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Meeting Auto-Scheduling Agents are digital teammates that actively negotiate optimal meeting times by understanding context, preferences, and priorities. They process thousands of scheduling permutations in seconds while coordinating across teams, time zones, and calendars. No more back-and-forth emails.

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Key features

Natural language

Understands scheduling requests in plain English

Multi-timezone coordination

Finds times during working hours for all participants across time zones

Conflict resolution

Handles hard conflicts, soft conflicts, and priority-based scheduling

Automatic rescheduling

Proposes alternatives when meetings need to move

Learning preferences

Adapts to individual and team scheduling patterns over time

Buffer time management

Adds breaks between consecutive meetings

Intelligent prioritization

Respects organizational hierarchy and meeting importance

Multi-platform integration

Works with Google Calendar, Outlook, and major meeting platforms

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How to set up an agent for meeting auto-scheduling

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Triggers for meeting scheduling agents

To enable your scheduling agent, you’ll need a Google Calendar integration with read/write access to check availability and create events, plus a Gmail trigger to monitor your inbox and kick off the agent when scheduling requests arrive.

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Add tools to your scheduling agent

To build a calendar scheduling agent, you’ll need these basic tools to get started:

Check Google calendar availability

Find open slots in your sales team’s calendars

Send email (Gmail)

Reply with available time options to prospects

Create Meet Event in Google Calendar

Automatically generate video links for each demo

Get events from Google Calendar

Avoid double-booking or scheduling too many demos in one day

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How to add these tools to your agent

  1. Go to Tools in your Agent Builder
  2. Click + Add Tool
  3. Click New Tool
  4. Click Build from Scratch
  5. Click Add Step
  6. Search for your calendar provider (e.g., “google calendar” or “outlook”)
  7. Select the tools you need from the results
Search for your specific calendar provider to discover available built-in tools.
Available calendar tools for scheduling agents

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Use case example: Automating demo requests for sales

ScenarioYour sales team receives numerous demo requests via email. Instead of manually checking calendars and coordinating schedules, an AI agent can handle the entire process automatically.
How it works:
1

Monitors inbox

Automatically detects demo requests from incoming emails
2

Checks availability

Reviews your calendar in real-time to find open slots
3

Coordinates timezones

Handles timezone differences automatically to suggest appropriate meeting times
4

Proposes time slots

Suggests 30-minute meeting slots across two different days (avoiding weekends)
5

Books & confirms

  • Books immediately if a specific time is requested and available
  • Proposes 2-3 times per day when flexibility is needed
  • Sends professional confirmation emails
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