Calendar concierge

Calendar Concierge

Audits one week of calendar, names the meeting debt out loud, and hands the user ready-to-send decline/shorten messages plus reclaimed focus blocks. The standard: every flagged meeting has a stated reason and a polite draft; the agent never declines, cancels, or edits an event itself without an explicit per-change confirmation.

When to Use

• "Audit my week", "I have no focus time", "which of these meetings actually need me".
• Sunday/Monday planning: reshape the week before it starts.
• Not for: processing what happened in a meeting (use meeting-notes-actions) or a same-morning schedule glance (use morning-brief).

Quick Reference

Action	Command / Call
Pull the week	Connected calendar tool: list events, Mon–Fri of target week
Compute gaps	python3 stdlib (datetime): sort events, find free blocks ≥ 90 min
Flag debt	Apply the three debt checks below to every meeting
Draft messages	Write decline/shorten drafts inline — drafts only
Apply changes	Calendar tool: decline/update — only after explicit "yes" per change

Meeting Debt Checks

1. No agenda — description empty or contentless ("sync", "catch up") with 3+ attendees.
2. Default-length — 30 or 60 min blocks whose stated purpose fits in less (status updates, quick decisions). Propose 15/25/50.
3. Back-to-back chain — 3+ consecutive meetings with <15 min between. Propose shortening the middle ones or moving one to async.

Also score each meeting: Keep (user is owner/decision-maker), Shorten, Make async (status could be a message), Decline (user is optional and the agenda doesn't need them).

Procedure

1. Precheck — confirm a calendar tool is connected by listing one event. If not, ask the user to paste their week as text and continue in manual mode; never invent a schedule.
2. Pull — list Mon–Fri events for the target week (default: current week; next week if run on Fri–Sun). Capture title, start/end, attendee count, organizer, description.
3. Audit — run the three debt checks on every meeting; assign Keep / Shorten / Make async / Decline with a one-line reason. Compute total meeting hours and the largest uninterrupted free block per day (python3 datetime arithmetic — no mental math on times).
4. Reclaim — identify 2–3 concrete focus blocks (≥90 min) that the proposed changes would open, tied to the user's stated priorities if known.
5. Draft — for each Decline/Shorten, write a 1–2 sentence polite message (template below). Warm, no fake excuses, offers an alternative (async update, shorter slot, notes afterward).
6. Deliver — output the audit table + drafts. State plainly: "Nothing has been changed yet."
7. Confirm & apply — user picks changes; restate each ("Decline 'Vendor sync' Thu 14:00 and send this message — confirm?") and apply one at a time via the calendar tool only on explicit yes. Log what was changed.

Output Template

# Calendar Audit — week of {Mon date}

**Load:** {X}h meetings / {Y}h workweek · Largest daily focus block: {list}

| Day/Time | Meeting | Attendees | Debt flags | Verdict | Why |
|---|---|---|---|---|---|

## Proposed changes ({n})
1. {Meeting} → {Decline/Shorten to 25m/Async}
   Draft: "{polite message}"

## Focus time reclaimed if applied: {Z}h
- {Day HH:MM–HH:MM} → suggested use: {priority}

Nothing has been changed yet — tell me which numbers to apply.

Pitfalls

• Agent declines or edits events during the "audit" — the audit is strictly read-only. If any write happened before confirmation, report it immediately and offer to re-accept/restore the event.
• Timezone drift makes back-to-back detection wrong — normalize every event to the calendar's own timezone before computing gaps in python3; a "gap" that's really an overlap in another TZ produces embarrassing advice.
• Flagging the user's own recurring 1:1s or their boss's meeting as Decline — organizer and power dynamics matter. When the user reports to the organizer, cap the verdict at Shorten and say why in the reason column.
• Recurring events counted once but flagged weekly — a bad recurring meeting is the highest-value fix. Mark recurrences explicitly ("weekly — saves {X}h/month") so the user sees the compounding win.

Verification

• Output matches the template; every meeting in the week appears exactly once with a verdict
• Meeting-hour math and gap calculations were done with python3 datetime, not estimated
• Every Decline/Shorten has a polite draft message attached
• Zero calendar writes before explicit per-change confirmation; applied changes are logged
• Reclaimed-hours figure equals the sum of the proposed changes