Meet Ray. AI Recruiting Coordinator
Coordinates interview scheduling across panels, candidates, and hiring managers. Eliminates the back-and-forth that slows down hiring.
Why Ray Exists
Recruiters spend 40% of their time on scheduling logistics. Coordinating candidates, interviewers, and panels across calendars is a full-time job that isn't anyone's actual job. Every day of scheduling delay means losing top candidates to faster-moving competitors.
Purpose-Built for Recruiting & Talent Acquisition
Sequential Panel Scheduling
Book candidate with 3+ interviewers back-to-back — A at 1pm, B at 1:45, C at 2:30. One request, entire panel booked.
External Candidate Coordination
Email candidates directly — they reply with their availability, Ray books it. No software for candidates to install.
Follow-Up Reminders
Automated 24h/48h/72h follow-ups when candidates don't reply. Never let a candidate go cold.
Conflict Detection
Checks all interviewer calendars for conflicts and suggests alternatives automatically.
Timezone Handling
Detects candidate timezone and proposes times that work across all time zones involved.
Reschedule Without Chaos
Interviewer cancels? Ray finds a replacement slot and notifies everyone — no email chains.
Shadow Availability
Calendars fully booked? Ray scores conflicting meetings for moveability and proposes hidden slots by rescheduling internal meetings — never gives up on a date.
Multiple Requests
Send Ray a list of interviews to schedule and he works through them in sequence — each one coordinated, confirmed, and booked before moving to the next.
No Free Slots? Ray Finds the Hidden Ones.
Traditional scheduling stops when calendars are full. Ray doesn't. Shadow Availability is Ray's built-in recovery system — it scores every conflicting meeting for moveability and proposes rescheduling internal meetings to create room for the interview.
Find Time Mode
Ray presents shadow windows with suggested meeting moves. The recruiter coordinates the rescheduling manually.
Schedule Meeting Mode
Ray handles everything — emails internal organizers, waits for confirmation, reschedules bumped meetings, and books the interview.
When It Activates
- Recruiter specifies an exact date or narrow timeframe
- No free slots exist in that window
- Shadow check hasn't already run for that window
Moveability Scoring
Each conflicting meeting scores 0–5.0 for moveability. Personal focus blocks and internal 1:1s score highest. Meetings with external attendees, titles like "client" or "board," or durations over 2 hours score zero — they are never touched.
Who Uses Ray?
What You Can Do with Ray
Real scheduling scenarios Ray handles end-to-end.
Schedule a phone screen with a remote candidate in a different timezone
Ray detects the candidate's timezone from their email signature, finds overlapping working hours with the interviewer, proposes 3 times, and books when the candidate replies.
Coordinate a 5-person interview panel for an engineering candidate
Ray checks all 5 interviewers' calendars, finds a 3-hour window, and books sequential 45-minute slots (A at 1pm, B at 1:45, C at 2:30, D at 3:15, E at 4pm) with 15-minute buffers.
An interviewer cancels 2 hours before the interview
Ray immediately checks other qualified interviewers' availability, finds a replacement, updates the calendar invite, and notifies the candidate — no email chains, no panic.
Candidate hasn't responded to the scheduling email in 48 hours
Ray sends a friendly follow-up at 24h, a second at 48h, and a final one at 72h. If no reply, Ray notifies the recruiter with options.
Schedule a hiring manager debrief within 24 hours of the final round
Ray monitors when the last interview completes, then immediately finds a slot that works for all panel members and the hiring manager within the next 24 hours.
Bulk schedule 15 first-round phone screens this week
Ray processes all 15 as a batch — checking interviewer availability across all candidates, distributing load evenly, and sending personalized scheduling emails to each candidate simultaneously.
The candidate can only interview on Tuesday but all interviewer calendars are full that day
Ray activates Shadow Availability — scans every Tuesday meeting for moveability, scores focus blocks and internal 1:1s as moveable, leaves client calls untouched, and surfaces 3 slots where internal meetings can shift to make room for the interview.
Getting Started with Ray
Tell Ray who to schedule
Forward the candidate email or tell Ray the role, interviewers, and panel structure.
Ray checks all calendars
Ray scans interviewer availability, detects timezone differences, and finds optimal slots.
Ray handles the back-and-forth
Ray emails the candidate directly, proposes times, follows up if needed, and confirms.
Interview is booked
Calendar invites go out to everyone — candidate, interviewers, and hiring manager. Done.
Frequently Asked Questions
How does Ray handle panel interviews with 5+ interviewers?
Ray checks all interviewers' calendars simultaneously, finds consecutive slots with buffer time, and books the entire panel in one flow. If one interviewer is unavailable, Ray suggests alternatives without starting over.
Does Ray work with our ATS (Greenhouse, Lever, Ashby)?
Ray integrates via email — no ATS plugins needed. Forward the candidate email to Ray, and he handles scheduling. Works alongside any ATS without disrupting your existing workflow.
What happens when a candidate stops responding?
Ray sends a friendly follow-up sequence at 24h, 48h, and 72h. Each message includes fresh availability. If the candidate still doesn't respond, Ray notifies the recruiter with recommended next steps.
How is Ray different from Calendly or GoodTime?
Calendly requires candidates to click a link and pick a slot. Ray works entirely via email — candidates just reply naturally. No software to install, no accounts to create. Ray also handles multi-party panel coordination that link-based tools can't.
Can Ray handle high-volume recruiting like 50+ interviews per week?
Yes. Ray processes scheduling requests as a batch — distributing interviews evenly across interviewers, preventing overload, and sending personalized emails to each candidate simultaneously.
What does Ray do when there are no free slots on the requested date?
Ray activates Shadow Availability instead of giving up. It analyzes every conflicting meeting that day, scores each one for moveability (personal focus blocks are moveable; client calls and board meetings are not), and proposes up to 3 slots where lower-priority internal meetings can be rescheduled to make room. In Schedule Meeting mode, Ray handles all the rescheduling automatically — including emailing internal organizers and waiting for confirmation before finalizing the interview booking.
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