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Project Brief: Automating Interview Scheduling for Van Kaizen with Janus AI
Van Kaizen is a high-touch recruitment firm known for its personal service and precise candidate placements. As their client base and candidate volume continue to grow, so too has the administrative burden of interview scheduling—a time-intensive process that is currently limiting operational efficiency.
Over the coming weeks, Janus AI will be working closely with Van Kaizen to develop and deploy a custom AI scheduling assistant—Hattie—designed specifically to streamline the coordination of interviews between clients and candidates.
Project Objective
To save Van Kaizen’s Director, Cosmo Currey, and his team significant time by fully automating the interview scheduling process across multiple communication channels, without compromising on professionalism, brand voice, or candidate experience.
Key Functions Hattie Will Perform
- Engage with clients via email to collect interview availability and preferences.
- Message candidates via WhatsApp, offering available slots with a branded, human-like tone.
- Generate dynamic links through Microsoft Bookings, based only on client-provided availability.
- Automatically issue calendar invites, send reminders, and chase post-interview feedback.
- Provide a live dashboard for Cosmo to view status, take manual action if needed, and remain copied into all critical communication.
Cosmo’s Involvement
Cosmo will retain full control over outcomes and candidate communication. Hattie will:
- Never issue rejections or job offers.
- Never allow candidates and clients to book directly with each other.
- Only begin scheduling after Cosmo tags relevant candidates and pastes in the client’s feedback using the integrated Van Kaizen ATS dashboard.
Dashboard Features to Be Developed
- Client and job role selection
- Paste-in field for client interview decisions
- Candidate selector integrated with Van Kaizen’s ATS
- Interview format and timezone preferences
- Real-time tracking of interview progress
- Notification tools and manual overrides
- Metrics such as time saved and interview conversion rates
Next Steps
Janus AI will begin work on training Hattie’s dialogue models and building the scheduling logic using Van Kaizen’s current workflow as a foundation. Design and integration work on the internal dashboard will run in parallel.
A prototype version will be demoed to Cosmo for feedback, followed by testing in a live environment with one or two roles before full rollout.
This project is set to significantly reduce the administrative load on Van Kaizen’s team, enabling them to focus more on candidate quality and client relationships. We’re excited to bring Hattie to life as a seamless, intelligent part of Van Kaizen’s recruitment workflow.