Eliminating the stress of scheduling meetings, having your agenda organized intelligently, and still gaining free time to dedicate to what truly matters. This was the challenge that one of our clients brought to us thinking about an integration directly with their Google Calendar.
As you read this message, an algorithm derived from the AI model selected by this client is working in the background to optimize the schedules of executives and employees, as well as finding the best times for their commitments and helping them to have more free time. Incredible, isn’t it?
But don’t just take our word for it:
This client was seeking a solution to optimize their team's time. They faced the same challenges: crowded schedules, difficulty finding compatible times, and precious time being wasted on organizing meetings. The answer? Integrate Generative AI with Google Calendar!
With the change, they achieved:
- 70% less time spent scheduling meetings: imagine how many projects your team could complete with a few extra hours each week
- On average, 20% more free time per employee;
- 25% higher meeting participation rate: With optimized times and personalized invites, engagement increases, and results show.
But how was this done?
Technical information alert❗
How the AI was built
To develop this template, we incorporated a series of fundamental input fields.
These fields are designed for the user to provide accurate information about the event and details of the participants. This process ensures that scheduling is not only accurate but also tailored to the specific needs of each user, facilitating the organization of effective and well-coordinated events.
- Event Description: Detailed text about the event's objective.
- Event Date: Start date of the event in the format DD/MM/YYYY.
- Guest Email: Email of the guest whose schedule will be analyzed to find an available time.
- Organizer Email: Email of the event organizer for access to their schedule.
- Meeting Duration: Expected duration of the meeting, which will be used to find an appropriate slot in the schedules.
Use of Advanced Steps
APP Integration - Google Calendar: GET EVENTS
This step is responsible for accessing the schedule information of the participant and the organizer. Using the provided emails, Tess AI consults Google Calendar to extract all scheduled events for the specified dates, identifying available times without causing scheduling conflicts.
AI Assistants (ChatGPT Completion)
After collecting the event data, this step comes into play. The AI Assistant, specifically the ChatGPT Completion that we use, analyzes the existing events on the calendars, identifies the occupied times, and suggests the best available free times for the meeting, considering the desired duration. Additionally, this assistant can generate intelligent suggestions for the title and description of the event, based on the information provided by the user.
Of course, the history of meetings between participants is also considered for time suggestions.
In summary, scheduling meetings is transformed into a more efficient, clear, and convenient process, benefiting everyone involved!
APP Integration - Google Calendar: CREATE EVENT
In the final step, after determining the ideal time and formulating the title and description, Tess AI proceeds with creating the event in Google Calendar. It automatically sets up the new event with all the generated information, including the participants, times, and details of the event. This step finalizes the process, effectively scheduling the meeting on the calendar of each participant involved.
And we could go even further by analyzing other variables such as the sales rep's CRM, at what times their meetings are most productive… The truth is that with Generative AI, you can go far beyond just simple meetings.
Soon, we will bring more case studies; we hope you enjoyed this! Visit Tess AI and test much more!