Send Interview Reminders (10 Minutes) from Google Calendar to Slack DMs

📅 Automated Recruitment Reminders (n8n | Google Calendar | Slack)

This workflow ensures that interviewers never miss a candidate meeting. It monitors a specific Google Calendar and sends a direct Slack message to the interviewer exactly 10 minutes before the start time, including the candidate’s name, role, meeting link, and any preparation notes.

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⚡ Quick Implementation Steps

• Import the workflow JSON into your n8n instance.
• Configure your Google Calendar and Slack credentials.
• Open the Set: Config node and update the variables (Calendar Name, Domain, etc.).
• Activate the workflow to start polling for upcoming interviews.

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🎯 Who's It For

• Interviewers who prefer a timely Slack nudge over traditional calendar notifications.
• Recruiting Coordinators wanting to reduce "no-show" rates from internal teams.
• Hiring Teams that store candidate CVs and notes directly in the calendar event description.

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🛠 Requirements

Tool	Purpose
n8n Instance	To run and schedule the automation
Google Calendar	The source of truth for interview schedules
Slack App	To send DMs (requires users:read.email, chat:write, im:write)
Company Email	Used to map Calendar attendees to Slack users

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🧠 How It Works

1. Cron Trigger: Runs every minute to check for near-term events.
2. Google Calendar Node: Fetches events from the specified "Interviews" calendar.
3. Filter Logic: Identifies events starting in exactly 10 minutes (configurable).
4. User Mapping: Matches the interviewer's email address to their Slack ID.
5. Slack DM: Sends a formatted message with the meeting link and description details.

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🔧 How To Set Up – Step-by-Step

1. Import Workflow: Upload the .json file into your n8n workspace.
2. Set Credentials:
   • Google Calendar: Connect via OAuth2.
   • Slack: Create a Slack App and connect via OAuth2.
3. Configure Settings:
   • Open the Set: Config node.
   • CALENDAR_NAME: The exact name of your interview calendar (e.g., Interviews).
   • COMPANY_DOMAIN: Your email domain (e.g., weblineindia.com).
   • LEAD_MINUTES: Default is 10.
   • FALLBACK_CHANNEL: Where to post if a Slack DM fails (e.g., #recruiting-alerts).
4. Calendar Format:
   • Ensure the interviewer is an attendee of the event.
   • Add CV: [URL] and Notes: [URL] in the event description for them to be parsed.
5. Activate: Toggle the workflow to Active.

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✨ How To Customize

• Change Lead Time: Adjust LEAD_MINUTES in the config to 5 or 15 minutes.
• Business Hours: Add a filter to only send reminders during 9 AM - 6 PM.
• Different Channels: Send the alert to a public "Hiring" channel instead of a DM.
• Preparation Buffers: Add a "Check-in" message 30 minutes prior for technical setup.

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➕ Add-ons (Advanced)

• Log to Sheets: Record every reminder sent in a Google Sheet for audit purposes.
• Feedback Link: Automatically send a Slack message after the interview with a link to the feedback form.
• Holiday Checker: Integrate a "Holiday Calendar" to pause reminders on non-working days.

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📈 Use Case Examples

• High-Volume Hiring: An agency managing 20+ daily interviews keeps interviewers on track.
• Remote Teams: Ensures distributed team members are alerted regardless of their time zone.
• Hiring Sprints: Keeps teams focused during intense "Interview Day" events.

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🧯 Troubleshooting Guide

Issue	Possible Cause	Solution
No Slack DM sent	Email mismatch	Ensure the Calendar attendee email matches the Slack email exactly.
Bot Error	Missing Slack scopes	Add users:read.email and chat:write to your Slack App.
Duplicate Alerts	Polling overlap	Ensure the "Check" logic avoids events already processed in the previous minute.
Calendar not found	Incorrect Name	Verify the CALENDAR_NAME in the Config node matches your Google account.

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📞 Need Assistance?

Need help integrating this into your specific HR stack or customizing the parsing logic?

👉 Contact WeblineIndia — We specialize in workflow automation for recruitment and enterprise teams.