AI-Powered Email → Calendar Scheduler

This workflow automates one of the most frustrating productivity drains: scheduling meetings.

Instead of manually parsing emails, figuring out dates, and creating calendar events — this workflow does all of it in seconds.

It:

Understands natural language like "next Tuesday afternoon"
Extracts meeting details
Creates the calendar invite
Emails the person back with a confirmation

All with zero human involvement.

Previous State

Email arrives → you read it → interpret the date → look up your calendar → create event → send confirmation → repeat for every person.

Outcome:

Slow, repetitive, error-prone, and mentally draining.

Target State

A fully hands-free automation pipeline:

Email arrives
AI reads and extracts meeting details
Validates intent
Books the right slot
Sends confirmation
You stay focused on deep work

Workflow Breakdown

1. Email Trigger

Purpose: Start the workflow when a new email arrives.

The trigger captures:

Sender
Subject
Body text
HTML content
Timestamp

This becomes the core input for the AI.

2. Text Generation (AI Meeting Parser)

Purpose: Understand whether the email is a meeting request and extract all required details.

Extracted JSON fields:

is_meeting (boolean)
event_title
start_time (ISO 8601)
duration (minutes)
agenda

The AI converts vague language ("tomorrow morning", "sometime next Friday") into exact timestamps.

3. If-Else Condition

Logic:

IF is_meeting == true → continue to booking
ELSE → stop workflow

This prevents the system from scheduling random or spam emails.

4. Calendar (Add Event)

Purpose: Create the event in your Google Calendar.

Event includes:

Title
Start time
End time
Description (includes original email)
Attendee (email sender)
Google Meet link (optional)

This becomes your official meeting invite.

5. Send Mail (Confirmation Email)

To: The sender

Subject: Confirmed: {{event_title}}

Body: Friendly confirmation with:

Date & time
Duration
Brief agenda

They immediately get the invite + a confirmation.

6. Return State

Final output confirming:

{
  "status": "success",
  "message": "Meeting scheduled successfully."
}

If not a meeting request:

{
  "status": "success",
  "message": "No valid meeting request found."
}

Outcomes

100% automated meeting scheduling
Zero back-and-forth emails
Reduced cognitive load
Consistent, error-free invites
Real-time confirmations sent to sender

This effectively becomes your AI executive assistant, available 24/7.

Recommended Extensions

Add conflict detection using Calendar: Fetch Events
Add reminder emails ("Your meeting starts in 30 minutes")
Add multi-language meeting replies
Create a multi-person scheduling flow ("Find a common slot for 3 people")

Next Steps

Use this pattern to automate any email-based scheduling workflow:

Interview scheduling
Client consultation booking
Team standup coordination
Automated appointment confirmations

Build it once → never manually schedule again.

👉 Install this template in WorqHat and transform your inbox into an AI assistant.

Launch "AI-Powered Email → Calendar Scheduler" as a workflow