AI Agent
AI Agent that can connect to tools and generate responses.
AI Meeting Scheduler with Google Calendar
This AI-powered workflow automates meeting scheduling through Google Calendar. Users interact with a chatbot that finds available times, creates, views, or deletes events, and even leverages Google Search and URL content extraction to assist with scheduling. Ideal for boosting productivity and streamlining calendar management for teams and professionals.
Flows
How the AI Flow works
- User Initiates Chat.
- The chatbot welcomes the user and collects their meeting scheduling request.
- AI Agent Processes Request.
- An AI agent interprets the user's intent and extracts meeting details such as date, time, and participants.
- Google Calendar Integration.
- The system finds available times, creates, views, or deletes events on Google Calendar based on user input.
- Optional Web Research.
- The AI agent can use Google Search and URL content extraction to gather additional information if needed for scheduling decisions.
- Confirmation and Chat Output.
- The chatbot confirms the action taken and displays the outcome to the user in the chat interface.
Prompts used in this flow
Components used in this flow
Below is a complete list of all components used in this flow to achieve its functionality. Components are the building blocks of every AI Flow. They allow you to create complex interactions and automate tasks by connecting various functionalities. Each component serves a specific purpose, such as handling user input, processing data, or integrating with external services.
Chat Opened Trigger
The Chat Opened Trigger component detects when a chat session starts, enabling workflows to respond instantly as soon as a user opens the chat. It initiates flows with the initial chat message, making it essential for building responsive, interactive chatbots.
Message Widget
The Message Widget component displays custom messages within your workflow. Ideal for welcoming users, providing instructions, or showing any important information, it supports Markdown formatting and can be set to appear only once per session.
Chat Output
Discover the Chat Output component in FlowHunt—finalize chatbot responses with flexible, multi-part outputs. Essential for seamless flow completion and creating advanced, interactive AI chatbots.
Chat History Component
The Chat History component in FlowHunt enables chatbots to remember previous messages, ensuring coherent conversations and improved customer experience while optimizing memory and token usage.
GoogleSearch Component
FlowHunt's GoogleSearch component enhances chatbot accuracy using Retrieval-Augmented Generation (RAG) to access up-to-date knowledge from Google. Control results with options like language, country, and query prefixes for precise and relevant outputs.
AI Agent
The AI Agent component in FlowHunt empowers your workflows with autonomous decision-making and tool-using capabilities. It leverages large language models and connects to various tools to solve tasks, follow goals, and provide intelligent responses. Ideal for building advanced automations and interactive AI solutions.
ChatInput
The Chat Input component in FlowHunt initiates user interactions by capturing messages from the Playground. It serves as the starting point for flows, enabling the workflow to process both text and file-based inputs.
URL Retriever
Unlock web content in your workflows with the URL Retriever component. Effortlessly extract and process the text and metadata from any list of URLs—including web articles, documents, and more. Supports advanced options like OCR for images, selective metadata extraction, and customizable caching, making it ideal for building knowledge-rich AI flows and automations.
Find Available Times
Easily identify optimal time slots for scheduling events by analyzing calendar availability. The Find Available Times component checks free and busy blocks across user and attendee calendars, returning the best available times in chronological order. Ideal for automating scheduling tasks and streamlining meeting coordination.
Delete Event
Easily automate the removal of events from Google Calendar with the Delete Event component. It connects directly to your calendar, enabling workflows to delete events and optionally notify attendees, streamlining calendar management within your flows.
Create Event
The Create Event component in FlowHunt lets you automate the creation of events in Google Calendar. Easily specify attendees, event time, description, and more, with options to generate Google Meet links and set reminders—streamlining scheduling in your automated workflows.
View Events
The View Events component lets you fetch and filter calendar events within a chosen time range, leveraging Google Calendar integration. Ideal for automating workflows that need up-to-date scheduling data, it supports searching events, limiting results, and customizing attendee parameters.
Current Date Tool
The Current Date Tool component in FlowHunt enables workflows to access the current date and time, adjustable to a wide range of timezones. Essential for automating tasks and generating time-aware responses, this component makes it easy to integrate up-to-date temporal information into your flows.
Flow description
Purpose and benefits
This workflow transforms an AI chatbot into a smart, automated meeting scheduler that integrates directly with Google Calendar. It enables users to converse naturally with the chatbot to schedule, update, or delete calendar events, making the process seamless and scalable for both individuals and organizations.
Workflow Overview
When a user opens the chat, they’re greeted with a friendly welcome message, explaining the chatbot’s capabilities in helping schedule meetings with just a few details (such as who, when, and where). This interaction is handled by the following sequence:
| Step | Component | Purpose |
|---|---|---|
| 1 | Chat Opened Trigger | Detects when a chat session starts. |
| 2 | Message Widget | Displays a welcome message to the user. |
| 3 | Chat Output | Shows the welcome message in the chat window. |
Processing User Requests
When a user submits a message (e.g., “Schedule a meeting with John next Tuesday at 3 PM”), the workflow captures this input and processes it through the following logic:
- Chat Input: Accepts messages from the user.
- Chat History: Tracks previous interactions for context-aware conversations.
- AI Agent: Acts as the intelligent core, interpreting user intent and orchestrating the relevant actions.
The AI Agent is enhanced with several specialized tools to fulfill meeting-related tasks:
Integrated Tools and Capabilities
- Google Search: Allows the agent to look up information or verify details if needed.
- URL Retriever: Enables extraction of content from URLs mentioned in the conversation.
- Find Available Times: Checks Google Calendar for optimal free time slots across attendees.
- Create Event: Schedules new events directly into Google Calendar, with options for Google Meet links and reminders.
- Delete Event: Removes events from the calendar and notifies attendees if required.
- View Events: Lists upcoming events or searches for specific meetings within a calendar.
- Current Time Tool: Provides the current date and time context for time-sensitive scheduling.
All these tools are connected to the AI Agent, which decides which to use based on the user’s request.
Output and User Feedback
Once the AI agent completes a task (like scheduling or canceling a meeting), it generates a response that is displayed back to the user through another Chat Output component, confirming the action or providing further instructions.
Why This Workflow is Useful
- Scalability: Automates repetitive scheduling tasks, allowing users to handle more meetings with less manual effort.
- Seamless Integration: Connects directly with Google Calendar, reducing context-switching and manual data entry.
- User-Friendly: Natural language processing enables anyone to schedule meetings without technical knowledge.
- Context Awareness: Maintains chat history for personalized, intelligent assistance.
- Extensible: The modular design allows for adding more tools or integrations as needed.
Example User Scenarios
- Book a Meeting: “Can you schedule a call with Sarah and Tom this Friday at 2 PM?”
- Find a Time Slot: “What’s the earliest time next week when I’m free for a 1-hour meeting with Jane?”
- Cancel a Meeting: “Cancel my meeting with the marketing team tomorrow.”
- List Events: “Show me all meetings scheduled for this week.”
Summary Table of Main Components
| Component Name | Role in Workflow |
|---|---|
| Chat Opened Trigger | Initiates welcome sequence |
| Message Widget | Displays welcome/info messages |
| Chat Input/Output | Handles user interaction and responses |
| Chat History | Maintains conversational context |
| AI Agent | Central intelligence and decision-making |
| Google Calendar Tools | Manage events (create, view, delete, etc) |
| Google Search/URL | Supplementary data retrieval |
| Current Time Tool | Provides time context |
Conclusion
This workflow is ideal for automating and scaling the often-tedious process of meeting scheduling. By leveraging AI and direct Google Calendar integration, it empowers users to manage their calendars efficiently, save time, and reduce the risk of errors or double-bookings—all through an intuitive chat interface.
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