MeetingMate

Overview

MeetingMate is an AI-powered meeting scheduling automation agent that eliminates back-and-forth emails and manual calendar management. It automatically detects meeting requests via Gmail and Slack, checks real-time calendar availability, and generates personalized Calendly booking links with intelligent agenda suggestions. Perfect for busy professionals, sales teams, and service providers who want to streamline meeting coordination and save hours on scheduling logistics.

How It Works

1. Search Gmail for Meeting Requests — Scans incoming emails using Gmail query syntax to identify meeting requests based on keywords like "schedule," "call," or "chat"
2. Extract Request Context with Claude Haiku — Uses advanced language processing to intelligently parse the requester's name, company, meeting topic, and any stated time preferences from the email body
3. Check Google Calendar Availability — Queries your calendar's free/busy information across the next 2 weeks to identify open slots
4. Retrieve Meeting Type Templates — Lists your pre-configured Calendly event types (30-min, 60-min, etc.) to match the appropriate meeting duration
5. Draft Personalized Booking Reply — Leverages Claude 3.5 Sonnet to compose a context-aware email response with the Calendly booking link embedded
6. Send Email Reply — Transmits the draft email through Gmail with optional human review before sending
7. Poll for Confirmed Bookings — Monitors Calendly scheduled events to detect when the requester has booked a meeting slot
8. Create Detailed Calendar Event — Automatically generates a Google Calendar event with an AI-generated agenda based on the original meeting request context
9. Notify via Slack — Sends a Slack notification confirming the meeting is booked, including event details and attendee information

Key Features

• Fully Automated Detection & Response — Identifies meeting requests and replies with booking links without manual intervention
• Intelligent Availability Matching — Cross-references your calendar with Calendly templates to suggest the best meeting times automatically
• AI-Generated Agendas — Creates contextual meeting agendas using LLM analysis, ensuring clarity on discussion topics before the call
• Multi-Channel Integration — Works seamlessly with Gmail, Google Calendar, Calendly, and Slack for a unified scheduling experience
• Customizable Workflow — Supports both auto-send and manual-review modes, giving you control over outbound replies

Use Cases

• Sales Teams — Automatically respond to prospect inquiries with available demo slots, reducing response time and improving conversion rates
• Consulting & Professional Services — Schedule client discovery calls instantly with AI-generated agendas that reflect client needs and pain points
• Recruitment & HR — Coordinate candidate interviews across multiple calendars, auto-generating interview agendas with role-specific talking points
• Support & Customer Success — Manage customer onboarding calls by instantly offering booking links and creating pre-call prep documents in your calendar