Automated Interview Scheduling via WhatsApp (Zena – AI Agent)
Zena connects with both the Hiring Manager and the candidate on WhatsApp to:
- Collect availability
- Identify matching time slots
- Schedule interviews automatically
No back-and-forth coordination required
Once the Hiring Manager is assigned to job, they receive a WhatsApp message to configure their details with the system so that the automated scheduling works go as mentioned.
Figure 1: Automated Interview Scheduling via WhatsApp (Zena – AI Agent)
How it works for Hiring Managers:
- Zena initiates a WhatsApp conversation with the Hiring Manager.
- Availability for interviews is collected directly via WhatsApp.
- The interview is scheduled automatically based on shared availability.
- No manual coordination with recruiters is required.
Saves time and removes the need for manual coordination
Figure 2: How it works for Hiring Managers:
Prerequisite:
The Hiring Manager’s WhatsApp-enabled mobile number must be added in User Management.
How it works for candidates
Candidates may receive interview scheduling messages directly on WhatsApp from Zena (AI Agent).
What candidates can expect:
- WhatsApp messages requesting interview availability.
- Automatic confirmation once availability is shared.
- No need to coordinate manually with recruiters.
Figure 3: How it works for candidates
Duplicate Application Prevention
To ensure a smooth and focused hiring experience:
- Candidates cannot apply for a new job if they already have an active application in another hiring process.
- This prevents duplicate applications from the Career Page.
Candidates can continue with their existing application journey without confusion.
In-Person Interview Details
For interviews scheduled as In-Person:
- Candidates will receive the interview venue/address in the interview communication.
- This ensures clarity on the interview location and reduces last-minute confusion.
Ensures a smooth and quick scheduling experience.
How it works for Recruiters
Automated Interview Scheduling via WhatsApp
- No need to manually coordinate interview schedules
- Zena handles availability collection and scheduling
- Interviews are automatically aligned based on mutual availability
WhatsApp Chat Logs for Interview Scheduling
You can track all scheduling communication for complete visibility.
How to view:
- Go to Candidate Detail Page
- Open the Workflow Progress tab
- Click on “View Chat”
Access full WhatsApp conversations between Zena, Hiring Manager, and candidate
Figure 4: How it works for Recruiters
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