meeting-scheduler

# Meeting Scheduler Skill ## Minimum Model Any model that can follow numbered steps. For timezone reasoning or complex constraints, use a medium model. --- ## Full Flow (6 Steps) ### Step 1 — Understand the Request Before acting, confirm: - **Who** to meet with - **Duration** (default: 30 min if not specified) - **Timeframe** ("this week", "next week", "mornings only", etc.) - **Meeting type** (video, in-person, phone) If the request is vague (e.g. "set up a call with Jane") → ask one clarifying question before proceeding. --- ### Step 2 — Find the Other PA Check `data/pa-directory.json`: ```bash python3 -c " import json, sys try: with open('data/pa-directory.json') as f: d = json.load(f) except FileNotFoundError: print('ERROR: data/pa-directory.json not found') sys.exit(1) name = 'PERSON_NAME' # replace with actual name matches = [p for p in d.get('pas', []) if name.lower() in p['owner'].lower()] if not matches: print('No PA found for:', name) else: for p in matches: print('PA:', p['name'], '| Phone:', p['phone']) " ``` If no PA found → skip to Step 4 and contact the person directly by email. --- ### Step 3 — Check Your Owner's Availability ```bash #!/bin/bash # Get the current time and 7 days from now TODAY=$(date -u +%Y-%m-%dT%H:%M:%SZ) NEXT_WEEK=$(date -u -d '+7 days' +%Y-%m-%dT%H:%M:%SZ 2>/dev/null \ || date -u -v+7d +%Y-%m-%dT%H:%M:%SZ) # Fetch events and print a sorted list GOG_ACCOUNT=owner@company.com gog calendar events primary \ --from "$TODAY" \ --to "$NEXT_WEEK" \ 2>/dev/null \ | python3 -c " import sys, json try: events = json.load(sys.stdin) except json.JSONDecodeError: events = [] # Sort by start time and print each event print('Upcoming events:') for e in sorted(events, key=lambda x: x.get('start', {}).get('dateTime', '')): start = e.get('start', {}).get('dateTime', '')[:16].replace('T', ' ') print(' ', start, '—', e.get('summary', 'Untitled')) " ``` --- ### Step 4 — Contact the Other PA Propose 3–5 specific slots: ``` "Hey [PA Name], [your owner] would like to meet [their owner] for [duration]. Slots that work: • [Day Date] at [HH:MM TZ] • [Day Date] at [HH:MM TZ] • [Day Date] at [HH:MM TZ] Do any work? Or what times work best?" ``` If no response within 2 hours on a business day → follow up once. If still no response after 4 hours → tell your owner and suggest contacting the other person directly. --- ### Step 5 — Book the Meeting Once both agree on a time: ```bash # Basic calendar event GOG_ACCOUNT=owner@company.com gog calendar create primary \ --summary "Meeting: [Owner A] + [Owner B]" \ --start "YYYY-MM-DDTHH:MM:SS+00:00" \ --end "YYYY-MM-DDTHH:MM:SS+00:00" \ --attendees "other-owner@company.com" \ --description "Scheduled via PA coordination" ``` For video calls, add the meeting link: ```bash --description "Video call: https://meet.google.com/xxx-xxxx-xxx" ``` --- ### Step 6 — Confirm Both Sides ``` To your owner: "✅ Done — [Date] at [Time] with [Person]. Calendar invite sent." To the other PA: "✅ Invite sent to [Their Owner] for [Date] [Time]. Let me know if anything changes." ``` --- ## Find Available Slots (Script) ```python #!/usr/bin/env python3 """Find open meeting slots in the owner's calendar.""" import subprocess, json, sys from datetime import datetime, timedelta, timezone OWNER_EMAIL = "owner@company.com" # replace DURATION_MIN = 30 DAYS_AHEAD = 7 WORK_START_HOUR = 9 WORK_END_HOUR = 18 # Fetch calendar events try: result = subprocess.run( ['gog', 'calendar', 'events', 'primary', '--from', datetime.now(timezone.utc).isoformat(), '--to', (datetime.now(timezone.utc) + timedelta(days=DAYS_AHEAD)).isoformat()], env={'GOG_ACCOUNT': OWNER_EMAIL, 'PATH': '/usr/bin:/usr/local/bin:/bin'}, capture_output=True, text=True, timeout=30 ) events = json.loads(result.stdout) if result.stdout.strip() else [] except (subprocess.TimeoutExpired, json.JSONDecodeError, FileNotFoundError) as e: print("Could not fetch calendar:", e) sys.exit(1) # Build list of busy (start, end) pairs busy = [] for e in events: start = e.get('start', {}).get('dateTime') end = e.get('end', {}).get('dateTime') if start and end: busy.append((start, end)) # Find free slots during working hours suggestions = [] for day_offset in range(1, DAYS_AHEAD + 1): day = datetime.now(timezone.utc) + timedelta(days=day_offset) # Skip weekends if day.weekday() >= 5: continue # Check each hour for hour in range(WORK_START_HOUR, WORK_END_HOUR): slot_start = day.replace(hour=hour, minute=0, second=0, microsecond=0) slot_end = slot_start + timedelta(minutes=DURATION_MIN) # Skip if slot goes past end of day if slot_end.hour > WORK_END_HOUR: continue # Check for conflicts conflict = any( slot_start.isoformat() < b[1] and slot_end.isoformat() > b[0] for b in busy ) if not conflict: suggestions.append(slot_start) if len(suggestions) >= 5: break if len(suggestions) >= 5: break if not suggestions: print("No slots found in the next 7 days during working hours.") else: print(f"Available {DURATION_MIN}-min slots:") for s in suggestions: print(" •", s.strftime('%A %b %d'), "at", s.strftime('%H:%M'), "UTC") ``` --- ## Rescheduling ```bash # 1. Find the event GOG_ACCOUNT=owner@company.com gog calendar events primary \ --from "$(date -u +%Y-%m-%dT%H:%M:%SZ)" \ --to "$(date -u -d '+14 days' +%Y-%m-%dT%H:%M:%SZ)" # 2. Delete the old event (use ID from above output) GOG_ACCOUNT=owner@company.com gog calendar delete primary EVENT_ID # 3. Re-coordinate with the other PA and create a new event ``` Always notify both sides when rescheduling: ``` "[Owner] needs to move the [Date] meeting. Can we try [new time]?" ``` --- ## Quick Templates | Situation | Template | |---|---| | Initial request | "Hey [PA], [Owner A] wants to connect with [Owner B] for ~30 min [this/next] week. What works?" | | Propose slots | "Here are 3 options: [A], [B], [C]. Any work?" | | Confirm | "✅ Booked for [time]. Invite sent to [email]." | | Reschedule | "[Owner] can't make [time]. Can we try [alternative]?" | | Cancel | "[Owner] needs to cancel [time]. Apologies." | | No PA found | "Hi [Owner], [Your Owner] would like to schedule a call. Are you available [options]?" | --- ## Cost Tips - **Cheap:** Finding slots and booking — any small model works - **More expensive:** Reasoning across timezones or complex constraints — use medium model - **Batch:** Propose 3–5 slots at once instead of one slot at a time (fewer back-and-forth messages) - **Avoid:** Don't fetch the full calendar repeatedly — fetch once, extract 5 slots, propose them all