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Email-to-Meeting Scheduler

Example prompt: "When someone emails me asking to schedule a call, check my Google Calendar for free slots in the next 5 business days and draft a reply suggesting three available times."

The Problem

The back-and-forth of scheduling a meeting is a surprisingly large time sink. Someone emails asking "Can we find 30 minutes next week?" and you open your calendar, scan for gaps, mentally account for travel time or focus blocks, type out three options, and hit send. They reply that none of those work. You repeat the process. For people who schedule 5-10 meetings a week with external contacts, this ping-pong can consume an hour or more — and the delay often means the meeting gets pushed out further than necessary.

How GloriaMundo Solves It

We build a workflow that monitors your Gmail inbox for emails containing scheduling intent — phrases like "find a time", "set up a call", or "are you free next week". When it detects one, it checks your Google Calendar for available slots over the next five business days, filtering out existing events and any blocks you have marked as busy. An LLM step drafts a friendly reply proposing three available time slots, matching the tone of the original email. The draft is sent to you on Slack for approval before it goes out, so you stay in control. Glass Box preview lets you see which emails triggered the workflow and what reply would be sent, so you can fine-tune the detection or adjust which calendar blocks count as "busy".

Example Workflow Steps

  1. Trigger (scheduled): Runs every 30 minutes to check for new emails with scheduling intent.
  2. Step 1 (integration): Fetch unread emails from Gmail received since the last run.
  3. Step 2 (llm): Analyse each email to detect scheduling intent — is the sender asking to arrange a meeting?
  4. Step 3 (conditional): If no scheduling intent is detected, skip the remaining steps.
  5. Step 4 (integration): Fetch calendar events from Google Calendar for the next 5 business days.
  6. Step 5 (code): Calculate available 30-minute and 60-minute slots, excluding existing events and buffer time.
  7. Step 6 (llm): Draft a reply email proposing three available slots, matching the sender's tone and referencing their original message.
  8. Step 7 (integration): Send the draft reply to Slack for your approval, or send it directly via Gmail if auto-send is enabled.

Integrations Used

  • Gmail — source of incoming scheduling requests and outbound reply delivery
  • Google Calendar — availability lookup for free/busy slots
  • Slack — approval channel for draft replies (optional)

Who This Is For

Freelancers, consultants, sales reps, and founders who receive multiple scheduling requests per week from people outside their organisation and do not use a dedicated scheduling tool like Calendly. Also useful for executive assistants managing someone else's calendar.

Time & Cost Saved

Each scheduling exchange typically involves 2-4 emails over 1-3 days. Automating the first reply with accurate availability cuts most exchanges down to a single confirmation. For someone handling 5-10 scheduling requests per week, this saves roughly 1-2 hours of calendar-checking and email-drafting time, and gets meetings booked days sooner. The workflow uses integration, LLM, code, and conditional steps, costing a few credits per run.