Email-Based Meeting Scheduling

Workflow

1. Parse Email Requests

Extract from each email:

• Duration: e.g., "one-hour", "1.5 hour", "45-minute"
• Date constraint: e.g., "March 9th, 2026"
• Time window: e.g., "10:00am to 2:00pm", "1:00 PM and 5:00 PM PST"
• Sender email: from the from_email field

2. Timezone Conversion

• If the request specifies a timezone different from the calendar, convert:
  • PST to ET: add 3 hours (e.g., 1:00 PM PST = 4:00 PM ET)
  • CST to ET: add 1 hour
  • MST to ET: add 2 hours

3. Scheduling Strategy

• Find the earliest available slot that satisfies all constraints
• When multiple requests target the same day, schedule them so all can be accommodated
• Blue (low-priority) calendar blocks can be overwritten
• Never overlap with non-overwritable blocks

4. Reply Template Format

Hi,

    Thank you for your meeting request.

    I can be available:

    Date: {day_name}, {month} {DD}, {YYYY}
    Time: {HH:MM AM/PM} - {HH:MM AM/PM}
    Duration: {meetingDuration} hour(s)

    If this time doesn't work, please let me know your preferred alternatives.

    Best regards,
    ConSkillBench

5. Formatting Rules

• Date: Monday, March 09, 2026 (zero-padded day, full month name)
• Time: 09:00 AM - 10:30 AM (zero-padded hours, AM/PM with space)
• Duration: use "hour(s)" as unit; for 45 min use "0.75 hour(s)"