Scheduling with AI (Coordinator)

Last updated: September 25, 2026

The AI Coordinator Agent (the Coordinator, for short) 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.

To turn the Coordinator on, see Setting up the Coordinator Agent

Who can do this: Anyone who can manage the candidates on the job: Super Admin and Admin on any job, the person who created the job, and Recruiters, Hiring Managers, Coordinators and Sourcers on the job's hiring team. Turning on the Coordinator Agent under Settings → AI Teammates → Coordinator Agent needs the Manage interview load balancing permission, which Super Admin and Admin have by default.

Where to find it: Where to find it: Schedule with AI on a candidate's Interview activity; Schedule with AI (ad-hoc) in the candidate's actions menu for an interview that isn't in the plan; and Schedule with AI in the bulk action bar on a job's Candidates tab (filtered to one stage) for several candidates at once.

How it works

  1. Choose Schedule with AI on a candidate's interview (or the ad-hoc or bulk option).

  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.

Good to know

  • The Coordinator only calls candidates for jobs where it's been explicitly turned on. See Setting up the Coordinator Agent.

  • You need your calendar connected, and the candidate needs a phone number. If either is missing, Kula asks you to connect your calendar or to add the candidate's phone number and time zone before the Coordinator can start.

FAQ

Who gets told when the Coordinator can't finish a booking?

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.