calendar-automation

steps:

1. get_meeting_details:

extract: [title, attendees, description, meeting_link]

2. research_attendees:

for_each: attendee

actions:

• linkedin_lookup: get_title_company
• crm_lookup: get_past_interactions
• email_search: recent_threads

3. generate_prep_doc:

template: |

Meeting Prep: {title}

**Time:** {start_time}

**Duration:** {duration}

**Link:** {meeting_link}

Attendees

{attendee_profiles}

Context

• Last interaction: {last_meeting_date}
• Open items: {open_tasks}
• Recent emails: {email_summary}

Suggested Agenda

{ai_suggested_agenda}

Talking Points

{ai_talking_points}

4. send_reminder:

slack_dm:

message: |

⏰ Meeting in 1 hour: *{title}*

📋 Prep Doc ({prep_doc_link})

🔗 Join Meeting ({meeting_link})

Quick context: {one_line_summary}

---

### 3. Smart Time Blocking

workflow: "Auto Time Blocking"

schedule: "Sunday 8pm" # Plan for next week

steps:

1. analyze_calendar:

range: next_7_days

identify:

• existing_meetings
• recurring_meetings
• available_slots

2. get_priorities:

source: [todoist, asana, notion]

filter: due_this_week AND high_priority

3. allocate_focus_time:

rules:

• morning_block: 9-11am (deep work)
• afternoon_block: 2-4pm (collaborative)
• minimum_gap: 15min between meetings
• max_meetings_per_day: 5

4. create_blocks:

types:

deep_work:

duration: 2h

frequency: daily

preferred_time: 9-11am

color: blue

admin_time:

duration: 1h

frequency: daily

preferred_time: 4-5pm

color: gray

buffer:

duration: 15min

after: external_meetings

color: yellow

5. notify:

slack: "✅ Weekly time blocks created. {x} hours of focus time protected."

---

### 4. Calendly → Calendar + CRM

workflow: "Calendly Booking Handler"

trigger:

type: calendly

event: booking_created

steps:

1. get_booking_details:

extract: [invitee, event_type, scheduled_time, answers]

2. enrich_contact:

clearbit: lookup_by_email

linkedin: get_profile

3. create_calendar_event:

google_calendar:

title: "{event_type} with {invitee_name}"

time: scheduled_time

description: |

**Booked via Calendly**

Name: {invitee_name}

Email: {invitee_email}

Company: {company}

**Pre-meeting questions:**

{calendly_answers}

attendees: [invitee_email, owner_email]

reminders: [1_day, 1_hour, 15_min]

4. update_crm:

hubspot:

create_or_update_contact:

email: invitee_email

properties:

last_meeting_booked: scheduled_time

meeting_type: event_type

create_engagement:

type: MEETING

timestamp: scheduled_time

5. send_confirmation:

email:

to: invitee_email

template: meeting_confirmation

include: [calendar_invite, prep_questions]

6. notify_slack:

channel: "#meetings"

message: "📅 New booking: {event_type} with {invitee_name} on {date}"

---

### 5. Calendar Analytics

analytics_workflow:

name: "Weekly Calendar Report"

schedule: "Friday 5pm"

metrics:

time_distribution:

• meetings_total_hours
• focus_time_hours
• admin_time_hours
• 1on1_time_hours

meeting_quality:

• avg_meeting_length
• back_to_back_count
• meetings_with_agenda
• external_vs_internal

productivity:

• longest_focus_block
• fragmentation_score
• after_hours_meetings

output:

format: markdown

destinations: [slack, google_sheets]

report_template: |

📊 Weekly Calendar Analytics

Time Distribution

| Category | Hours | % of Week |

|----------|-------|-----------|

| Meetings | {meetings_hours} | {meetings_pct}% |

| Focus Time | {focus_hours} | {focus_pct}% |

| Admin | {admin_hours} | {admin_pct}% |

| Available | {available_hours} | {available_pct}% |

Meeting Insights

• Total meetings: {total_meetings}
• Average length: {avg_length} min
• Back-to-back: {b2b_count} ({b2b_pct}%)
• With agenda: {agenda_pct}%

Productivity Score

🎯 **{productivity_score}/100**

• Longest focus block: {longest_focus}
• Meeting fragmentation: {fragmentation}
• After-hours: {after_hours_count}

Recommendations

{ai_recommendations}

---

## Time Blocking Templates

### Maker Schedule (Individual Contributor)

┌─────────────────────────────────────┐

│ 9:00 - 11:00 │ Deep Work Block 1 │

├─────────────────────────────────────┤

│ 11:00 - 11:30 │ Email/Slack │

├─────────────────────────────────────┤

│ 11:30 - 12:30 │ Meetings Window │

├─────────────────────────────────────┤

│ 12:30 - 1:30 │ Lunch │

├─────────────────────────────────────┤

│ 1:30 - 3:30 │ Deep Work Block 2 │

├─────────────────────────────────────┤

│ 3:30 - 4:00 │ Buffer/Admin │

├─────────────────────────────────────┤

│ 4:00 - 5:00 │ Meetings Window │

├─────────────────────────────────────┤

│ 5:00 - 5:30 │ Daily Wrap-up │

└─────────────────────────────────────┘

### Manager Schedule

┌─────────────────────────────────────┐

│ 8:00 - 8:30 │ Daily Planning │

├─────────────────────────────────────┤

│ 8:30 - 9:00 │ Team Standup │

├─────────────────────────────────────┤