schedule

> **Note:** Read `recruit-config/user.md` for the hiring manager's name, email, and preferences. Do not hardcode any user-specific values. **Config**: Read these files before executing — they contain all IDs, tokens, templates, and rules: - `recruit-config/user.md` — hiring manager email, Zoom link, office, Slack IDs, noise senders - `recruit-config/ashby.md` — source IDs, archive reasons, email style, draft tool rules - `recruit-config/waas.md` — WAAS pipeline stages, job IDs, MCP tools` — Slack/Gmail config, source IDs, archive reasons - `recruit-config/CLAUDE.local.md` — Slack bot token (gitignored) - `recruit-config/jobs/product-engineer.md` — job ID, stage IDs, candidate bar, outreach template, tone rules # Schedule Find open time and batch schedule candidate calls. Combines calendar availability with pipeline needs. ## Input - `/schedule` → show availability + suggest who to schedule - `/schedule when am I free` → just show open blocks - `/schedule Monday` → show just Monday's availability - `/schedule 4 calls Thursday` → fit 4 phone screens into Thursday - `/schedule tech screens` → find 1-hour blocks for tech screens ## Part 1: Find Open Blocks ### Step 1: Pull calendar events ``` calendar_get_events( user_id: "<hiring manager email from user.md>", calendar_id: "primary", time_min: <start of range>, time_max: <end of range>, timezone: "America/Los_Angeles" ) ``` If the result is too large, save to file and parse with python. ### Step 2: Find open blocks Working hours: **9:00 AM - 5:00 PM PT**, Monday through Friday. For each business day in the range: 1. List all non-cancelled events with their start/end times 2. Find gaps between events that are >= minimum block size 3. Only count gaps within working hours (9am-5pm) 4. Ignore all-day events (they don't block time slots) — BUT note them (Demo Day, batch events, onsites) ### Step 3: Calculate capacity For each open block: - Phone screens = floor(duration / 30 min) - Tech screens = floor(duration / 60 min) ### Step 4: Present availability ``` ## Available Blocks (Mar 23-28, 2026) Working hours: 9am-5pm PT | Day | Block | Duration | Fits | |-----|-------|----------|------| | Mon 3/23 | 1:45-4:00pm | 2h 15m | 4 phone screens or 2 tech screens | | Tue 3/24 | — | (Demo Day) | — | | Wed 3/25 | 2:00-5:00pm | 3h | 6 phone screens or 3 tech screens | | Thu 3/26 | 2:00-5:00pm | 3h | 6 phone screens | | Fri 3/27 | 10:15-5:00pm | 6h 45m | 13 phone screens | Best day for a big block: **Friday 3/27** (6h 45m open) ``` If the user only asked "when am I free" — stop here. Otherwise, continue to Part 2. ## Part 2: Match Candidates to Blocks ### Step 5: Find candidates needing scheduling Pull from pipeline — candidates that need phone screens or tech screens: - Candidates who proposed times but the hiring manager hasn't picked - Candidates who confirmed a time but no calendar invite sent - Candidates who need a reschedule - New intros (J&J, WAAS) with no reply yet - Candidates at Tech Screen needing exercise scheduling ### Step 6: Match candidates to the best block Find the single best day that: 1. Has a block large enough to fit all candidates 2. Is soonest (don't push to next week if this week works) 3. Doesn't conflict with Demo Day, batch events, or onsites If a candidate proposed specific times, check if those times overlap with the suggested block. Flag conflicts. ### Step 7: Present the proposal — DO NOT EXECUTE ``` ## Schedule Suggestion Best day: **Thursday March 26** | Block: **2:00-5:00pm PT** Fits: 6 phone screens (30 min each) | Slot | Candidate | Background | What to send | |------|-----------|------------|-------------| | 2:00-2:30 | Candidate Y | Hedge Fund + Tech Corp (J&J intro) | Reply to intro, propose Thu 2pm Zoom | | 2:30-3:00 | Candidate J | Intern candidate | Confirm Thu 2:30pm | | 3:00-3:30 | Candidate G | Block, Tech Lead | Already proposed Thu 3pm in outreach | | 3:30-4:00 | Candidate Z | PhD, former CTO | Already proposed Thu 3:30pm in outreach | **Conflicts / notes:** - Candidate G and Jamie already received outreach with these times proposed - Candidate J proposed times — Thu 2:30pm fits his availability **Ready to go?** Say "yes" to create all calendar events and Gmail drafts, or edit the lineup. ``` ### Step 8: Wait for confirmation **DO NOT create calendar events or Gmail drafts until the hiring manager explicitly approves.** The hiring manager may: - "yes" → create all events + drafts - Edit the lineup ("swap X and Y", "remove Z", "move to Friday") - Ask for a different day - Ask for more candidates to add ### Step 9: Execute (only after approval) For each approved candidate: #### 9a. Ensure candidate exists in Ashby Before scheduling, check if the candidate has an Ashby application: 1. **Search Ashby** by name (`candidate_search`) and by email 2. **If not found**: create the candidate (`candidate_create` with name, email, LinkedIn, source) → create application (`application_create` with jobId, candidateId, interviewStageId for Phone Screen, sourceId) → note this was auto-created 3. **If found but no application on this job**: create the application 4. **If found with application**: proceed #### 9b. Create Google Calendar event No "screen"/"interview" in candidate-facing text: - Title: `"{First name} and <hiring manager first name from user.md>"` - Zoom: `"Thanks for making time to chat!\n\nJoin Zoom: <Zoom link from user.md>\n\n<hiring manager first name from user.md>"` - In-person: Include office address from user.md + parking instructions - Add candidate email + hiring manager email (from user.md) as attendees - Create with `sendUpdates: "none"` first so the hiring manager can review, then send on confirmation #### 9c. Create Ashby interview schedule ``` interview_schedule_create( applicationId: "app-uuid", interviewEvents: [{ startTime: "2026-03-25T15:00:00.000Z", endTime: "2026-03-25T15:30:00.000Z", interviewId: "<interview ID from recruit-config/jobs/ for this role>", interviewers: [ {email: "<hiring manager email from user.md>", feedbackRequired: true} ] }] ) ``` Use `lookup(type: "user")` to find co-worker emails if needed. Ask the hiring manager who should interview if not obvious. **Note:** Ashby API does NOT create Google Calendar events — that's why step 9b is separate and required. #### 9d. Offer follow-up email After creating the calendar event and Ashby schedule, ask the hiring manager: > "Calendar invite created (not sent yet). Want me to also draft a confirmation email to {name}? Or just send the calendar invite?" Options: - **"send invite"** → send the calendar invite (update event with `sendUpdates: "all"`) - **"draft email"** → create a Gmail draft in the existing thread confirming time + Zoom link - **"both"** → send invite + draft email - **"skip"** → don't send anything yet #### 9e. Update WAAS stage (if candidate is in WAAS) If the candidate has a WAAS `short_id`, update their WAAS pipeline status to reflect the scheduled screen: ``` candidate_status_update(short_id, state: "screen", pipeline_stage: "Screen") ``` This keeps WAAS in sync with Ashby. For tech screens, use `state: "interviewing"`, `pipeline_stage: "Interview"`. #### 9g. Verify (MANDATORY) DO NOT report success until you have re-queried ALL of the following to confirm each action took effect: - Calendar: `calendar_get_events` for the time window — verify event appears with correct attendees - Ashby: `interview_schedule_list` — verify schedule was created - WAAS: `candidate_status_show` — verify stage was updated (if applicable) - Drafts: `gmail_list_drafts` — verify draft exists (if created) Report what you verified in the confirmation message. ## Tech Screen Scheduling When scheduling tech screens (not phone screens), the process is different: 1. **Ask the hiring manager who to CC** — the YC engineer running the exercise. Never guess. Present: "Who should run the exercise? (e.g. Jason, Lauren, Interviewer A)" 2. **Check the engineer's calendar too** — the time slot must work for both the hiring manager and the engineer. 3. **Include the interview process doc** in the email: `<interview process doc URL from recruit-config/jobs/>` 4. **Use the Post-Screen Advancement template** from the playbook. 5. **Tech screens are 1 hour**, not 30 minutes. ## Email formatting rule **No hard line wrapping.** Write each paragraph as a single continuous line — let the email client handle wrapping. Never insert `\n` within a paragraph. Only use newlines between paragraphs. ## Gmail & Calendar Rules - **ASCII only in emails.** No em dashes, curly quotes, or unicode. Use `--` instead of em dashes and straight quotes. The plain-text Gmail MCP tool mangles unicode into garbage. - **Phone screen calendar invites** use the title `<Candidate First Name> and Ryan` -- no "Phone Screen" label. Later stages (tech screen, onsite, partner) include the stage name. - **Use `mcp__claude_ai_Gmail__gmail_create_draft`** (not `mcp__gmail-drafts__gmail_create_draft`) when creating email drafts. Set `contentType: "text/html"` and use `<p>` tags. The `gmail-drafts` tool only supports `text/plain` which hard-wraps lines at 78 characters, making emails look broken. - **Never create calendar invites until the candidate confirms the time.** Send the outreach or scheduling email first, wait for the candidate to reply confirming, then create the calendar event. Sending an unsolicited calendar invite before confirmation is presumptuous and creates a bad impression. ## Calendar Placeholder Pattern - **Holds/placeholders**: Use `notificationLevel: "NONE"` so the candidate does not receive a calendar invite for tentative holds. - **Confirmed meetings**: Use `notificationLevel: "ALL"` so all attendees receive the invite. - **When sending a hold**, also send a separate email with `[Hold]` in the subject line so the candidate knows the time is tentatively reserved. ## Rules 1. **Always use America/Los_Angeles timezone.** The hiring manager's timezone is in user.md. 2. **Verify the day of week.** Always compute what day a date falls on. Don't guess. 3. **Skip weekends and known blocked days.** Demo Day, batch events, full-day onsites → note as blocked. 4. **Show blocks >= 30 min only.** Don't show 15-minute gaps. 5. **Round to clean times.** Event ends at 10:17 → block starts at 10:15 or 10:30. 6. **Back-to-back is fine for phone screens.** 30 min each, no buffer needed. 7. **NEVER create events or drafts without explicit approval.** 8. **Check candidate email threads** for proposed times before suggesting — don't propose a time they already rejected. 9. **Check for email address changes** in threads before creating events. 10. **Flag candidates who haven't replied.** If the hiring manager proposed a time and the candidate hasn't responded, note "waiting for reply." 11. **Always ask the hiring manager who to CC for tech screens.** Never guess the engineer. 12. **Stagger times** when scheduling multiple candidates — don't double-book.