Meeting Schedular Template

• What it does: A single scheduling assistant that uses Google Calendar to get the current time, find available slots within your office hours and meeting duration, present options for you to choose, collect attendee names and emails and optional notes, then create the calendar event with the correct title, duration, and attendees.
• Best for: exec assistants, sales (demos and calls), recruiters, anyone who schedules meetings and wants a conversational flow
• Apps used: Google Calendar
• Setup time: 5 to 10 minutes

Meeting Schedular is a no-code, single-agent workflow that automates scheduling from a natural-language or structured request. The Meeting Schedular Agent retrieves current time, identifies open slots (respecting office hours and duration), presents options, collects attendee details and optional notes, verifies the chosen slot is still free, and creates the event in Google Calendar. You configure meeting name, duration, number of days to search, and office hours (start, end, time zone) in the agent instructions. This template acts as a starting point: any app, instructions, and agents can be updated as required for your own use case—simply ask Max (Agent Builder) to update the workflow as needed. Last verified from workflow config on March 2026. Includes common failure modes and fixes.

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Problem this solves

• Back-and-forth scheduling (availability, time zones, attendee list) is slow and error-prone.
• You want one conversational flow that finds slots, collects details, and creates the event without manual calendar juggling.
• Demos or recurring meeting types (e.g. 15-minute demos) need consistent naming, duration, and process.
• A single agent that only handles scheduling keeps the flow focused and predictable.

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What this agent does

This template can:

• Retrieve the current date and time using Google Calendar (get-date-time).
• List and query calendar events to identify available slots within a specified number of upcoming days, matching exact meeting duration and office hours (start/end, time zone).
• Ensure proposed slots have no conflicts with existing events and are not out-of-office.
• Present available time slots clearly for user selection.
• After slot selection, collect attendee names and email addresses and optional description or notes.
• Perform a final conflict check before confirming.
• Create the calendar event with the specified title, duration, attendees, and description using Google Calendar (create/quick-add, add-attendees, list-events, query-free-busy, update, delete, get-date-time as needed).
• Handle only scheduling-related requests; refuse or ignore off-topic queries and maintain a professional, concise tone.
• Enforce strict constraints: no double-booking, no scheduling outside office hours, correct time zones and date/time formatting.

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How it works

1. You send a scheduling request via the text trigger (e.g. "Schedule a 15-minute demo" or "I need to book a meeting").
2. Meeting Schedular Agent retrieves the current time (Google Calendar get-date-time), then uses list-events and query-free-busy-calendars to find open slots within the configured number of days, duration, and office hours.
3. The agent presents the available slots and asks you to choose one.
4. You select a slot; the agent prompts for attendee names and emails and optional notes. It does not collect extra information beyond that.
5. The agent runs a final conflict check to ensure the chosen slot is still free and not out-of-office.
6. The agent creates the calendar event (title from configured meeting name, duration, attendees, description) via Google Calendar and confirms the booking with date, time, and details.
7. The workflow completes; the meeting appears on your calendar and invitees receive the invite.

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Requirements

• Google account with Calendar access: create, update, list, delete events; get date/time; query free/busy; add attendees. The template uses these Google Calendar actions.
• Configuration in the agent instructions (before first use): Meeting Name, Meeting Duration, Number of Days to search for availability, Office hours (Start Time, End Time, Time Zone). Update the Company Context section if you are not scheduling SketricGen demos (e.g. replace with your product and meeting type).
• No other apps required; the template ships with one agent and Google Calendar only.

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Setup guide

1. Clone the template and open it in AgentSpace.
2. Connect Google Calendar: Click the Google Calendar tool node, connect your Google account, and ensure the allowed tools include: list-events, get-event, get-date-time, create-event (or quick-add), add-attendees-to-event, query-free-busy-calendars, update-event, delete-event as needed. Enable the tool.
3. Update agent instructions: In the Meeting Schedular Agent instructions, set:
   • Meeting Name (e.g. "SketricGen Demo" or "Product Demo")
   • Meeting Duration (e.g. 15 minutes)
   • Number of Days for the availability search
   • Office hours: Start Time, End Time, Time Zone
   • Company Context: Replace the SketricGen demo description with your own if you are scheduling a different type of meeting (e.g. "30-minute sales call for Acme").
4. Run Test Workflow with a scheduling request. Confirm the agent finds slots, presents options, collects attendees and notes, and creates the event. Check your calendar and invitees.
5. Deploy to your channel (Playground, widget, or API) for production use.

Common issues and fixes

• No slots or wrong slots: verify office hours (start, end, time zone) and number of days in the agent instructions. Ensure the calendar has free periods in that window; blocked or busy periods will be excluded.
• Event not created: confirm Google Calendar is connected and enabled and that the tool has create-event (or quick-add) and add-attendees permissions. Check that the agent is calling the correct tool with title, start/end or duration, and attendees.
• Wrong duration or title: the agent uses the Meeting Name and Meeting Duration from its instructions; update those values and re-run.
• Agent answers non-scheduling questions: the agent is instructed to handle only scheduling of the specified meeting type (e.g. 15-minute demos). Off-topic messages are refused; you can soften or broaden this in the instructions if you want a different scope.
• Time zone or format errors: the agent is instructed to maintain accurate time zones and date/time formatting; ensure office hours and any examples in the instructions use the correct time zone and format.

Customization knobs

• Change meeting name, duration, days, and office hours in the agent instructions.
• Replace Google Calendar with another calendar app from the SketricGen marketplace and update the agent to use that app’s create/list/query actions and parameters.
• Broaden or narrow the agent’s scope (e.g. allow multiple meeting types or only one) by editing the "Strict Constraints" and "Company Context" sections.
• Add reminder or follow-up steps by extending the workflow (e.g. another agent that sends a reminder after the event is created).

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Apps used

(Scopes vary by how you connect Google Calendar.)

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Use cases

• Demo scheduling: Automate 15-minute (or other) product demos with consistent name, duration, and flow. Best for sales and growth.
• Sales or discovery calls: One flow for booking calls with prospects; collect attendee details and notes. Best for SDRs and AEs.
• Recruiting: Schedule interviews with candidates; agent finds slots and adds candidate and interviewers. Best for recruiters and hiring managers.
• Internal meetings: Configure meeting name and duration for team syncs or 1:1s; office hours keep slots within work hours. Best for exec assistants and team leads.
• Consistent booking experience: Same steps every time (slots → choose → attendees → confirm) for any channel (chat, widget, API). Best for support and ops.

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Example prompts and outputs

Example 1: Simple request

Prompt (user): "I need to schedule a demo."

Output: Agent retrieves current time, finds available slots (e.g. next 7 days, 15 min, within office hours), presents 3–5 options. User picks one; agent asks for attendee names and emails and optional notes. User provides them. Agent creates the event and confirms: "Meeting scheduled for [date] at [time]. Invite sent to [attendees]."

Example 2: With context

Prompt (user): "Book a 30-minute call with the Acme team for next week."

Output: If the agent is configured for 30-minute meetings and "Acme call" (or you updated the meeting name), same flow: slots → selection → attendees → confirmation. If the template is still set to 15-minute demos, update the agent instructions (duration, meeting name) first.

Example 3: Off-topic

Prompt (user): "What’s the weather tomorrow?"

Output: Agent does not schedule; it responds that it only handles scheduling for the specified meeting type (per its instructions). No calendar action.

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Why you need this template

• One conversational flow from "I need a meeting" to a created calendar event with attendees.
• No double-booking or out-of-office slots when office hours and conflict checks are configured correctly.
• Consistent process (slots → choose → attendees → confirm) for demos, calls, or interviews.
• Editable in AgentSpace: change meeting type, duration, office hours, or swap to another calendar app without code.

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FAQs

1) Is this an AI agent template or a fixed automation?

It is a single-agent workflow you can edit in AgentSpace. You control meeting name, duration, office hours, and company context; the agent uses Google Calendar to find slots and create events. This template acts as a starting point: any app, instructions, and agents can be updated for your own use case—simply ask Max (Agent Builder) to update the workflow as needed.

2) Do I have to use Google Calendar?

No. You can replace it with another calendar app from the SketricGen marketplace (e.g. Calendly, Outlook). Update the Meeting Schedular Agent instructions to use the new tool’s actions and parameters (list availability, create booking).

3) Where do I set meeting name, duration, and office hours?

In the Meeting Schedular Agent instructions. Look for the sections that define meeting name, duration, number of days for availability, and office hours (start time, end time, time zone). The sticky note in the template also lists these parameters.

4) Can the agent schedule more than one meeting type?

The template is set up for one meeting type (e.g. 15-minute demos). To support multiple types, you can extend the agent instructions to accept a meeting type in the user message and switch parameters (name, duration) accordingly, or run separate workflow copies for each type.

5) What if the user doesn’t provide attendee emails?

The agent is instructed to collect names and emails. If the user skips or gives partial info, the agent can either prompt again or create the event with the data provided; you can tune this in the instructions (e.g. allow "optional attendees" or require at least one).

6) Why are some slots missing?

Slots are filtered by office hours, duration, and existing events. If the calendar is busy or office hours are narrow, fewer slots appear. Widen the number of days or office hours in the agent instructions to see more options.

7) What are the main failure modes?

Google Calendar not connected or disabled, wrong or missing parameters (duration, office hours, time zone), or agent not calling the create/quick-add tool with correct fields. Fix by checking the tool connection and the agent instructions.

8) Can I use this with the AI Receptionist template?

Yes. The AI Receptionist can route "schedule a demo" to an Appointment Booking Agent that uses Cal.com or similar. This template is a standalone, Google Calendar–based scheduler you can use alone or plug into another workflow (e.g. hand off to this workflow when the user wants to schedule).

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Related templates

• Personal Ops AI Assistant – calendar, comms, and retrieval (includes calendar actions).
• AI Receptionist – route inbound to Q&A, booking (Cal.com), or escalation.
• Pre-Meeting Preparation – build a meeting brief before the call.
• Personalised Lead Outreach – enrich leads and send emails.
• Internal Team Support – internal Q&A from knowledge bases.