You schedule interviews on your calendar, then come back to Stardex to move the candidate forward manually. That second step is easy to forget, especially when you have twenty meetings a week across multiple roles. Calendar Stage Automation watches your calendar events and advances candidates to the appropriate pipeline stage automatically, so the candidate's record stays current without extra clicks.

This setting is admin only. It now lives with calendar sync, not under AI & Automation.

Setting up calendar stage automation

This is the most common path: enabling the feature and choosing which stages candidates can be advanced to.

1. Open Settings → Email & other integrations → Calendars: stardex.com/settings?tab=email-calendar&section=calendars
2. Scroll to Calendar Stage Auto-Update (this is the organization calendar automation block)
3. Toggle the switch on
4. Check Restrict stages if you want to limit which stages candidates can be auto-advanced to. When unchecked, the automation defaults to interview-flagged stages only
5. If you checked Restrict stages, use the multi-select dropdown to pick the specific stages candidates should be eligible for. Each stage appears with its color dot
6. Optionally, add Automation guidance in the text area — plain-language instructions that help the AI interpret borderline calendar events (e.g. “Meetings titled Coffee Chat are first-round screens and should advance candidates to Screen”)
7. Click away from the text area to save your guidance. All other changes save immediately on toggle or selection

People on your team still need a connected, syncing calendar for events to show up. See Connect your calendar and enable Stardex notetaker!

Organization calendar automation on the Calendars page

How the automation works

When a calendar event involves a candidate who is tracked in a job pipeline, the system evaluates whether the meeting justifies a stage advancement. It considers:

• The calendar event title and description
• The candidate's current pipeline stage
• Which stages are ahead of the current one and permitted by your settings
• Your optional automation guidance

The AI decides whether the meeting represents an interview, screen, or other qualifying interaction. If it does, the candidate moves forward. If the meeting is ambiguous or doesn't clearly map to a stage advancement, the candidate stays put.