# Schedule and track interviews with Calendly and Zoom: n8n workflow

> Started by an event in a connected app, and works across Asana and Gmail. 11 steps, 1 branch: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/schedule-and-track-interviews-with-calendly-and-zoom (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Hiring](https://millionrounds.com/workflows?category=Hiring#library)

# Schedule and track interviews with Calendly and Zoom

Started by an event in a connected app, and works across Asana and Gmail. 11 steps, 1 branch: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fschedule-and-track-interviews-with-calendly-and-zoom)

**11 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Logic 2 Service 7

The steps in the order they run, from what starts it.

- 1 **Error Handler Trigger** Error trigger *Starts it*
- 2 **Receive interview booking** Calendly trigger *Starts it*
- 3 **Error Email Notification** Gmail *Service*
- 4 **Prepare interview data** Code *Logic*
- 5 **Route by interview type** If *Logic*
- 6 **Create Zoom meeting** Zoom *Service*
- 7 **Create Zoom meeting1** Zoom *Service*
- 8 **Create HR Interview Task** Asana *Service*
- 9 **Create Technical Interview Task** Asana *Service*
- 10 **Notify HR team** Gmail *Service*
- 11 **Notify interviewer** Gmail *Service*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 11, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Asana, Gmail
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Asana and Gmail accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 11 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 11 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fschedule-and-track-interviews-with-calendly-and-zoom)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Asana](https://millionrounds.com/workflows?service=Asana#library)[Gmail](https://millionrounds.com/workflows?service=Gmail#library)

## Workflows like it

Also hiring, with the same services where possible, closest in size first.

- [**Automated Interview Tracker with Google Calendar and Sheets** 11 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/automated-interview-tracker-with-google-calendar-and-sheets)
- [**Create an interview clip library with WayinVideo** 11 steps · Gmail, Google Drive](https://millionrounds.com/workflow/create-an-interview-clip-library-with-wayinvideo)
- [**Automate CV screening and applicant scoring** 11 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/automate-cv-screening-and-applicant-scoring)
- [**Automate applicant tracking with OpenAI and Google Sheets** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/automate-applicant-tracking-with-openai-and-google-sheets)
- [**Automated resume screening & ranking with Llama** 11 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/automated-resume-screening-and-ranking-with-llama)
- [**HR agent and recruiter with Gemini and Gmail** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/hr-agent-and-recruiter-with-gemini-and-gmail)