Meeting Scheduler Chatbot for Google Calendar

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:

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

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.