Scheduling Agent
Proposes times it can actually stand behind, and books nothing
6 of 12 bookings clash with another meeting or leave no gap.
12 bookings checked. 6 are flagged; the worst overlap is 30 minutes.
Move Client review first. Dana has the most clashes.
Who must attend, time zones and travel time between places are not in the data.
Why rows were flagged
- Double-booked50%
- Back to back, no gap50%
Value flagged by Person
- Dana2
- Omar1
- Yusuf2
- Lina1
Items to act on, worst first
| Item | Person | Value | Overlap (min) | Why |
|---|---|---|---|---|
| Client review | Dana | 30 | 30 | Double-booked |
| Design critique | Omar | 30 | 30 | Double-booked |
| Roadmap review | Yusuf | 15 | 15 | Double-booked |
| Budget call | Dana | 0 | 0 | Back to back, no gap |
| Vendor demo | Lina | 0 | 0 | Back to back, no gap |
| 1:1 with Sara | Yusuf | 0 | 0 | Back to back, no gap |
What to do this week
- Reschedule Client review: it starts before the previous meeting ends.
- Give Dana at least 10 minutes between meetings.
- Block focus time before adding more meetings to a full day.
Do
- Fix the highest-risk item first, then run the check again on fresh data.
Don't
- Don't act on one row alone: open the source record first.
How to improve
- Add more detail per row (owner, date, source) so the next report can trace each item.
- Add a second period of data so the next report can show whether things are improving.
Demo
Overview
Scheduling tools either book — and eventually book over something they could not see, at a cost greater than the time they saved — or they send a link and hand the work back to the person you were trying not to inconvenience.
This proposes. It reads the availability and constraints you supplied, applies the rules that actually matter — working hours in each participant's own timezone, the buffer people need between calls, the days someone has said they do not take meetings — and returns a small number of slots that work for everyone it can see.
What makes it usable is the second half: it states exactly what it could not see. A calendar it was not given, a timezone nobody specified, a participant whose availability is unknown. A proposal that admits its blind spot can be judged; a confident one that turns out to be wrong costs an apology and a reschedule. It books nothing and sends nothing.
Benefits
No double bookings
Because it never books, and never claims a slot is held.
The back-and-forth, gone
Without pushing the work back to the other side.
Fewer awkward invites
Nobody asked to join at 6am their time.
What it does
States what it could not see
A calendar it was not given, a timezone nobody stated. A proposal that admits its blind spot can be judged.
Timezones per participant
Working hours are local. 9am for you is the middle of someone's night, and that is the commonest error.
Respects the rules people actually have
Buffers between calls, no-meeting days, the hour nobody should be asked to give up.
A few good slots, not thirty
Thirty options is not helpfulness, it is the decision handed back to the recipient.
Flags what makes a slot fragile
Back-to-back with something else, or resting on availability that was inferred rather than given.
Books nothing
It proposes. Putting something in someone's calendar is a commitment a person should make.
What this changes
What this changes about your week
- It takes over
- The back-and-forth of finding a time that works across timezones.
- Done today by
- Everyone, several times a week.
- How often
- Every meeting that involves more than two diaries.
- Typical manual effort
- Six messages and two days for one 45-minute call.
Why Productivity in particular. It states what it could not see. Assistants that book eventually book over a calendar they were not given, and the recovery costs more than the scheduling ever saved.
Runs unattended
Started by you or by an event, and it finishes on its own. Nothing waits for someone to be at a desk.
The same standard every time
The two-hundredth item is held to the bar the first one was. Consistency is the part people cannot sustain.
It cannot act on its own
Scheduling Agent has no path to sending, spending or committing. That limit is why its output is safe to act on.
How it runs
This agent runs server-side through the PROMIVO runtime. Each run is logged step by step and every tool call is permission-checked before it executes.
- 1InputValidated against the agent input schema
- 2Modelclaude-sonnet-5 with automatic fallback
- 3Toolsextract_structured_data
- 4PermissionsRuns READ actions automatically; anything higher waits for approval
- 5OutputStructured result matching the output schema
- 6LoggingTokens, duration and every step recorded
Requirements
Integrations
No integrations required.
Before you start
- Participants and their availability
- Constraints — timezones, hours, no-meeting rules
- Requires the Starter plan or higher
Use cases
A meeting across timezones
Slots that are civilised for everyone, not just the organiser.
A panel or a committee
The few windows where five diaries actually overlap.
Rescheduling
What genuinely still works after something moved.
Pricing
Starter
Billed monthly through your PROMIVO subscription. Cancel at any time.
Runs consume your plan allowance for agent executions and tokens. See plan limits
FAQ
Why will it not book?
Because booking assumes it can see everything, and it cannot. A tool that books over a calendar it was not given costs more than the scheduling it saved, and it always eventually does.
Does it connect to my calendar?
It works from the availability you supply or that a connected calendar returns. Whatever it was not given, it reports rather than assuming free.
Will it email the participants?
No. It gives you the slots and the wording. Sending is yours.
Reviews
Reviews open once customers have run this agent.
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