Job people-interview-timetable-built-from-everyones-free-times · revised 12 October 2026
Build an interview timetable with no clashes from everyone's stated free times
A timetable for one interview round built from the free times people send you as emails, notes or calendar exports, with every clash checked by a script and invite wording drafted for you to send.
You might be seeing
- The same interviewer is booked twice by mistake
- Candidates wait days for a slot because nobody has time to line it up
No passwords, keys, card details or admin invites needed to start.
What usually happened
Availability arrives as free text from many people, so lining it up is slow and a double booking slips through. Delegating a calendar to a tool means giving access to everyone's diaries.
Who it’s for: Hiring manager arranging interviews across several busy interviewers, candidates and rooms.
Usually starts when: Six candidates, four interviewers and two rooms, and the availability is scattered across a dozen emails.
The result: From the free times people send you, you receive a proposed timetable in which no person or room is booked twice and every slot lies inside a time that person stated. If no clash-free timetable exists, the report says so and names the blocking constraint. Invite wording is drafted for you to send.
Check whether this job fits
Answer these without sending files, logins or personal data. Nothing is submitted unless you choose to contact us.
What you get
- The proposed timetable
- The clash-check result
- The clash-check script
- A list of constraints that could not be met
- Draft invite wording
Included
- One interview round: up to 8 candidates, 4 interviewers and 2 rooms or video links
- Availability as pasted text, emails or exported free-and-busy lists
- Rules you set: length, breaks, travel gaps and order of interviewers
- A clash check run by a script, with the result shown
- Draft invite and reply wording for you to send
Not included
- Access to anyone's calendar
- Sending invitations or contacting candidates
- Choosing which candidates to interview
- Booking rooms or video links
- Assessing candidates
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
In the proposed timetable no person and no room appears in two slots at once, as shown by the script run on the final file.
Evidence: The script output on the delivered timetable.
Every slot lies inside a time its person stated, and each slot points to the source line.
Evidence: The timetable with its source column.
On a synthetic case where no clash-free timetable exists, the report says so and names the blocking constraint instead of producing a timetable.
Evidence: The synthetic case and the report text.
Sign-off. Your hiring manager checks the timetable and signs off in writing. We send nothing to anyone. Payment follows sign-off.
If it fails. If a test is not met, you do not pay for this fixed scope. We hand over what we found and agree whether to stop or re-quote; no surprise work.
When it fits, and when we stop
It fits when
- People's availability is given in writing or as an exported list
- You set the rules for length, breaks and order before we start
- Candidate names are replaced by codes before sending
We stop and tell you if
- You want us to read live calendars or send invitations
- The constraints cannot all be met and you do not want the report to say so
- More than one round, or more than 8 candidates, in this job
What could go wrong
This job reads files you send and writes a report. It changes nothing in your systems, so there is nothing to revert. Our copies of your files are deleted when the job ends.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A free time is read wrongly and someone is booked when busy. | Every slot points to the line where the person stated it, and you see the structured list before the timetable is built. |
| A time zone or date is misread. | The list shows each time with its date and zone, and you confirm it before the build. |
| Candidate details travel further than needed. | Candidates are coded, and no diary or contact detail is held. |
A separate automated reviewer checks every output against the agreed test before hand-over. No person on our side reviews unless your agreement names one. Your named hiring manager approves what is used.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the counts, the rules and how availability reaches us
- Read each person's stated times into a structured list and show you the list
- Build a timetable by script and test it for clashes
- If no timetable fits, name the blocking constraint instead
- Draft invite wording; separate automated review of the timetable
- Hand over the timetable and the clash-check result
This is a one-off job, not emergency cover or a subscription. We confirm eligibility, the total price, a start window and a delivery date before you accept, and an enquiry creates no charge or booking. Work starts only after agreed inputs, secure access and any needed permissions are in place.
Need to keep it working?
Discuss the same service for each later round.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- A scheduling poll lets each person tick the times they can do. It is free and works well for one or two interviewers.
- Many calendar tools offer scheduling links; they need access to each diary, which this job avoids.
Questions
Do you need access to our calendars?
No. We use the free times that people send you.
Will you contact candidates?
No. You send every invitation.
What if the times cannot all work?
The report says so and names the constraint that blocks it.
Send an enquiry
Send us
- The number of candidates, interviewers and rooms
- The interview length and any rules, such as a break after two interviews
- How availability reaches you today
Later, once you agree
- Each person's stated free times, as text or exports, with candidates coded
- Your rules for the round
- A synthetic case with no clash-free timetable, made by your hiring manager
- The hiring manager's approval of the draft invite wording
- The agreement that names the model provider, its country and how long it keeps data, settled before any real personal data is shared
You keep every calendar and send every invitation. We read only the free times that people give you and change nothing in any diary. Candidate names are replaced by codes.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “people-interview-timetable-built-from-everyones-free-times” as the subject.