Before
Someone would need to identify the participants from the scheduling request, look up their contact details, and check multiple calendars for overlapping availability. They would then calculate a suitable slot, create the meeting on the organizer's calendar, add the invitees, and verify that the event was created.
How it works
- Receive the scheduling request, extract the mentioned participants, and retrieve the relevant profile and calendar information.
- Check participant busy ranges and select the earliest slot that satisfies the requested duration, working hours, current-time, and conflict rules.
- Create the meeting on the owner's calendar with the identified invitees and retrieve the booked event details.
Workflow details
- Request intake: A webhook receives a scheduling request, and the workflow extracts the mentioned participants while excluding the designated user identifier.
- Participant and calendar preparation: For each mentioned participant, it retrieves profile information and email details, determines the request owner's calendar, and gathers the calendars needed for availability checking.
- Availability analysis: The workflow queries busy ranges for the relevant participants, merges overlapping conflicts, and evaluates working-hour windows from Monday through Friday against the requested duration and date range.
- Slot selection: An automated scheduling step chooses the earliest available slot that starts no earlier than the current time, fits entirely within a working window, matches the requested duration, and does not overlap any busy period.
- Meeting creation and confirmation: The workflow creates the meeting on the owner's calendar, invites the identified participants without listing the organizer as an attendee, and retrieves the created event using its calendar and event identifiers.
What changed
Scheduling requests now move directly from participant extraction to automated availability analysis and calendar booking. The workflow performs the conflict and working-hours checks automatically, while the human requester only needs to provide the scheduling request and meeting requirements.
Work removed
Identifying attendees, looking up participant profiles and emails, checking calendar conflicts, comparing available time windows, calculating the earliest matching slot, entering the meeting, adding invitees, and verifying the created event.
Expected outcome
Each qualifying request is expected to produce a booked meeting in the earliest valid shared slot while removing roughly five recurring coordination actions from the scheduling process.
