Meeting response formatting

Meeting Response Formatting

Overview

This skill generates properly formatted meeting replies and tracks results by:

• Creating text files with consistent template format
• Using correct date formatting (day name, month, date with leading zeros)
• Using correct time formatting (24-hour or 12-hour with leading zeros)
• Generating results.json with filenames and recipient info

Response Template

Each reply file should use this exact template:

Hi,

Thank you for your meeting request.

I can be available:

Date: {day_name}, {month} {DD}, {YYYY}
Time: {HH:MM AM/PM} - {HH:MM AM/PM}
Duration: {meetingDuration} hour(s)

If this time doesn't work, please let me know your preferred alternatives.

Best regards,
ConSkillBench

Date Formatting Rules

Format: {day_name}, {month} {DD}, {YYYY}

Requirements:

• Day name: Full name (Monday, Tuesday, Wednesday, etc.)
• Month: Full name (January, February, March, April, etc.)
• DD: Two-digit day with leading zero (01, 02, ..., 31)
• YYYY: Four-digit year (2026)

Examples:

• ✓ Thursday, January 08, 2026
• ✓ Tuesday, March 25, 2026
• ✓ Saturday, December 31, 2026
• ✗ Thursday, January 8, 2026 (missing leading zero)
• ✗ January 8, 2026 (missing day name)
• ✗ January 8th, 2026 (ordinal suffix not allowed)

Time Formatting Rules

Format: {HH:MM AM/PM} - {HH:MM AM/PM}

Requirements:

• Use 12-hour clock with AM/PM
• HH: Two-digit hour with leading zero (01-12)
• MM: Two-digit minutes with leading zero (00-59)
• Space before and after the hyphen
• Always "AM" or "PM" in capitals

Examples:

• ✓ 09:00 AM - 10:30 AM
• ✓ 01:00 PM - 02:00 PM
• ✓ 08:30 AM - 09:00 AM
• ✗ 9:00 AM - 10:30 AM (missing leading zero)
• ✗ 09:00am - 10:30am (lowercase am/pm)
• ✗ 09:00 - 10:30 (missing AM/PM)

Duration Formatting

Format: {meetingDuration} hour(s)

Rules:

• Use integer or decimal: 1, 0.5, 1.5, 2
• Always include "hour(s)" suffix
• Use "hour" for 1.0, "hours" for anything else

Examples:

• ✓ 1 hour(s)
• ✓ 0.5 hour(s)
• ✓ 2 hour(s)

Generating Reply Files

Step 1: Prepare Data

Gather for each scheduled meeting:

• messageID (from request)
• recipient email
• scheduled_date, day_name, month, day, year
• start_time (in HH:MM format), end_time
• duration_hours
• timezone (if applicable)

Step 2: Format Strings

Convert raw data to formatted strings:

1. Date string:

   date_object = parse scheduled_date
   day_name = date_object.strftime("%A")  # Full day name
   month = date_object.strftime("%B")     # Full month name
   DD = date_object.strftime("%d")        # Zero-padded day
   YYYY = date_object.strftime("%Y")      # Year
   date_formatted = f"{day_name}, {month} {DD}, {YYYY}"
   

2. Time strings:

   start_12h = convert_24h_to_12h(start_time)  # "09:00 AM"
   end_12h = convert_24h_to_12h(end_time)      # "10:00 AM"
   time_range = f"{start_12h} - {end_12h}"
   

3. Duration string:

   duration_text = f"{duration_hours} hour(s)"
   

Step 3: Generate Content

Substitute into template:

Hi,

Thank you for your meeting request.

I can be available:

Date: {date_formatted}
Time: {time_range}
Duration: {duration_text}

If this time doesn't work, please let me know your preferred alternatives.

Best regards,
ConSkillBench

Step 4: Save Reply File

Filename format: reply_{messageID}.txt

Example: reply_msg123.txt

Location: /root/reply_{messageID}.txt

Step 5: Update results.json

For all generated replies, create or update /root/results.json:

{
  "sent_results": [
    {
      "filename": "reply_msg123.txt",
      "recipient": "[email protected]"
    },
    {
      "filename": "reply_msg456.txt",
      "recipient": "[email protected]"
    }
  ]
}

File format rules:

• Pretty-print JSON with 2-space indentation
• Include all replies in sent_results array
• Maintain array in order of processing

12-Hour Time Conversion

If calendar uses 24-hour format, convert to 12-hour AM/PM:

00:00 → 12:00 AM
09:00 → 09:00 AM
12:00 → 12:00 PM
13:00 → 01:00 PM
17:30 → 05:30 PM
23:59 → 11:59 PM

Validation Checklist

Before saving reply files, verify:

• Day name matches actual day of scheduled date
• All dates use full month names, not abbreviations
• All times have leading zeros (HH:MM format)
• All times use AM/PM, not 24-hour format
• Duration properly formatted with hour(s) suffix
• Template structure exactly matches specification
• Filename format is reply_{messageID}.txt
• results.json is valid JSON format