Meeting Scheduler

The Problem

Scheduling meetings should be simple, but it rarely is. Finding a time that works for multiple people means cross-referencing calendars, checking room availability, accommodating time zones for remote participants, and then doing it all again when someone has a conflict. Administrative staff spend a disproportionate amount of time on scheduling logistics. Double bookings and meeting room clashes are common, and rescheduling triggers another round of email chains.

How It Works

The Meeting Scheduler integrates with your calendar system (Microsoft Exchange, Google Workspace, or similar) and room booking platform. When a meeting request comes in, the agent checks participant availability, identifies suitable time slots, and books the appropriate room or virtual meeting link. It sends invitations, handles RSVPs, distributes pre-meeting materials, and manages rescheduling requests. The agent also tracks meeting patterns to identify scheduling inefficiencies, such as rooms that are booked but unused.

Less Coordination, Better Use of Time

Meetings are scheduled in minutes rather than hours of back-and-forth. Room utilisation improves because bookings are matched to actual needs. Administrative staff are freed from the constant scheduling cycle to focus on higher-value work. Our AI agent development services can build scheduling automation that connects with your existing systems.