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Reply to meeting requests with open times

Personal Productivity

Spots emails asking for a meeting, finds times your calendar is free, and replies offering them.

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Every 15 minutes3 apps7 steps

Apps it connects

Authenticate each one once and the workflow is ready to run.

GmailOpenAIGoogle Calendar

What it does

Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.

  1. 1GmailList emailsReads unread inbox messages that do not yet carry the handled label, so nothing is looked at twice.

  2. For each email

    1. 2OpenAIQuery modelAsks the AI whether each email is a meeting request still needing a time, then to write the reply offering the slots.

    2. If verdict is not empty and verdict does not start with “yes”

      1. 3GmailAdd label to messageApplies the 'Meeting-times-checked' label to every message dealt with, whether replied to or judged not a request.

  3. If meetingRequests is not empty

    1. Repeats while dayOffset is at most daysToLookAhead and the number of items in openSlots is less than timesToOffer

      1. If day is not a weekend day

        1. For each slotTime

          1. 4Google CalendarCheck timeslotChecks each candidate weekday slot against your calendar and keeps only the ones reported as free.

    2. For each request

      1. 5OpenAIQuery model

      2. If replyBody is not empty

        1. 6GmailReplySends the reply in the original thread, offering only the free times and asking the sender to pick one.
        2. 7GmailAdd label to message

How it works

What happens on each run, in plain English.

Every 15 minutes, the unread mail in your inbox is read and each message is checked to see whether it is asking to arrange a meeting that still needs a time. For each one that is, your calendar is looked through weekday by weekday at the times of day you like to meet, the first few free slots are kept, and a short reply offering exactly those times is sent in the original thread.

You end up with meeting requests answered within minutes with real options from your calendar. Only slots the calendar reported as free are offered, and the times come from the calendar rather than from the AI, so nothing is proposed on top of an existing commitment. Every message dealt with is labelled 'Meeting-times-checked' and skipped next time, so nobody gets two replies. A message that could not be read, classified or answered is logged and left unlabelled for the next run, and if your calendar is full at every time you offer, the run stops rather than guessing.

gmailgoogle calendaropenaischedulingmeetingsemailai

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