Meeting Scheduler Skill
Minimum Model
Any model that can follow numbered steps. For timezone reasoning or complex constraints, use a medium model.
Full Flow (6 Steps)
Step 1 — Understand the Request
Before acting, confirm:
- Who to meet with
- Duration (default: 30 min if not specified)
- Timeframe ("this week", "next week", "mornings only", etc.)
- Meeting type (video, in-person, phone)
If the request is vague (e.g. "set up a call with Jane") → ask one clarifying question before proceeding.
Step 2 — Find the Other PA
Check data/pa-directory.json:
python3 -c "
import json, sys
try:
with open('data/pa-directory.json') as f:
d = json.load(f)
except FileNotFoundError:
print('ERROR: data/pa-directory.json not found')
sys.exit(1)
name = 'PERSON_NAME' # replace with actual name
matches = [p for p in d.get('pas', []) if name.lower() in p['owner'].lower()]
if not matches:
print('No PA found for:', name)
else:
for p in matches:
print('PA:', p['name'], '| Phone:', p['phone'])
"
If no PA found → skip to Step 4 and contact the person directly by email.
Step 3 — Check Your Owner's Availability
#!/bin/bash
# Get the current time and 7 days from now
TODAY=$(date -u +%Y-%m-%dT%H:%M:%SZ)
NEXT_WEEK=$(date -u -d '+7 days' +%Y-%m-%dT%H:%M:%SZ 2>/dev/null \
|| date -u -v+7d +%Y-%m-%dT%H:%M:%SZ)
# Fetch events and print a sorted list
GOG_ACCOUNT=owner@company.com gog calendar events primary \
--from "$TODAY" \
--to "$NEXT_WEEK" \
2>/dev/null \
| python3 -c "
import sys, json
try:
events = json.load(sys.stdin)
except json.JSONDecodeError:
events = []
# Sort by start time and print each event
print('Upcoming events:')
for e in sorted(events, key=lambda x: x.get('start', {}).get('dateTime', '')):
start = e.get('start', {}).get('dateTime', '')[:16].replace('T', ' ')
print(' ', start, '—', e.get('summary', 'Untitled'))
"
Step 4 — Contact the Other PA
Propose 3–5 specific slots:
"Hey [PA Name], [your owner] would like to meet [their owner] for [duration].
Slots that work:
• [Day Date] at [HH:MM TZ]
• [Day Date] at [HH:MM TZ]
• [Day Date] at [HH:MM TZ]
Do any work? Or what times work best?"
If no response within 2 hours on a business day → follow up once.
If still no response after 4 hours → tell your owner and suggest contacting the other person directly.
Step 5 — Book the Meeting
Once both agree on a time:
# Basic calendar event
GOG_ACCOUNT=owner@company.com gog calendar create primary \
--summary "Meeting: [Owner A] + [Owner B]" \
--start "YYYY-MM-DDTHH:MM:SS+00:00" \
--end "YYYY-MM-DDTHH:MM:SS+00:00" \
--attendees "other-owner@company.com" \
--description "Scheduled via PA coordination"
For video calls, add the meeting link:
--description "Video call: https://meet.google.com/xxx-xxxx-xxx"
Step 6 — Confirm Both Sides
To your owner:
"✅ Done — [Date] at [Time] with [Person]. Calendar invite sent."
To the other PA:
"✅ Invite sent to [Their Owner] for [Date] [Time]. Let me know if anything changes."
Find Available Slots (Script)
#!/usr/bin/env python3
"""Find open meeting slots in the owner's calendar."""
import subprocess, json, sys
from datetime import datetime, timedelta, timezone
OWNER_EMAIL = "owner@company.com" # replace
DURATION_MIN = 30
DAYS_AHEAD = 7
WORK_START_HOUR = 9
WORK_END_HOUR = 18
# Fetch calendar events
try:
result = subprocess.run(
['gog', 'calendar', 'events', 'primary',
'--from', datetime.now(timezone.utc).isoformat(),
'--to', (datetime.now(timezone.utc) + timedelta(days=DAYS_AHEAD)).isoformat()],
env={'GOG_ACCOUNT': OWNER_EMAIL, 'PATH': '/usr/bin:/usr/local/bin:/bin'},
capture_output=True, text=True, timeout=30
)
events = json.loads(result.stdout) if result.stdout.strip() else []
except (subprocess.TimeoutExpired, json.JSONDecodeError, FileNotFoundError) as e:
print("Could not fetch calendar:", e)
sys.exit(1)
# Build list of busy (start, end) pairs
busy = []
for e in events:
start = e.get('start', {}).get('dateTime')
end = e.get('end', {}).get('dateTime')
if start and end:
busy.append((start, end))
# Find free slots during working hours
suggestions = []
for day_offset in range(1, DAYS_AHEAD + 1):
day = datetime.now(timezone.utc) + timedelta(days=day_offset)
# Skip weekends
if day.weekday() >= 5:
continue
# Check each hour
for hour in range(WORK_START_HOUR, WORK_END_HOUR):
slot_start = day.replace(hour=hour, minute=0, second=0, microsecond=0)
slot_end = slot_start + timedelta(minutes=DURATION_MIN)
# Skip if slot goes past end of day
if slot_end.hour > WORK_END_HOUR:
continue
# Check for conflicts
conflict = any(
slot_start.isoformat() < b[1] and slot_end.isoformat() > b[0]
for b in busy
)
if not conflict:
suggestions.append(slot_start)
if len(suggestions) >= 5:
break
if len(suggestions) >= 5:
break
if not suggestions:
print("No slots found in the next 7 days during working hours.")
else:
print(f"Available {DURATION_MIN}-min slots:")
for s in suggestions:
print(" •", s.strftime('%A %b %d'), "at", s.strftime('%H:%M'), "UTC")
Rescheduling
# 1. Find the event
GOG_ACCOUNT=owner@company.com gog calendar events primary \
--from "$(date -u +%Y-%m-%dT%H:%M:%SZ)" \
--to "$(date -u -d '+14 days' +%Y-%m-%dT%H:%M:%SZ)"
# 2. Delete the old event (use ID from above output)
GOG_ACCOUNT=owner@company.com gog calendar delete primary EVENT_ID
# 3. Re-coordinate with the other PA and create a new event
Always notify both sides when rescheduling:
"[Owner] needs to move the [Date] meeting. Can we try [new time]?"
Quick Templates
| Situation | Template |
|---|
| Initial request | "Hey [PA], [Owner A] wants to connect with [Owner B] for ~30 min [this/next] week. What works?" |
| Propose slots | "Here are 3 options: [A], [B], [C]. Any work?" |
| Confirm | "✅ Booked for [time]. Invite sent to [email]." |
| Reschedule | "[Owner] can't make [time]. Can we try [alternative]?" |
| Cancel | "[Owner] needs to cancel [time]. Apologies." |
| No PA found | "Hi [Owner], [Your Owner] would like to schedule a call. Are you available [options]?" |
Cost Tips
- Cheap: Finding slots and booking — any small model works
- More expensive: Reasoning across timezones or complex constraints — use medium model
- Batch: Propose 3–5 slots at once instead of one slot at a time (fewer back-and-forth messages)
- Avoid: Don't fetch the full calendar repeatedly — fetch once, extract 5 slots, propose them all
