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The Meeting Scheduler Agent intelligently reads your emails, detects meeting requests, checks your availability from Google Calendar, and sends a polite response suggesting free time slots. This automation saves time and prevents back-and-forth scheduling emails.

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Overview

The Meeting Scheduler Agent helps you:
  • Monitor Gmail for meeting-related emails.
  • Use AI to classify emails that request appointments or discussions.
  • Fetch your Google Calendar events to check availability.
  • Automatically draft and send professional replies suggesting suitable meeting slots.
  • Avoid conflicts with your existing schedule and sleep hours (9 PM – 9 AM).

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Real-Time Use Cases

  • Sales Teams: Quickly respond to prospective clients requesting a meeting without manual scheduling.
  • Customer Support: Automatically offer available times for customer calls or issue discussions.
  • Managers & Executives: Save time by automating responses to meeting invites and preventing double bookings.
  • Freelancers: Provide instant availability to clients requesting consultation calls.

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QuickStart

Follow these instructions to set up the Meeting Scheduler Agent, even if you’re new to automation.

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Prerequisites

Before starting, make sure you have:
  • Activepieces Account – Sign up here
  • Gmail Account connected with API permissions
  • Google Calendar Access with events enabled
  • OpenAI Account – Get your API Key here
  • Basic knowledge of your working hours and meeting preferences

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Setup Instructions

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Step 1 – Log in to Activepieces

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Step 2 – Import the Meeting Scheduler Agent

  • In the Templates section, search for Meeting Scheduler Agent.
  • Click Use Template to import it into your workspace.

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Step 3 – Connect Gmail

  • When prompted, click Connect New Account.
  • Sign in to your Google account.
  • Grant permissions for reading and sending emails on your behalf.
  • Once connected, you’ll see Gmail marked as active in your connections list.

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Step 4 – Connect Google Calendar

  • Select Google Calendar in the workflow connections.
  • Click Connect New Account and log in with the same Google account used for Gmail.
  • Allow permission to read your events.
  • This connection is necessary for the agent to know your busy/free time slots.

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Step 5 – Connect OpenAI

  • Click Connect New Account under OpenAI.
  • Enter your API key from OpenAI.
  • Save the connection.

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Step 6 – Customize Agent Settings (Optional)

  • Working Hours: The agent automatically avoids suggesting times between 9:00 PM and 9:00 AM. You can modify this behavior in the workflow’s prompt step if needed.
  • Target Calendar: Ensure the workflow is pointing to the correct Google Calendar ID.
  • Email Tone: Modify the prompt text in the AI step to change reply style (e.g., formal, casual).

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Step 7 – Activate the Agent

  • Review all workflow steps.
  • Click Start/Enable Agent.
  • The automation will now monitor incoming emails and send meeting availability responses automatically.

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What Happens Next

  • When you receive a new email:
    1. AI determines if the message is a meeting request.
    2. If yes, it retrieves your Google Calendar events.
    3. AI generates a polite email with available slots excluding busy times and sleep hours.
    4. The response is sent directly to the email sender without manual intervention.

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Conclusion

The Meeting Scheduler Agent automates scheduling by combining Gmail, Google Calendar, and AI. It prevents double bookings, saves time, and ensures you never miss an opportunity to connect with clients, colleagues, or leads.