Coordinator

How Alex coordinates handoffs and scheduling for human-led interview rounds

Coordinator is a separate product that requires its own purchase. It is not included in the core Alex platform.

Coordinator automates the scheduling between candidates and interviewers. Instead of manually going back and forth with candidates to find a time, Alex handles the entire process — reaching out to the candidate, reading the interviewer’s live calendar availability, helping the candidate book a time, and putting the meeting on both calendars.

The interviewer’s calendar simply starts filling up with meetings for qualified candidates. All they need to do is show up.

The interviewer for a given round can be anyone on your team — a recruiter, hiring manager, engineer, or any other user in Alex. They don’t need to be the job owner. For workflows with multiple human rounds, you can assign a different person to each round and Alex will coordinate the handoff to each one independently.

How It Works

Here’s a typical Coordinator flow:

1. A candidate completes an AI interview and meets your criteria (e.g., score threshold).
2. The candidate reaches a human round, and its Initiate Outreach group runs — Alex emails the candidate a scheduling link with the assigned interviewer’s live calendar availability.
3. The candidate picks a time, and both sides receive a calendar invite with an auto-generated meeting link from the interviewer’s calendar provider (Google Meet for Google Calendar, Microsoft Teams for Outlook).
4. Everyone joins the meeting — including Alex, who records the conversation and takes notes.
5. After the meeting, Alex generates a report with notes on the interview and delivers it to the Alex dashboard. The report can also be pushed back to your ATS. Reports from human rounds contain notes only — they do not include scores.

What Alex Handles

• Scheduling emails — Alex sends the candidate a link showing the interviewer’s real-time availability. With Outlook, Alex can send scheduling emails on behalf of the interviewer.
• Calendar invites — once the candidate picks a time, both the candidate and interviewer receive a calendar invite on the interviewer’s connected calendar (Google Calendar or Outlook/Teams).
• Meeting links — Alex uses the interviewer’s calendar provider to create the meeting link: Google Meet for Google Calendar, Microsoft Teams for Outlook. Interviewers who prefer Zoom can connect a Zoom account to override this default.
• Rescheduling — both candidates and interviewers can reschedule if needed.
• Availability management — if all available times are booked, Alex nudges the interviewer to open up more slots or increase their calendar visibility.
• Meeting recording and notes — Alex joins the meeting, records it, and generates a report with notes that gets delivered to the dashboard and can be synced back to your ATS.

Calendar Integrations

Coordinator needs the interviewer’s calendar connected so it can read availability and put the interview on their calendar. Supported calendars:

• Google Calendar
• Outlook / Microsoft Teams (the same Microsoft account covers both the Outlook calendar and Teams meetings)

When the meeting is a Microsoft Teams meeting, Alex appears in the Teams lobby as an External participant and must be admitted manually at the start of each call.

Connecting a Calendar

Each interviewer connects their own calendar from Settings → Profile → Connected Accounts. The flow is the same for both providers — only the sign-in screen differs.

1. Open Connected Accounts

   Go to Settings → Profile → Connected Accounts. You’ll see a row for Gmail (Google) and one for Outlook (Microsoft), each labeled Email + Calendar access.

2. Connect your provider

   Click Connect on the provider you use. Alex sends you to Google’s or Microsoft’s sign-in and consent screen, where you approve the calendar and email permissions listed below.

3. Confirm the connection

   After you approve, you’re returned to Alex. The row now shows a green check, your connected email address, and an Email + Calendar label — the calendar is live and ready for handoffs. You can remove access anytime with Disconnect.

You can’t disconnect a calendar while you’re the assigned interviewer on a job with active handoffs — reassign those rounds first.

What Alex Reads and Writes

Connecting a calendar grants Alex only the access it needs to read availability and manage the interviews it books. The scopes differ slightly by provider, but the behavior is identical: read free/busy, write only the events Alex creates.

Permissions by provider

Google Calendar

Scope	What it’s for
calendar.freebusy	Read availability (busy blocks only)
calendar.events	Create and manage the events Alex books
gmail.send	Send scheduling emails
userinfo.email	Identify the connected account

Alex reads availability through Google’s FreeBusy API and adds a Google Meet link to the events it creates.

Outlook / Microsoft

Scope	What it’s for
Calendars.ReadWrite	Read availability and create/manage the events Alex books
Mail.Send	Send scheduling emails (on behalf of the interviewer)
User.Read	Identify the connected account
offline_access	Keep the connection alive without re-authenticating

Alex reads availability through Microsoft’s getSchedule and adds a Microsoft Teams link to the events it creates.

How Alex uses that access

Both providers follow the same two rules, regardless of which scopes they name.

Reads: availability only. Alex reads free/busy information — only the start and end of busy blocks on the primary calendar. Alex does not read the title, attendees, or any other content of existing events, does not read events it didn’t create, and does not access tasks or reminders.

The event scope (calendar.events for Google, Calendars.ReadWrite for Microsoft) is used only to create and manage the interviews Alex books — not to read or change any other events on the calendar.

Writes: only the interviews Alex books. When a candidate picks a time, Alex creates one event — title, description, start/end time, the candidate and interviewer as attendees, and a Google Meet / Teams / Zoom link. It only updates or cancels events it created (identified by the ID returned at creation) and never touches events it did not create.

Meeting Provider

By default, Alex creates the meeting using the interviewer’s calendar provider:

• Google Calendar → the invite includes a Google Meet link.
• Outlook → the invite includes a Microsoft Teams link.

This is the recommended setup — the interviewer only needs to connect a calendar, and the meeting platform follows naturally.

Overriding with Zoom (optional)

If an interviewer prefers Zoom over their calendar’s native meeting platform, they can connect a Zoom account in Settings → Profile → Connected Accounts. When Zoom is connected, Alex creates a Zoom meeting instead of using Google Meet or Teams. Disconnecting Zoom returns the interviewer to the calendar default.

Setup Requirements

For Coordinator to work, the following must be in place:

1. Coordinator SKU enabled — your account must have the Coordinator add-on purchased and activated.
2. Human round configured — the job’s application workflow must include at least one human round. The Initiate Outreach group on that human round triggers the Coordinator flow.
3. Interviewer assigned — for each human round on the job, you need to configure who the candidate will be handed off to. This can be any user in Alex — a recruiter, hiring manager, engineer, or anyone else on your team. Different rounds can be assigned to different people.
4. Calendar connected — every interviewer must connect either Google Calendar or Outlook / Microsoft Teams from Settings → Profile → Connected Accounts. The meeting link comes from the connected calendar by default (Google Meet or Microsoft Teams). Without a connected calendar, handoff invitations will not go out.
5. Zoom connected (optional override) — only required if the interviewer specifically wants Alex to create Zoom meetings instead of using the calendar’s native meeting platform.

If an interviewer has not connected a supported calendar, the human round’s outreach will not send scheduling invitations to candidates for that person. Make sure all interviewers have their calendar connected before enabling human rounds.

Recruiter Availability

After connecting a calendar, each recruiter can configure the time windows in which candidates are allowed to book them. Candidates only see slots that fall inside the recruiter’s configured availability and are free on their actual calendar.

If a recruiter is fully booked, Alex prompts them to open up more slots or widen their availability window.

Assigning a Recruiter to a Human Round

A human round is one where Alex hands the candidate off to a person (vs an AI interview). There are two ways to assign who that person is:

1. Per-job round config — on a specific job, set the recruiter(s) directly on the human round. Gives you the most flexibility for one-off jobs or special cases.
2. Job-import workflow — if you use a job-import workflow to bring jobs in automatically, you can set a default recruiter there. You can also branch on filters to assign different recruiters to different categories of jobs (e.g. by department or location).

Triggering Coordinator from a Workflow

You trigger Coordinator by sending a candidate into a human round whose Initiate Outreach group sends the scheduling link. See Initiate Outreach and round progression for how outreach groups work.

A common setup looks like:

1. Interview Completed trigger fires after the candidate finishes an AI interview round.
2. One or more actions run — updating the ATS, sending notifications, etc.
3. A conditional check (e.g., Is utility) evaluates whether the candidate meets your criteria.
4. If yes, a Move to Round step advances the candidate into a human round, and that round’s Initiate Outreach group begins scheduling the candidate with the assigned recruiter.

For more on building workflows, see Application Workflows.