PERSONAL PRODUCTIVITY
Pre-Register Guests from Outlook Calendar Invites
Watches the facilities Outlook calendar for events tagged as visits, pre-generates each guest's badge the morning of, emails them an arrival pass.
How it runs
The automated pipeline, trigger to output.
- TriggerMorning schedule scans calendar for visitsGoogle Calendar
- LogicFilter to external attendees only
- ActionGenerate badge for each expected guestImage generation
- ActionEmail arrival pass via OutlookOutlook
- ActionPre-load 'expected' rows in Airtable logAirtable
What it does
Reads visit details straight out of calendar invites so guests are pre-registered before they arrive. Each expected visitor gets a badge generated and an arrival email the morning of the meeting, and the front desk sees them already queued in the log.
When to use it
When hosts schedule visitor meetings as Outlook calendar events and you want to skip manual data entry at the desk. Best for offices with planned, invite-driven visits rather than walk-ins.
How it works
- 1A morning schedule scans the facilities Outlook calendar for events flagged as visitor meetings.
- 2For each attendee marked external, a badge image is generated with their name, host, and the meeting time.
- 3The guest is emailed an arrival pass via Outlook with the badge attached and lobby directions.
- 4A pre-registered row is written to the Airtable visitor log with status "expected."
- 5The reception dashboard receives the day's expected-visitor list so check-in is a single confirmation tap.
Set it up
What you configure once, before turning it on.
- 1Connect Google CalendarEvents, attendees, availability.
- 2Connect Image generationManaged Nano Banana image renders, metered per image.
- 3Connect OutlookMail, calendar, contacts.
- 4Connect AirtableBases, tables, views, automations.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, 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.
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