Have AI schedule meetings with several participants

Assistants have meetings with several participants scheduled automatically to avoid back-and-forth emails

Needs setupAI Act: no extra obligationsAutomating processes with AI agentsAll industries

Fits: Leaders & strategy · Sales · HR · Purchasing · Office, administration & casework · Teaching & education · Field service & trades

Instead of five emails back and forth, the agent suggests suitable slots from the calendars, sends requests to external participants and enters the confirmed meeting. All you do is approve.

Is this for you?

  • You regularly schedule meetings with three or more people, including external ones.
  • Internal calendars are kept up to date and you can see them.
  • There are clear rules, such as core hours, buffers between meetings and who takes priority.
First step today

Make up a week of meetings with three participants without real names, and use the template below to have suitable slots and a request email drafted. First check whether date and weekday match and whether every constraint was respected.

How to go about it

  1. Write down your scheduling process
  2. Clarify calendars, mailbox and access
  3. Set up the agent for meeting suggestions
  4. Approve every request before it is sent
  5. Release internal scheduling first
  6. Review double bookings and failed attempts

Templates to copy

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The complete guide

  • 6 steps explaining exactly what to do
  • 3 proven templates to copy into your own AI
  • Safe use: data, checking, deciding, informing
  • Pitfalls, effort and how to recognise success

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Same approach, other use cases

13 more use cases follow the pattern “Automating processes with AI agents”.

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A-007 · Legal status 08.10.2026