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Outlook Concierge: Bridge Outlook and Google Calendars

When an external guest replies that a proposed time doesn't work, the bot reconciles Outlook and Google Calendar availability to find a slot both sides can take.

CategoryChatbots
Enginesim
Difficultyadvanced
Triggerwebhook
Steps6
Setup~25 min

How it runs

The automated pipeline, trigger to output.

  • TriggerInbound reply webhook (counter-proposal)HTTP webhook
  • ActionRead host availabilityOutlook
  • ActionRead guest availabilityGoogle CalendarGoogle Calendar
  • ActionCompute overlapping ranked slotsOpenAI
  • LogicConfirm a shared slot exists
  • OutputBook matching events on both calendarsGoogle CalendarGoogle Calendar

What it does

Solves the cross-tenant scheduling problem where the host runs Outlook and the guest runs Google Calendar. On an inbound reply rejecting a time, the bot reads free/busy from both calendar systems, finds the intersection of open windows, and creates matching events on each side so neither party double-books.

When to use it

Use it for sales calls, partner syncs, or candidate interviews where you and the other party live in different calendar ecosystems and tit-for-tat email negotiation wastes a day.

How it works

  1. 1An inbound reply (via webhook) signals a counter-proposal or rejection.
  2. 2The bot fetches host availability from Outlook free/busy.
  3. 3The bot fetches guest availability from Google Calendar free/busy.
  4. 4OpenAI computes overlapping open windows and ranks them by both parties' stated preferences.
  5. 5A logic step confirms at least one shared slot exists before committing.
  6. 6The bot writes the event to Outlook for the host and to Google Calendar for the guest, with a single shared agenda.

Set it up

What you configure once, before turning it on.

  1. 1
    Connect OutlookMail, calendar, contacts.
  2. 2
    Connect Google CalendarEvents, attendees, availability.
  3. 3
    Connect OpenAIModels, embeddings, files.
  4. 4
    Connect HTTP webhookTrigger any URL on agent actions.
  5. 5
    Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
  6. 6
    Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
  7. 7
    Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.

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