Instant calling or a bulk campaign
AI Calls for Interview Scheduling
Interview scheduling with an AI voice agent means shortlisted candidates are called, offered real slots from the interviewer's calendar and booked on the same call, with confirmation sent on WhatsApp. Outpero runs this as a bulk campaign over a shortlist, or instantly when a candidate is moved to the interview stage, and calls again the day before to confirm attendance.
* Time from the lead reaching Outpero to the first ring, under normal conditions. It depends on how quickly your lead source delivers the lead.
At a glance
AI Calls for Interview Scheduling: the short version
| How it works here | |
|---|---|
| How it starts | Runs on a trigger or on a list, depending on the job |
| Languages | Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English |
| It captures | Interest confirmed, Interview slot booked, Interview mode (in person, video, walk-in), Reschedule request |
| You measure it by | interview show-up rate |
| Cost | No setup fee · from ₹5/min · number ₹649/month · Prices exclude 18% GST |
Why interview scheduling calls breaks when people do it
Scheduling is the most repetitive part of hiring in India. A recruiter fixing interviews for 60 candidates can lose a full day going back and forth between candidates and panel members, and walk-in drives for BPO, retail and delivery roles see heavy no-shows because candidates were never reminded. Emails go unread, and a phone call is what most candidates actually respond to.
Step by step
How it works
- 01Upload the shortlist as a CSV, or trigger a call from your ATS via webhook, Zapier or Make when a candidate moves to the interview stage.
- 02The agent confirms the candidate is still interested and available for the role.
- 03It offers open slots from the connected calendar, or the walk-in drive dates and reporting times you set.
- 04It books the chosen slot live and sends the venue address, map pin or video link and the list of documents to carry on WhatsApp.
- 05A reminder campaign the day before confirms attendance and offers a new slot to anyone who cannot make it.
- 06Confirmed, rescheduled and declined outcomes flow to your dashboard and webhook for the recruiter.
Hear how a call goes
A sample interview scheduling calls call
A shortlisted candidate for a Customer Support role at a Hyderabad BPO; the recruiter marked her profile shortlisted ten minutes ago. · Runs in Hindi with English words; shown here in English.
- Outpero AIHello, is this Priya? I am an AI assistant calling from Bright Voice Services. Your profile is shortlisted for the Customer Support role. Are you still interested?
- CallerYes, very much. When is the interview?
- Outpero AIThursday at 3 pm or Friday at 11 am are open, both at our Madhapur office. Which one suits you?
- CallerThursday at 3 is not possible, I have a college exam. Friday 11 works.
- Outpero AIFriday at 11 am, booked. This is an in-person round. Would you prefer a video round instead if travel is difficult?
- CallerNo, I can come. Where exactly is the office?
- Outpero AIThe address and map pin are on their way to your WhatsApp now. Please carry your resume, a government ID and your last mark sheet.
- CallerGot the message. Should I wear formals?
- Outpero AINeat, business casual is fine. I will call you on Thursday evening to confirm, and if anything changes you can tell me then.
- CallerOkay, thank you.
- Outpero AIThank you, Priya. Good luck for your exam on Thursday.
Interest confirmed. Interview booked Friday 11 am (in person, Madhapur) in the recruiter's calendar after the Thursday slot was declined for an exam clash. Documents to carry acknowledged; address and map pin sent on WhatsApp. Confirmation call scheduled for Thursday evening.
An example written to show the shape of the call, not a recording or a customer result.
What it captures on every call
Measured on: interview show-up rate.
Connect it
How the trigger reaches Outpero
| Where it comes from | How it gets to the agent |
|---|---|
| ATS stage change | A webhook or Make scenario fires when the candidate's status moves to Shortlisted, passing name, phone, role and recruiter to Outpero. |
| Shortlist spreadsheet | The recruiter marks candidates in a Google or Excel sheet; a Zapier or Make scenario reads new rows and sends them to Outpero, or the sheet is uploaded as CSV. |
| Walk-in drive registration | Candidates registering for a drive through a form arrive by webhook, and the agent offers the fixed dates and reporting time you set. |
| Job portal shortlists | Shortlisted-candidate emails from the portal are parsed or forwarded through Zapier into Outpero with the phone number and role. |
| Interviewer calendar | Open interview slots are read from the connected calendar, and each booking is written back so panels are not double-booked. |
Results go back out the same way: a webhook you provide, or a live spreadsheet or API call mid-call. WhatsApp messages and calendar bookings are opt-in per employee.
Opening line
How it opens the call
नमस्ते प्रिया जी, आपका profile Customer Support role के लिए shortlist हुआ है। Interview के लिए Thursday 3 बजे या Friday 11 बजे — कौन सा slot ठीक रहेगा?
“Hello Priya, your profile has been shortlisted for the Customer Support role. For the interview, which slot suits you — Thursday at 3 or Friday at 11?”
The same call runs in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English.
Price it
What interview scheduling calls would cost you
Estimate: interview scheduling calls
Defaults are an example for candidates scheduled, not a promise. Change any number to match your business.
Calls that actually connect — unanswered calls are not billed.
1 channel is included with your number; each extra is ₹649/month.
- Talk time per month
- 2,600 min
- Calling (₹5/min)
- ₹13,000
- Number + 2 channels
- ₹1,298
- Subtotal
- ₹14,298
- GST (18%)
- ₹2,574
About ₹11 per connected call before GST.
Run it well
What to track — and what goes wrong
| Track | How to read it |
|---|---|
| Interviews booked per shortlisted candidate | If booking is low, review which slots are offered first; mornings that clash with current jobs are a common blocker. |
| Confirmation rate on the reminder call | A drop between booking and confirmation shows candidates losing interest or accepting other offers, so shorten the gap between shortlist and interview. |
| Reschedule and decline reasons | Repeated reasons such as distance or salary are signals for the recruiter to fix at source, not only to reschedule. |
| Interview no-show rate | Compare no-shows for candidates who received WhatsApp details and the reminder against those who did not. |
- !Offering slots the panel has not confirmed, leaving candidates to arrive with no interviewer.
- !Leaving out the documents-to-carry list, which creates avoidable rejections at the reception desk.
- !Forgetting that candidates are employed. Call in early morning or evening windows, not only during office hours.
- !Not calling the day before. For walk-in and mass-hiring rounds, the confirmation call is what lifts turnout.
Senior hiring with panel members whose calendars change daily is better handled by a human coordinator. If your interview slots are fixed and published, a WhatsApp message may be enough.
Questions people ask
How does the agent avoid double-booking an interviewer?
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The agent books into the calendar you connect and checks real availability before it offers a slot, so two candidates are not placed in the same panel time. For walk-in drives with no fixed slots, you give it the drive dates, reporting time and venue instead, and it records which date each candidate commits to. Every booking appears in your dashboard and is sent to your webhook.
Can the agent reschedule an interview?
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Yes. If a candidate cannot make the slot, the agent offers the next available ones and moves the booking on the same call. Candidates who want to reschedule after the reminder call are handled the same way. If no slot works, it records the candidate's preferred days so the recruiter can open more time, rather than the candidate silently dropping out.
How does AI calling reduce walk-in drive no-shows?
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Most no-shows at walk-in drives are candidates who forgot, lost the address or assumed the drive was cancelled. A booking call followed by a reminder the evening before, with the venue pin and reporting time sent on WhatsApp, removes those reasons. The reminder campaign also tells you in advance who is not coming, so you can call more candidates from the waitlist.
What if the candidate asks about salary or the job?
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The agent uses the job details you provide — role, location, shift timing, salary range if you want it shared — to handle common questions. Anything outside that, such as negotiation or detailed benefits, is recorded and passed to the recruiter rather than guessed. Keeping the brief short and accurate is what lets the agent stay helpful without making promises your team has not approved.
Can interview calls run in Tamil, Telugu or Kannada for regional hiring?
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Yes. Hiring for stores, warehouses or branches in Chennai, Hyderabad or Bengaluru can run in Tamil, Telugu or Kannada, with Marathi, Malayalam, Hindi and Indian English also live. The agent switches to English mid-sentence when the candidate does. You can run separate campaigns per region so each shortlist is called in the language candidates are most likely to prefer.
How much does an AI voice agent for interview scheduling calls cost?
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Outpero has no setup fee and no monthly base fee — you pay only for connected talk time, from ₹5 per minute (1 credit = ₹1, credits never expire), plus ₹649/month for a dedicated calling number. You pay only for the minutes the agent is actually talking. Prices exclude 18% GST.
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