candidate-status

name	candidate-status
description	Look up the full status of a recruiting candidate by name. Cross-references Ashby, Gmail, Calendar, and Drafts to return a unified view. Use when the user asks "status of X", "where is X", "what's happening with X", or any variation of checking on a candidate.
allowed-tools	["mcp__google-workspace__gmail_query_emails","mcp__google-workspace__gmail_get_email","mcp__google-workspace__calendar_get_events","mcp__gmail-drafts__gmail_list_drafts","mcp__ashby__candidate_search","mcp__ashby__candidate_info","mcp__ashby__application_info","mcp__ashby__application_feedback_list","mcp__ashby__interview_schedule_list","mcp__ashby__interview_event_list","mcp__waas__candidate_show","mcp__waas__candidate_status_show","mcp__waas__candidate_messages_list","mcp__waas__candidate_notes_list","Read","Bash"]

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

Candidate Status Lookup

Look up the full recruiting status of a candidate by name. Returns a unified view from all sources.

Unified Resolver

Read recruit-config/resolve-candidate.md for the shared procedure to merge data from all 4 sources (WAAS MCP, Ashby, Gmail, Calendar). Follow that procedure and present the unified view format defined there.

Input

The user provides a candidate name (or multiple names). Examples:

• /candidate-status Jane Doe
• /candidate-status John Smith, Candidate C
• "what's the status of Jane?"

Procedure

For EACH candidate name provided, run ALL of the following queries. Run independent queries in parallel.

Step 1: Ashby lookup

candidate_search(name: "<candidate name>")

From the result, extract:

• name, primaryEmailAddress, position, company, school
• socialLinks → find LinkedIn URL
• applicationIds → take the first one
• customFields → look for "YC Bio Summary", "YC Bio Stage", "YC Bio Source"
• profileUrl → Ashby link

If no results, note "Not in Ashby" and continue with email-only data.

Step 2: Ashby application detail

If applicationIds exist:

application_info(applicationId: "<first application ID>")

From the result, extract:

• currentInterviewStage.title → the pipeline stage
• status → Active / Archived / Hired
• archiveReason.text → if archived, why
• applicationHistory → list of stage transitions with dates and actors
• source.title → how they entered (WAAS, Jack and Jill, Ashby Chrome Extension, Applied, etc.)

Step 3: Gmail — latest from candidate

gmail_query_emails(user_id: "<hiring manager email from user.md>", query: "from:<candidate email> newer_than:14d", max_results: 3)

Extract: most recent email subject, snippet, date.

Step 4: Gmail — latest from the hiring manager

gmail_query_emails(user_id: "<hiring manager email from user.md>", query: "in:sent to:<candidate email> newer_than:14d", max_results: 3)

Extract: most recent sent email subject, snippet, date.

IMPORTANT: Scan the sent emails for any request from the candidate to use a different email address.

Step 5: Gmail drafts check

gmail_list_drafts(maxResults: 10)

Cross-reference the draft threadId values against the candidate's email thread IDs (from steps 3 and 4). Report whether a draft exists for this candidate.

Step 6: Calendar lookup

calendar_get_events(user_id: "<hiring manager email from user.md>", calendar_id: "primary", time_min: <today>, time_max: <4 weeks from today>, timezone: "America/Los_Angeles")

Search the results for events containing the candidate's name (first name, last name, or full name). For each match, extract:

• Event summary (title)
• Start/end time
• Location
• attendees[] → find the candidate's email
• attendees[].responseStatus → this is the key field:
  • accepted → confirmed
  • declined → rejected the invite
  • tentative → tentatively accepted
  • needsAction → invite sent, no response yet

If the calendar result is too large, use Bash + python to parse the saved file and filter for the candidate name.

Step 7: WAAS lookup (if candidate has a short_id)

If the candidate was found in WAAS (via the unified resolver), also pull:

candidate_notes_list(short_id)

Include WAAS notes in the output alongside Ashby notes.

GATE — Do not present results until this is complete

For EACH candidate, verify you have queried ALL of:

• Ashby search + application info (or confirmed "not in Ashby")
• Gmail inbox (14d)
• Gmail sent (14d)
• Gmail drafts
• Calendar (4 weeks)
• WAAS profile + status + notes (if candidate has short_id)

Do not present partial results. If a query failed, note the failure — do not silently skip it.

Output Format

Present the result as a structured summary:

Checked: Ashby, Gmail inbox (14d), Gmail sent (14d), Drafts, Calendar (4 weeks), WAAS ({yes/no/not applicable})
Skipped: [none / list with reason]

## <Candidate Name>

| Field | Value |
|-------|-------|
| **Email** | <email> (note if they requested a different one) |
| **LinkedIn** | <url> |
| **Ashby** | <profile url> |
| **Background** | <position @ company, school — from Ashby or email> |
| **Ashby Stage** | <stage> (<Active/Archived>) |
| **Source** | <how they entered: WAAS, J&J, Applied, Sourced, etc.> |
| **Calendar** | <event details + responseStatus, or "No upcoming events"> |
| **Last email (them)** | <date — snippet> |
| **Last email (hiring manager)** | <date — snippet> |
| **Draft exists** | <Yes (threadId) / No> |
| **Days waiting** | <days since candidate's last email, if they're waiting on the hiring manager> |
| **Action needed** | <what the hiring manager should do next, or "None — ball is in candidate's court"> |

Sources checked: Ashby, Gmail inbox (14d), Gmail sent (14d), Gmail drafts, Calendar (4 weeks)

For multiple candidates, show one block per candidate.

Rules

1. Query everything before presenting. Never skip a source.
2. Never say "scheduled" unless responseStatus is "accepted". Use "invite sent, not yet accepted" for needsAction.
3. Check Ashby for interview schedules. Use interview_schedule_list(applicationId) to see scheduled interviews in Ashby, and cross-reference with Google Calendar for responseStatus.
4. Check for email address changes in the email thread before reporting the email.
5. Flag ambiguous situations — don't guess, tell the hiring manager what you're unsure about.
6. Compute days of week correctly. March 20, 2026 is a Friday. Always verify.
7. If Ashby has no background detail, infer from email threads (J&J intro descriptions, WAAS profiles, the hiring manager's outreach text).