Scheduling with AI (Coordinator)

Last updated: September 7, 2026

The AI Coordinator is Kula's voice AI teammate for interview scheduling — it calls the candidate directly, negotiates a time against interviewer availability, and books the interview, so a recruiter doesn't have to go back and forth by email.

Who can do this: Recruiter, Hiring Manager, Admin, Super Admin can trigger "Schedule with AI" on jobs they have access to. Turning the Coordinator Agent on for the organisation (and per job) is an Admin/Super Admin setting — see Needs verification below for the exact permission boundary.

Where to find it: On a candidate's activity in the job pipeline — Schedule with AI, Ad Hoc with AI, and Bulk Schedule with AI (for scheduling several candidates at once) all appear as scheduling options alongside manual and self-schedule.

How it works

  1. Trigger Schedule with AI (or the Ad Hoc / Bulk variant) on a candidate's interview.

  2. The Coordinator calls the candidate, checks interviewer availability, working hours, and calendar events, and negotiates a slot in the conversation.

  3. Once a time is agreed, the Coordinator books the interview and sends the calendar invite.

  4. If the candidate can't find a time on the call, the Coordinator can send a self-schedule link instead so the candidate can pick a slot on their own.

  5. If the Coordinator can't complete the booking, it hands off and notifies the recruiting team by email so a human can take over.

[SCREENSHOT: A candidate's activity row in the job pipeline with the "Schedule with AI" option open, showing it alongside Ad Hoc with AI and Bulk Schedule with AI] — Alt text: "The scheduling menu on a candidate's activity, showing Schedule with AI, Ad Hoc with AI, and Bulk Schedule with AI as options."

Good to know

  • The Coordinator only calls candidates for jobs where it's been explicitly turned on.

  • It needs the interviewer's calendar connected to check their availability. If an interviewer hasn't connected their calendar, the Coordinator can't factor them in — connect the interviewer's calendar first.

  • Candidate-stated availability capture is still rolling out. When a candidate mentions a preferred time the Coordinator can't immediately match, recording that stated availability against the candidate's profile was still in testing as of August 2026 — don't assume every call outcome is automatically logged as structured availability yet.

  • Calendar invite templates aren't always sent reliably by the Coordinator. A gap where AI Coordinator bookings skipped the organisation's configured invite templates was still being worked through as of mid-2026 — if a Coordinator-booked interview's invite looks off, check it against the template manually.

FAQ

I got a notification email about the Coordinator tagging me in a note — what email did it send, and who does it go to?

When the Coordinator hands a candidate off to a human (for example, after it can't complete a booking), it notifies the recruiting team by email so someone can pick up the scheduling manually. If you're unsure who's on the receiving end for a specific job, check who's on the hiring team for that job.

Need help?

If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.