Talent Acquisition
AI Resume Screening
Screens applications against role criteria and produces reviewer shortlists.
Talent Acquisition
AI Interview Scheduling for Greenhouse
When a Greenhouse application reaches interview stage, times are coordinated with the candidate and panel without email back-and-forth.
Your recruiters should be talking to candidates, not trading emails about Tuesday at three. This workflow watches your Greenhouse pipeline, and when an application reaches the interview stage you choose, it matches the candidate's options to your panel's calendars and proposes times in your own words. The agreed slot is written back to Greenhouse. Who moves forward, and who gets hired, stays with your team.
- Interview times proposed the moment a Greenhouse application moves stage
- Panel calendars checked against candidate availability automatically
- Confirmed slots recorded on the Greenhouse application for every recruiter
$3,400
20–30 working days
Optional maintenance $249/mo
What it is
AI Interview Scheduling for Greenhouse coordinates interview times with candidates and panels for applications in Greenhouse, reading jobs, candidates and applications through a Harvest API key and writing scheduling details back. It runs in the background as one workflow of up to 12 steps, and alerts a named recruiter whenever no time works.
Why businesses buy it
Scheduling is where good candidates quietly drop out. Every day spent chasing a panel's calendar is a day a strong applicant spends talking to someone else, and your recruiters lose hours to work that adds nothing. With this workflow, Greenhouse stage changes start the coordination straight away, so candidates hear back while they are still keen. The Scope Card spells out the trigger stage, the calendar it reads, the messages it sends and who is alerted when nothing fits, so you know exactly what you are buying before you order.
Problems this solves
Candidates move to interview in Greenhouse, then nothing happens
The workflow reads applications through a Harvest API key and starts scheduling when interviews are due. Times are proposed to the candidate and panel without a recruiter starting the thread.
Interview details live in email, not on the Greenhouse record
Scheduling details are written back to Greenhouse through the agreed field mapping. Anyone opening the application sees when the interview is and who is on it.
No one notices when a panel has no free time
Whenever no time works for the candidate and panel, a named recruiter is alerted. The gap is handled by a person instead of the request sitting stuck.
A good fit if
Your recruiters run hiring in Greenhouse and spend hours each week agreeing interview times by email.
A Greenhouse admin can issue a Harvest API key and join a 30-minute setup call.
Your interviewers' availability lives in one calendar system that can be the second connection.
You can show the current scheduling routine as a written description or a screen recording.
Not the right fit if
You need applications screened and scored in Greenhouse before anyone is scheduled. See AI Resume Screening for Greenhouse.
You use Lever as your ATS. See AI Interview Scheduling for Lever.
You want interviews analyzed for signal after they happen. See AI Interview Intelligence.
Your process needs more than 12 steps or a third connected system. Add a note at checkout for a Change Quote.
How it works
- A Greenhouse Harvest API key connects the workflow, and the mapping of jobs, candidates, applications and scorecards is agreed with your admin.
- When an application moves to the interview stage you choose, the workflow picks it up from Greenhouse.
- It checks interviewer availability in the second connected system, such as your team calendar, against the candidate's options.
- One AI step drafts the candidate message proposing times, following your templates and tone.
- The agreed time is written back to the Greenhouse application, and a named person is alerted if no slot works.
- 20 test runs on your sample applications prove the workflow before it touches live candidates.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A Greenhouse Harvest API key.
- A Greenhouse admin for a 30-minute setup call.
- Access to the second system, such as the calendar your interviewers use.
- A written description or screen recording of how interviews are scheduled today.
- 5 to 10 real scheduling cases to test against.
- Your HR policies, role descriptions and message templates.
- Who receives alerts and errors, and one decision-maker.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; Greenhouse mapping and trigger stage agreed.
Weeks 1–2
Scheduling workflow built from your current process.
Week 3
Greenhouse write-back and calendar connection tested.
Weeks 3–4
20 test runs on your sample applications.
Week 4
Your review and two rounds of changes.
Go-live
Live in the background; recorded 45-minute handoff; support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $3,400 |
| Express | 15–25 working days | $4,000 |
| Rush | 10–20 working days | $4,600 |
What you receive at handover
- AI Interview Scheduling for Greenhouse, one background workflow of up to twelve steps
- Greenhouse connection with documented field mapping, plus up to one more system such as calendars
- Access through a Harvest API key or user invite you control, never sent by email
- Test report on sandbox or test records from 20 test runs
- Admin guide and a recorded handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can shorten the wait between stages in Greenhouse
- Helps keep interview details on the candidate's record
- Makes stuck scheduling requests visible quickly
- Days between interview stage and interview date
- Use Greenhouse pipeline data to compare the gap before and after launch for similar jobs.
- Applications missing interview details
- Spot-check interviewed applications each month for scheduling details on the Greenhouse record.
- No-slot alerts resolved
- Log each alert sent to the recruiter and how quickly a time was found.
Before you start: Pull Greenhouse stage data for recent jobs and note the gap from interview stage to interview. Estimate recruiter scheduling time.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid once. Running it costs roughly $20 to $100 a month in your own accounts for the automation platform and AI model usage, depending on how many interviews you schedule.
Your Greenhouse subscription is unchanged. Build and test usage is billed to your accounts, so every provider relationship stays in your name.
Ask about running costsCustom requirements
A third system, more than 12 steps, a second AI decision point or custom Greenhouse objects outside the mapping need a written Change Quote. Add a note at checkout and we send it to you. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
We recommend monthly maintenance for this build: monitoring, fixes and monthly hours for changes such as a new interview stage or updated candidate templates. The change hours scale with the build. Maintenance starts after the 30 days of support and can be cancelled any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A scheduling tool bills per recruiter seat each month | A recruiting agency or contract coordinator bills monthly | Ours is one fixed price, shown before you buy |
| Where it starts | A recruiter sends a link from a separate app | The coordinator's inbox | Ours starts from Greenhouse application stages |
| When no slot fits | The candidate waits or picks again | Depends on the coordinator | Ours alerts the person you named |
| Delivery | Days of setup per hiring team | Weeks to brief a coordinator | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
What starts the scheduling workflow in Greenhouse?
An application reaching the stage you choose at intake, such as a first interview stage. The workflow reads that application, the candidate and the job from Greenhouse and begins coordinating times. Applications in other stages are left alone, so recruiters keep control of who moves forward.
Does it touch Greenhouse scorecards?
Scorecards are part of the available Greenhouse mapping, but this build coordinates interview times. It never fills in scorecards or uses them to make hiring decisions, which stay with your team. Whether the workflow reads them at all, for example to confirm an earlier round is complete, is agreed at intake.
Why does it need a Greenhouse Harvest API key?
The Harvest API key is how Greenhouse grants access to jobs, candidates, applications and scorecards. Your admin creates it with the permissions in the agreed mapping, and we confirm it on a 30-minute call. The key belongs to your Greenhouse account and can be revoked at any time.
Where is the confirmed interview time recorded?
On the Greenhouse application, through the two-way mapping, and in the second connected system, such as the calendar your interviewers use. Recruiters see the outcome without leaving Greenhouse. When no time can be agreed, the person you named for alerts is told instead.
What does Greenhouse interview scheduling cost to run?
Roughly $20 to $100 a month in your own accounts, covering the automation platform and AI model usage. Higher interview volume sits toward the top. Your Greenhouse license is unchanged, and nothing runs through us after the one-time build unless you choose monthly maintenance.
How long does the Greenhouse scheduling edition take?
The delivery time is fixed and shown on this page before you buy, with express and rush options if you are hiring against a deadline. The clock starts once intake is verified. A screen recording of today's scheduling routine and the Harvest API key are the two items that let the build begin.
Let Greenhouse stages trigger the scheduling.
Order AI Interview Scheduling for Greenhouse and interview times are coordinated from your Greenhouse applications in the background, on a fixed delivery date. The Scope Card above is exactly what you get, in writing, before you pay.
Works well with
Talent Acquisition
AI Interview Intelligence
Transcribes interviews and summarizes evidence against the scorecard.
Talent Acquisition
AI Candidate Sourcing
Finds and summarizes candidates who match the role profile.