Meeting scheduler

Meeting Scheduler Skill

Purpose

Process meeting request emails, match against calendar availability, and generate formatted reply files.

Workflow

1. Extract Request Details

From each email, extract:

• Duration: e.g., "one-hour", "1.5 hour", "45-minute"
• Date constraint: specific date requested
• Time window: sender's available range (e.g., "10:00am to 2:00pm")
• Timezone: if sender specifies a timezone (e.g., PST), convert to calendar timezone

2. Timezone Conversion

• Calendar timezone is the reference (e.g., Eastern Time)
• PST to ET: add 3 hours
• CST to ET: add 1 hour
• MST to ET: add 2 hours
• All reply times must be in the calendar's timezone

3. Scheduling Algorithm

• For each request, find the earliest available slot that fits the duration within the sender's time window
• Global constraint: ensure all scheduled meetings are compatible (no overlaps)
• If two requests compete for the same slot, schedule the one whose earliest possible start is earlier first, then shift the other to the next available slot
• Blue/flexible calendar blocks can be overwritten by meeting requests

4. Reply File Format

Save each reply as /root/reply_{messageID}.txt:

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: {N} hour(s)

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

    Best regards,
    ConSkillBench

Formatting Rules

• Date: {day_name}, {month} {DD}, {YYYY} — e.g., Thursday, January 08, 2026 (zero-padded day)
• Time: {HH:MM AM/PM} - {HH:MM AM/PM} — e.g., 09:00 AM - 10:30 AM (zero-padded hour)
• Duration: use decimal for partial hours (e.g., "1.5 hour(s)", "0.75 hour(s)")

5. Results File

Save /root/results.json:

{
  "sent_results": [
    {"filename": "reply_{id}.txt", "recipient": "[email protected]"}
  ]
}