Recruitment

AI Agent that Runs User Interviews

Built for Hiring Teams
‍
Are you spending hours writing interview questions, scheduling calls, and sorting through messy notes? Do follow-ups get delayed because everything depends on manual steps?

This automation runs user interviews with AI, adapts to responses in real time, and logs structured feedback into your system so you get clear insights without writing scripts, sending reminders, or digging through vague answers.

Try this AI Agent now
Illustration highlighting interview automation benefits with the ability to handle 500–2,000 interviews and 90% less time wasted, showing people conducting interviews and a smiling woman with a laptop.

What to Expect

Fully automates open ended interviews to help product teams and researchers gather better insights with less effort.

It runs natural back and forth conversations and logs structured results into Google Sheets.

n8n workflow diagram for automated interview management, including topic setup, AI question generation, response parsing, memory management, and Google Sheets output.

The agent asks one open ended question at a time, listens for the reply, and follows up with something relevant. No scripts, no filler. It flows like a real conversation and wraps after four exchanges, thanking the participant at the end. Everything is tracked automatically in a Google Sheet, including the name, each question, and full responses.

You get clean, usable feedback without chasing answers or sorting through raw notes.

The old way?
Done manually.

Write custom questions in a Google Doc
Go back and forth over email to schedule
Conduct each interview live on Zoom
Take notes while trying to stay present
Copy responses into a spreadsheet manually
It ate up time, attention, and energy, and still left you with a messy, inconsistent process.
Here’s what the old process looked like:

The new way?
Fully automated.

With this automation, the entire process gets handled for you:
Ask one open-ended question at a time, then adapt
Keep the conversation natural, not scripted
Auto-log every response into Google Sheets
Wrap up with a thank-you after four exchanges
Capture names, questions, and answers, ready to use.
It’s reliable, repeatable, and easy to scale with no scheduling, no note taking, no guesswork.

Cut the Manual Workload

Claim your free 30-minute automation review and start saving hours every week with no-code tools.
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How the Automation Comes Together

A few simple tools quietly handle the entire process from start to finish without needing manual help.

n8n orchestrates every step from the initial form to the final follow-up, while the Form Node captures each participant’s name to begin the flow.

OpenAI generates the next question based on the latest reply, and Google Sheets logs each response as it comes in.
Workflow illustration showing n8n automation managing user interviews, integrating AI question generation, Google Sheets logging, and conversational response handling.
AI Agent toolkit

Tools used to build this AI agent

n8n logo
n8n

Connects every step and handles the entire conversation flow

form
Form

Collects user names and displays one question at a time in a clean, simple interface

openai logo
OpenAI

Generates smart follow-up questions based on each unique response

google sheets logo
Google Sheets

Stores all questions and answers, organized by name for easy access

What You'll Gain

90% less time spent managing interviews

No more drafting questions, booking calls, or digging through messy notes

Fully automated from start to finish

Launch it once—n8n handles the rest, from asking to logging

No transcription mess or missing data

All responses are already organized, clean, and ready to review

Scales like software

Whether it’s one interview or one hundred, the quality stays the same

Feels like a person, not a bot

Follow-up questions are based on what was just said, not a script

What We Actually Tell the AI

This is the exact prompt we send to GPT-4o. It takes the raw form inputs and turns them into clear, natural messages your team would be comfortable sending.

User interview AI prompt template with role instruction, input reference, instructional prompting, output constraints, conditional prompting, and negative prompting for structured question generation.
User Interview Prompt

Role Instructioning → Sets the assistant’s identity as a user research expert.

‍Input Reference → Provides the dynamic interview topic from structured input data.

‍Instructional Prompting → Directs the assistant to ask one open-ended, polite, relevant question at a time.

‍Output Constraints → Requires responses in strict JSON format with only a "question" key.

‍Conditional Prompting → Specifies an empty "question" value if it’s the final prompt.

‍Negative Prompting → Forbids any extra text, markdown, or explanation outside the JSON structure.

Cost Comparison with AI Agents

Here’s a quick overview to help assess monthly costs and workload volume for ongoing operations.
vs
AI Agent for Interviews
Starts around $50 to $120/month. Covers OpenAI usage, n8n hosting, and storage.
Handles 500 to 2,000+ interviews. Runs 24/7. Doesn’t need sleep or meetings.
Manual Interview Process
Anywhere from $2,000 to $4,000/month. Includes salary, admin time, and overhead.
Usually maxes out at 100 to 300 interviews. Depends on human availability.
We automate, you accelerate

We'll handle the tech so you don't have to.

You don’t need to set up or learn how automation works.
Our AI agents are built to run fully hands-off, like a clone that handles the repetitive tasks for you.

Need something custom? We’ll handle it all including:

Prompt writing and optimization
Automation flow design and testing
Tool integrations
Delivery setup
Manage you maintenance and updates

What is prompt writing and optimization?

It is the process of crafting and refining instructions for AI so it understands the task, delivers accurate results, and formats the output exactly how you need it.
What we do exactly?
Understand your context and use case
Help optimize and rewrite your prompts
Test and refine outputs until it’s working perfectly

What is automation flow design and testing?

This is where we map out how your AI agent behaves: when it runs, what it checks, how it reacts, and what to do if something fails. We don’t just build it. We test it end to end.
What we do exactly?
Design the full logic and decision tree
Add fallback steps for edge cases
Run multiple rounds of testing before launch

What are tool integrations?

We connect your AI agent to the tools you already use. Email, spreadsheets, CRMs, databases, APIs, and more. Everything stays in sync without you needing to copy and paste a thing.
What we do exactly?
Identify which tools your agent needs to talk to
Set up reliable two-way connections
Ensure smooth data flow across systems

What is delivery setup?

Delivery setup means we make sure your AI’s output gets exactly where you need it. Whether that's your inbox, a Google Sheet, your Slack channel, or a CRM.
What we do exactly?
Configure where and how outputs get delivered
Format results so they’re ready to use
Schedule timing or triggers for delivery

What is ongoing maintenance and updates?

AI agents aren't set and forget. We handle updates to prompts, workflows, and integrations so your system keeps working as your needs change.
What we do exactly?
Monitor performance and catch issues early
Update logic, prompts, or tools as needed
Keep everything running behind the scenes

Let us handle it for you.

Just send us an email and tell us the task that is wasting your time and we’ll design the agent and run it in the background.

Or, enter your email and we'll send you how to get started.

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Frequently asked questions

We’ve covered the usual questions. Got a unique one? Send us an email

Can I change the topic of the interview?

Yes. You can set a new topic in seconds. Just update the starting prompt or form instructions.

How many questions does it ask?

It stops after four questions, or sooner if the AI thinks the interview is complete. You can change that number too.

What happens when the interview ends?

All data is saved to Google Sheets, the memory is wiped, and the agent resets, ready for the next person.

Built to be Cloned

You can plug in your own questions and have an AI-powered interviewer running today. Whether you're doing product research, internal surveys, or onboarding new team members, it fits easily into whatever process you already have.

If you're tired of booking calls, chasing down replies, or digging through messy notes, this does the heavy lifting for you.

The agent’s built. It’s simple to copy, easy to adjust, and ready when you are.

Need help getting it live? Just ask. Fill the form or Send us an email

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{ "automation_name": "AI Agent for Running User Interviews", "type": "AI-Powered Research Interview Workflow", "tech_stack": ["n8n", "OpenAI GPT-4", "Vapi", "Google Sheets", "Gmail", "Google Forms"], "data_sources": ["Form responses", "Voice calls", "User transcripts"], "output_format": ["Interview summaries", "Quote extractions", "Google Sheets log"], "prompt_style": "Conversational prompt with follow-up detection and insight categorization", "use_cases": [ "Run structured or open-ended user interviews with AI voice agents", "Collect product feedback at scale without live calls", "Summarize transcripts into actionable insights for teams", "Log responses in structured formats for researchers or PMs" ], "deployment": "Self-hosted on n8n using Vapi for voice, GPT for insight extraction, and Google Sheets for data logging", "tags": ["user research", "AI agent", "interview automation", "product feedback", "GPT-4", "n8n", "Vapi", "insight generation"] }