AI agents/Grok Bot guides/Tutorial 2

How Do You Use Grok Bot to Schedule Interviews?

Use a Grok Bot to prepare interview scheduling: propose slots from your calendar, draft the invites and flag loops that have stalled, while you approve every message and invitation before it goes out.

• 2 of 6tutorial
• 7 minread

The short answer

Give a bot read access to your calendar and email and ask it to prepare scheduling: propose slots, draft the messages and list every interview loop that has stalled. Keep sending and calendar invitations behind your approval.

Scheduling is a good first job because the work is repetitive, the inputs are clear and a wrong draft is easy to spot before it sends.

What does a scheduling bot actually do?

xAI lists scheduling preparation as part of its Talent Scout example, alongside sourcing and outreach drafts, with the ATS, email and calendar as the connected tools. A dedicated scheduling bot narrows that to one job.

• Reads the interviewers’ calendars and proposes slots that fit the interview plan.
• Drafts the message to the candidate with the slot options.
• Drafts the invitation and the reminder.
• Checks the ATS for candidates whose next step has no date.
• Reports loops that have gone quiet, with who owes the next move.

How do you set it up?

1. Create a bot called Coordinator with one job: interview scheduling for the roles you name.
2. Connect calendar and email. Use the Marketplace connector for your calendar if one exists. Give it the least access that works, ideally read access first.
3. Put the boundary in the description. xAI’s approvals guide lists sending messages or invitations as an action to name explicitly, so write “Never send a message or an invitation without my approval.”
4. Add an Ask first rule. Under Settings, General, Bot, Auto-review, add rules such as “Ask first before sending any external email” and “Ask first before creating a calendar event with a guest”.
5. Run it on one req for a week before you add more.

What should you ask it first?

You are Coordinator. You prepare interview scheduling. You never send a message or an invitation.
Look at my calendar and inbox for candidates in the interview stage for [role].
For each one, list: the next interview, who is involved, whether a time is agreed, and how many days since anyone replied.
For anyone with no time agreed, propose three slots that fit the interviewers' calendars and draft the message to the candidate in my voice.
Put the stalled loops first. Then stop and wait for my approval.

Which listed bots can you start from?

• Recruiting Coordinator coordinates interview logistics and candidate scheduling.
• Executive Assistant handles scheduling, follow ups and admin work for busy recruiting leads.
• Outlook Bot is an official Grok connector that searches Outlook mail and calendar and drafts only.
• Dispatch scans email and messages nightly and books a call when someone agreed to one and no invite exists. Note that it books those calls without asking and sends two pre-approved daily briefings, so change its rules to ask first if you want every invitation approved.

Where does it go wrong?

Time zones and shared calendars cause most mistakes, so ask it to show the time zone on every slot. If a site or calendar logs the bot out or asks for a code, it should hand the step to you. xAI’s docs say the bot hands over passwords, two factor codes and CAPTCHAs instead of working around them.

Quick answers

Can it book the meeting itself?

It can if you allow it. Start with drafts, then allow a narrow rule once you trust it, for example internal only invitations for one role.

Does the candidate know it is a bot?

The messages go out under your name, so you decide how to describe the process. Check your employer’s or client’s policy and any local rules on disclosing automated tools.