following prompt unchanged (see PROMPT below). Output: 12 to 15 questions across three categories, with the top 5 flagged and notes on possible red flags.
3. Save: store the question set in the note tool (Notion, Evernote or OneNote), together with candidate, position and interview date.
4. Output: notify the interviewer, whose address you filter from the event's internal attendee list, by email with a link to the question set and a short candidate summary.

PROMPT (use exactly as is)
"""
You are an experienced HR professional and should create a personalized interview question set.

**Candidate information:**
- Name: [CANDIDATE_NAME]
- Position: [POSITION]
- Experience: [WORK_EXPERIENCE]
- Special qualifications: [QUALIFICATIONS]

**Job description:**
[JOB_DESCRIPTION]

**Task:**
Create a structured interview question set of 12 to 15 questions, divided into the following categories:

1. **Technical competence** (5 to 6 questions): questions on technical skills and experience, tailored specifically to the job requirements and the candidate's resume.

2. **Soft skills and working style** (4 to 5 questions): behavior based questions on teamwork, communication and problem solving.

3. **Cultural fit and motivation** (3 to 4 questions): questions on values, workplace culture preferences and motivation for the position.

**Format:**
- Each question with a brief note on why it is relevant.
- Flag the five most important questions.
- Add notes on possible red flags in the answers.
"""

DATA FLOW
Trigger to step 1: candidate ID and job ID from the event description, interviewer address from the attendee list.
Step 1 to step 2: candidate profile (name, work experience, qualifications) and job description.
Step 2 to step 3: finished question set.
Step 3 to step 4: link to the question set. Trigger to step 4: interviewer address.

ERROR HANDLING
Candidate ID missing from the event: stop the run and send a note to the recruiting team. Establish the ID convention as a required field or template in the calendar event.
Position not linked to the candidate: check the ATS mapping. Without a job description, do not generate a generic question set, escalate the case to the recruiting team instead.
Interviewer address not extractable: filter the attendee list on internal domains. For panel interviews, notify all internal attendees.
Storage in the note tool fails: check write access and the target database or template.
Data protection: store candidate data only in the internal note tool, without passing it on to external channels.

PLACEHOLDER CONVENTION
All placeholders in square brackets in the prompt are mapped fully dynamically from the ATS, as described in the data flow. There are no prompt placeholders that require manual input. What you configure manually is only the calendar filter (title prefix "Interview:"), the ATS access, the destination in the note tool and the internal mail domain.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Are all steps connected correctly, and does the calendar filter catch the title prefix "Interview:"?
2. Is the prompt inserted completely and unchanged, and are all ATS fields mapped correctly?
3. Is the question set stored with candidate, position and date, and does the email go exclusively to internal interviewers?
4. List all points that require manual configuration: the format of the candidate and job ID in the appointment, ATS access, the destination in the note tool, the internal mail domain, LLM access.

Working prompts

You are an experienced HR professional and should create a personalized interview question set.

**Candidate information:**
- Name: [CANDIDATE_NAME]
- Position: [POSITION]
- Experience: [WORK_EXPERIENCE]
- Special qualifications: [QUALIFICATIONS]

**Job description:**
[JOB_DESCRIPTION]

**Task:**
Create a structured interview question set of 12 to 15 questions, divided into the following categories:

1. **Technical competence** (5 to 6 questions): questions on technical skills and experience, tailored specifically to the job requirements and the candidate's resume.

2. **Soft skills and working style** (4 to 5 questions): behavior based questions on teamwork, communication and problem solving.

3. **Cultural fit and motivation** (3 to 4 questions): questions on values, workplace culture preferences and motivation for the position.

**Format:**
- Each question with a brief note on why it is relevant.
- Flag the five most important questions.
- Add notes on possible red flags in the answers.

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