AI Calendar Management Features

Users want a proactive AI assistant that helps them stay on top of meetings, calls, and blocked work times, and considering integration with WhatsApp and web chat.

Also extending any AI Assistant with Calendar Apps is a request we’ve received a few times.

So here is our description of how AI Calendar Management should be done:

Core Calendar AI Management

1. Daily & Weekly Calendar Summaries
   • Every morning, AI sends a brief summary of the day’s schedule via WhatsApp or chat.
   • Users can also request a weekly overview.
   • Includes priority labels (e.g., “Important Call at 10 AM”).
2. Smart Meeting Reminders & Contextual Alerts
   • AI sends reminders before meetings (default: 10 minutes before, customizable).
   • AI can pull relevant details (e.g., meeting agenda, last email exchange).
   • Auto-suggests prep notes or tasks before critical calls.
3. Auto-Block Focus Time
   • AI detects when the user has long gaps and suggests blocking time for deep work.
   • If frequent rescheduling occurs, AI auto-adjusts focus time dynamically.
4. Meeting Coordination & Scheduling Assistance
   • AI detects when a user wants to schedule a meeting and suggests optimal slots based on availability.
   • Auto-sends WhatsApp message with a one-click scheduling link for attendees.
   • Can propose alternative slots if a meeting overlaps with another.

Proactive & Automated Calendar Management

5. Auto-Schedule Recurring Meetings & Follow-ups
   • AI suggests follow-up meetings based on past patterns.
   • Detects words like “Let’s follow up next week” in WhatsApp/web chat and creates a draft event.
6. Location & Link Management (Auto-Detect & Insert Details)
   • AI adds Google Meet/Zoom links automatically when scheduling meetings.
   • If a physical location is mentioned, AI adds a Google Maps link in the calendar invite.
7. Instant Reschedule via WhatsApp Command
   • User types “Move my 2 PM meeting to tomorrow” → AI reschedules and updates participants.
   • Detects when an attendee cancels and suggests rescheduling or finding another slot.
8. Auto-Categorization & Prioritization
   • AI tags events as high-priority (urgent calls), medium (team sync), low (optional meetings).
   • Suggests marking unimportant meetings as “FYI” so they don’t clutter the day.

AI-Powered Insights & Time Optimization

9. Productivity & Time Analysis Reports
   • AI analyzes calendar trends (e.g., “You spent 70% of your time in meetings last week”).
   • Suggests adjustments if meetings take over too much focus time.
10. Smart Overload Warnings & Auto-Downtime Blocking

• Detects when the user is overbooked and suggests moving less critical meetings.
• Auto-blocks “break time” if the schedule is too packed.

11. AI-Powered Meeting Delegation

• Detects when meetings don’t need the user’s presence and suggests delegating to a colleague.

External Coordination & Collaboration

12. Auto-Send “Running Late” or “Reschedule” Messages

• If the user is late, AI asks, “Should I notify them?” and auto-sends a polite message.
• Example: “Hey, [Name], I’m running 5 min late for our meeting.”

13. Smart Meeting Preparation & AI Notes

• AI prepares quick summaries for upcoming meetings (e.g., “Last discussed: [summary]”).
• AI can take notes during meetings (if given access) and summarize key points.

Future Features (Lower Priority, But Valuable)

14. Auto-Suggest Meeting Times for Groups

• AI suggests a time when all attendees are free based on past availability.

15. Auto-Sync Tasks to Calendar

• AI adds reminders for pending tasks and suggests deadlines.

16. Voice Commands for Calendar Actions

• “Schedule a call with John on Friday at 3 PM” → AI adds to the calendar.

This is a list of features we have in mind for Actor AI Assistant. It will act as an orchestrator for your work tools.