CHATBOTS
Outlook Concierge: Negotiate a Meeting Time by Reply
A chat concierge reads inbound meeting requests, proposes open slots from everyone's Outlook calendars, and books the meeting once attendees agree in plain-language replies.
How it runs
The automated pipeline, trigger to output.
- TriggerChat message requests a meeting
- ActionPull free/busy for each attendeeOutlook
- ActionDraft candidate slots from constraintsOpenAI
- ActionPost options and classify repliesOpenAI
- LogicCheck for unanimous acceptance
- OutputBook the agreed Outlook eventOutlook
What it does
Turns a back-and-forth scheduling thread into a single conversation. The bot ingests a natural-language meeting request, checks free/busy across every named attendee in Outlook, proposes two or three workable slots, interprets each attendee's reply ("Tuesday works", "after lunch is better"), and books the event when a slot wins consensus.
When to use it
Use it when an assistant or team lead keeps brokering times across busy calendars and wants the loop handled without a scheduling-link round trip. Best for internal or trusted-external meetings where attendees already reply by chat or email.
How it works
- 1A chat message kicks off the request with attendees, duration, and constraints.
- 2The bot calls Outlook free/busy for each attendee to gather availability.
- 3OpenAI reasons over the constraints and drafts two to three candidate slots in natural language.
- 4The bot posts the options and waits for replies, classifying each as accept, reject, or counter.
- 5A logic step checks whether a single slot has unanimous acceptance.
- 6On consensus it creates the Outlook event with all attendees; otherwise it loops with revised options.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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