Scheduling meetings is one of the most repetitive, annoying parts of any workday. It’s a lot of “Does this time work?” and “What time zone are you in again?”—and it eats up way too much mental energy.

But what if you had an AI agent that handled all of that for you?

In this post, I’ll show you how to build your own AI-powered scheduling assistant. It will read your incoming messages, check your availability, find mutual free time with others, and automatically send calendar invites. Think Calendly, but smart, personal, and fully automated.

Why Automate Scheduling?

Here’s why building a meeting-booking AI agent is actually worth it:

• You save time and context-switching effort
• No more back-and-forth emails
• It works across email, Slack, or even voice input
• You can make it completely custom to your workflow

It’s one of the easiest real-world use cases of LLMs—and super practical to build.

What Your Agent Will Do

Here’s what the MVP version will handle:

• Parse incoming messages (email, Slack, etc.)
• Understand when someone wants to meet
• Check your calendar availability (Google Calendar)
• Suggest open time slots
• Create and send a calendar invite
• Optionally send a summary or confirmation back to the user

What You’ll Need

To build this, you’ll need:

• OpenAI API (for intent detection and natural language understanding)
• Google Calendar API (to check and create events)
• LangChain or basic Python logic (to manage the steps)
• Flask, FastAPI, or a simple script (to run the agent)
• Optional: Email or Slack integration (to receive/send messages)

Step 1: Set Up Calendar Access

Use the Google Calendar API to read and write events. Follow these steps:

1. Go to Google Cloud Console
2. Create a new project and enable the Calendar API
3. Set up OAuth 2.0 credentials and download your credentials.json
4. Install the Python client:

pip install --upgrade google-api-python-client google-auth-httplib2 google-auth-oauthlib

Here’s how to get your available time slots:

from googleapiclient.discovery import build

def get_free_times(service, calendar_id='primary'):
    now = datetime.utcnow().isoformat() + 'Z'
    events_result = service.events().list(
        calendarId=calendar_id, timeMin=now,
        maxResults=10, singleEvents=True,
        orderBy='startTime').execute()

    # Logic to find open slots based on existing events

Step 2: Parse Messages with OpenAI

Use OpenAI to understand when someone wants a meeting.

import openai

def extract_meeting_intent(message):
    prompt = f"Extract the meeting request from this message: {message}"
    response = openai.ChatCompletion.create(
        model="gpt-3.5-turbo",
        messages=[{"role": "user", "content": prompt}]
    )
    return response.choices[0].message.content

Feed it a Slack or email message, and it will tell you what kind of meeting is being requested and when.

Step 3: Suggest Time Slots

Combine the meeting request with your actual availability. You can use simple rule-based logic or feed the slots to GPT for smarter reasoning.

Example:

def suggest_slots(intent, calendar_events):
    # Parse intent for preferred days/times
    # Compare with free slots in your calendar
    return [
        "Tuesday at 3PM",
        "Wednesday at 11AM",
        "Friday at 2PM"
    ]

Step 4: Send the Invite Automatically

Once the time is confirmed, create the event:

def create_calendar_event(service, summary, start_time, end_time):
    event = {
        'summary': summary,
        'start': {'dateTime': start_time, 'timeZone': 'UTC'},
        'end': {'dateTime': end_time, 'timeZone': 'UTC'},
        # Add attendees, location, etc.
    }
    service.events().insert(calendarId='primary', body=event).execute()

You now have an agent that reads a message, understands it, checks your schedule, and books a meeting.

Optional: Slack or Email Integration

You can use slack_sdk or gmail APIs to let the agent receive and respond to actual messages. For example, use Slack events to trigger the flow:

@slack_event("message")
def handle_message(event):
    message_text = event["text"]
    intent = extract_meeting_intent(message_text)
    free_times = get_free_times(service)
    suggestions = suggest_slots(intent, free_times)
    slack_client.chat_postMessage(channel=event["channel"], text=suggestions)

Final Thoughts

You don’t need a whole company or a giant product to automate scheduling. You just need a few APIs, an LLM, and some creative scripting. It’s a great project to learn how LLM agents work—and it actually saves you time.

Start with one tool (like Google Calendar), build the core loop, and layer in Slack, email, or even voice later.