Automated Interview Scheduling via WhatsApp

Modified on Mon, 8 Jun at 7:20 PM

Automated Interview Scheduling via WhatsApp (Zena – AI Agent)

Hirin.ai supports automated interview scheduling through WhatsApp using Zena (AI Agent).

Figure 1: Automated Interview Scheduling via WhatsApp (Zena – AI Agent)

Figure 2: Automated Interview Scheduling via WhatsApp (Zena – AI Agent)

How it works for Hiring Managers:

Zena initiates a WhatsApp conversation with the Hiring Manager informing them about the job they are assigned and collect available time slots and mode of interview (image 1)

Similar way, Hiring Managers will be asked for their available slots every time for new profiles on the jobs assigned (image2)

This way, availability for interviews is collected directly via WhatsApp.

The interview is scheduled automatically based on shared availability.

No manual coordination with recruiters is required.

Figure 3: How it works for Hiring Managers:

Prerequisite:

The Hiring Manager’s WhatsApp-enabled mobile number must be added in User Management.

Important Notes:

If the mobile number is not available in User Management, WhatsApp-based scheduling will not be initiated.

Hiring Managers are expected to respond to Zena’s WhatsApp messages in a timely manner to avoid scheduling delays.

Interview Type Visibility (In-Person Interviews)

For interviews scheduled as In-Person, the interview communication will include venue details.

When an interview is marked as In-Person, the venue/address details are shared in interview notifications.

This ensures Hiring Managers are aware of the interview location in advance

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 recruiter

Figure 4: 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.

How it works for Recruiters

Automated Interview Scheduling via WhatsApp

Recruiters do not need to manually coordinate interview schedules when WhatsApp-based automation is enabled.

Zena manages availability collection from Hiring Managers and candidates.

Interviews are scheduled automatically based on mutual availability.

WhatsApp Chat Logs for Interview Scheduling

Recruiters can view WhatsApp chat logs related to interview scheduling for better transparency.

How to view chat logs:

Navigate to the Candidate Detail Page.

Open the Workflow Progress tab.

Click the “View Chat” button to access the full WhatsApp conversation between Zena, the Hiring Manager, and the candidate.

Figure 5: How it works for Recruiters

Purpose:

Provides visibility into how interviews were coordinated.

Helps recruiters understand scheduling decisions made by the system.

If HM does not respond to the WhatsApp message, recruiter will get the email informing the same.

Figure 6: How it works for Recruiters

Interview Venue for In-Person Interviews (Manual Scheduling)

While scheduling interviews manually, recruiters can now select the interview type.

Interview Type options: Virtual or In-Person

When In-Person is selected:

Venue/address fields become visible.

Interview emails include the venue details for both candidates and interviewers.