Copilot Studio has serious potential as a meeting scheduler. For example, if a user asks to set up a meeting “tomorrow morning,” it will search for the first time all participants are free the next day between 9am and 12pm. Say “Wednesday arvo,” and it finds the first available slot that afternoon between 1pm and 5pm.
Beyond just finding times, it also generates the meeting invite—complete with an introduction, agenda, and preparation notes—adds a disclaimer noting it was generated by AI, and asks for approval before sending.
For anyone wanting more detail, I’ve included a full write-up with setup details, and YAML for each of the tools.
Arranging meetings can take longer than it should. With Copilot Studio, you can save time and improve meeting quality by automating the meeting setup process from a single prompt.
This solution:
- Understands time frames like “Monday arvo”, “tomorrow morning”, rather than needing to specify a time like 2pm.
- Finds a slot and books a room Finds the earliest time within the requested timeframe when all attendees, then selects a free meeting room.
- Builds a clear agenda and prep notes by understanding the meeting subject, researching it, and adding relevant information.
- Asks for approval before sending
- Adds an AI disclaimer to each invite
This solution needs further testing before being used in production, but you can try it out today. If you want to skip ahead, you’ll find the full Power Platform solution—built using a multi-agent setup where the Office Assistant agent connects to the Meeting Maestro agent—and YAML for each of the tools at the end of this post.
See It in Action: From Prompt to Calendar
To demonstrate how this works in practice, here’s a real example using just a single natural language prompt.
The Prompt
Schedule a meeting with Nigel M and Lewis S on Monday arvo to discuss how we can save energy in the office.
I didn’t provide a specific time or meeting length — just a list of attendees, a rough timeframe, and a meeting topic. The agent took care of the rest.
The Agent’s Response
Please provide approval to send out the following meeting invite
Meeting Invite Message
Disclaimer: This meeting invite was generated by AI
Hi Nigel and Lewis,
We are scheduling this meeting to discuss energy-saving strategies in the office. The goal is to identify and implement effective measures to reduce our energy consumption and promote sustainability within our workplace.
Agenda:
- Introduction and purpose of the meeting (5 mins)
- Current energy consumption overview (10 mins)
- Discussion on potential energy-saving strategies (10 mins)
- Action items and next steps (5 mins)
Preparation:
You may wish to consider any current energy usage data or reports you have access to. Feel free to bring any questions or suggestions you have regarding energy-saving measures.
AI Knowledge:
Energy-Saving Strategies: Implementing energy-saving strategies can significantly reduce operational costs and environmental impact. Common strategies include upgrading to energy-efficient lighting, optimizing HVAC systems, and encouraging energy-saving behaviors among employees.
Looking forward to our discussion.
Best regards,
Dave Barnett
What the Attendee Sees
Here’s how the final invite looks in one of the attendee’s Outlook inboxes:
This shows the end-to-end experience — from natural language prompt to a polished, structured invite in the recipient’s calendar.
Behind the Scenes in Copilot Studio
The agent uses a combination of tools to make this all happen. Below is a screenshot showing how it orchestrates the workflow:
This gives you a glimpse into the logic behind the scenes — no hardcoded steps, just dynamic orchestration based on the prompt.
Prerequisite: Setting Calendar Time Zones for Room Mailboxes
Before diving in, here’s a tip that could save you hours of troubleshooting if you’re testing this in a development environment.
By default, resource mailboxes (like meeting rooms) in Microsoft 365 tenants are set to Pacific Time, which means they may reject meetings booked from other time zones (such as Australia). In most production environments, these are already configured, but in dev tenants, you’ll need to set the correct working hours and time zone for each room mailbox you use.
You can do this with a single PowerShell command. For example:
Set-MailboxCalendarConfiguration -Identity <room-mailbox>@yourtenant.onmicrosoft.com -WorkingHoursTimeZone "E. Australia Standard Time"
https://learn.microsoft.com/en-us/powershell/module/exchange/set-mailboxcalendarconfiguration?view=exchange-ps
How to Build the Agent: It’s All About Tool Descriptions
You might assume the “smarts” are all in the system instructions—but the real magic is in how you describe each tool’s inputs and outputs.
A well-written tool description doesn’t just help the AI fill in the blanks; it also helps the agent figure out the right sequence of actions. For example, if the create event tool says it needs a meeting room, and the meeting room tool says it needs attendees’ free time, the agent can automatically chain these steps together.
In the next section, I’ll walk through the tools I used and how their descriptions drive this orchestration.
Tools Used
- Search for users Finds attendee email addresses
- Find meeting times Finds free times for all attendees
- Find free meeting rooms Finds an available meeting room for the selected time
- Get calendar ID Gets the organiser’s calendar ID
- Create event Sends the meeting invite after approval
Search for users
The Outlook actions that find free time and create the meeting request will need the attendees email addresses so this tool looks them up.
This is the Office 365 – Users Search for users (V2) tool, it’s very straight forward tool so needed didn’t any updates other than changing the ‘Search term’ input to “Search string e.g first name, last name full name or even nick name.” to help it find partial name matches.
Find meeting times
This tool finds a time when all attendees are free.
AI needs to provide the attendees’ email addresses, plus a start and end time.
The tool uses UTC times, so (being in Melbourne, Australia) I told the AI to subtract 10 hours from local times before entering them.
The start and end time inputs also include clear explanations for date ranges like “morning” and “afternoon” to help the AI interpret times e.g. the start of a morning in Aus is 9am which is 11pm UTC, then the end of a morning is 12pm which is 2am UTC.
This is the Office 365 Outlook Find meeting times (V2) tool renamed to Find meeting times. The description and then description for each input and output are configured as follows.
Tool Description
- Find meeting time suggestions based on organiser, attendee availability, and time.
- This tool cannot find free for any time more than 10 hours prior to now e.g. don’t try using it to search for a time 24hrs prior to now.
- This tool can also be used to check employees’ calendars to find out when they are free or busy.
- Always anchor natural language date expressions (e.g., “today”, “this afternoon”, “tomorrow”) to the current day in UTC+10 before converting to UTC. Do not anchor to UTC day.
Input – Required attendees
List of semicolon separated email addresses of the people to find free time for – Search for their email addresses before using this tool. No need to add the organiser, the tool already checks for this person.
Input – Start time
- You will receive a time expression resolved in UTC+10 (AEST).
- Always anchor times to the current date in UTC+10.
- Convert the final time to UTC by subtracting 10 hours.
Start times should reflect:
- Morning = 9:00 AM AEST → 11:00 PM UTC (previous day)
- Afternoon = 1:00 PM AEST → 3:00 AM UTC (today)
- Tomorrow = 9:00 AM AEST next day → 11:00 PM UTC tonight
- “Wednesday afternoon” = 1:00 PM AEST Wednesday → 3:00 AM UTC Wednesday
- “Thursday” (time not specified, so choose morning) = 9:00 AM Thursday AEST → 11:00 PM Wednesday UTC
- Today = 9:00 AM AEST → 11:00 PM UTC (previous day)
- This = 9:00 AM AEST → 11:00 PM UTC (previous day)
- Ensure start time is not earlier than now minus 10 hours (UTC).
— If the request doesn’t provide a time, default to 11:00 PM UTC (previous day) —
Input – End time
- You will receive a time expression resolved in UTC+10 (AEST).
- Always anchor times to the current date in UTC+10.
End times should reflect:
- Morning = 12:00 PM AEST → 2:00 AM UTC (previous day)
- Afternoon = 5:00 PM AEST → 7:00 AM UTC (today)
- “Tomorrow” (no time) = 5:00 PM AEST → 7:00 AM UTC (today)
- “Wednesday afternoon” = 5:00 PM AEST Wednesday → 7:00 AM UTC Wednesday
- “Thursday” (unspecified) = 5:00 PM Thursday AEST → 7:00 AM Wednesday UTC
- Today = 5:00 PM AEST → 11:00 PM 7:00 AM UTC (today)
- Ensure start time is not earlier than now minus 10 hours (UTC).
— If the request doesn’t provide a time, default to 7:00 AM UTC —
Input – Meeting duration
Set to 30 minutes when unsure.
Output – Meeting Time Suggestions (UTC)
To help other tools work with this the Meeting Times Suggestions output has been renamed to Meeting Time Suggestions (UTC), and the description set to the following:
This is the time that all meeting attendees and current user are free – All date times are in UTC, not UTC+10
Find free meeting rooms
This tool finds a free meeting room at the time provided by the Find Meeting Times tool.
It’s a copy of the Office 365 Outlook: Find meeting times (V2) tool, just renamed. Its run separately to the find meeting rooms tool as we only need one free room.
Description:
Finds meeting rooms (resource attendees) that are available to book.
Below are the configured inputs and outputs.
Input – Start time
Get the start time of the first meetingTimeSlot in the Meeting Time Suggestions (UTC) (Table) from the Find meetings tool – The time should be in UTC don’t try and convert it.
Input – End time
Get the end time of the first meetingTimeSlot in the Meeting Time Suggestions (UTC) (Table) from the Find meetings tool.
Input – Resource attendees
Instead of letting AI dynamically fill, I’ve set this to a custom value, with the email addresses of all the meeting rooms/resource mailboxes I want it to choose from. This be made smarter to select meeting rooms on the floor where the current user is located.
Input – Minimum attendee percentage
Again this one is set to a custom value of 10 as it only needs to find 1 free meeting room.
Input – Max candidates
Custom value set to 1, as we only need it to provide 1 room.
Input – Meeting duration
- Duration of the meeting in minutes.
- Set to 30 mins unless the request specifically states a length.
Output – Resource attendees
To help the create event tool understand the output this is Meeting Times Suggestion renamed to Resource attendees.
Then the description: This provides the resource attendee’s email address and free times.
Get calendar ID
This will provide the current users calendar ID to the create event tool. Its the Office 365 Outlook Get calendars (V2) renamed.
It has the following description: This operation lists available calendars of the current user. Its required for creating meetings, to get the current users calendar ID.
This tool doesn’t have any inputs, however it will return multiple calendars for the current user so the output is set to: “There will be multiple calendars, so only return the calendar that has is “DefaultCalendar”: true”
Create event
This tool sends out the calendar invite, its the Office 365 OutlookCreate event (V4) tool. The following configuration. Along with configuring the description, inputs and outputs, the Additional details section is configured to show the meeting invite to the user and ask for approval before sending.
The output is also configured to confirm the meeting invite has been sent by showing an adaptive card.
You’ll notice its configured to take the start and end time from the find meeting room tool as this is the time that all attendees and the room is free.
The body input, adds the responsible AI disclaimer, and generates the intro agenda etc, in a real world scenario the AI notes section may not be needed but I found it helpful when troubleshooting to show it was looking at the correct subject and so on.
Tool description
- This operation creates a new event in a calendar.
- The find free meeting rooms must be run before attempting to use this tool.
Input – Start time
Get the start time from the Find free meeting rooms tool
Input – End time
Get the end time from the Find free meeting rooms tool
Input – Required attendees
Required attendees for the event separated by semicolons
Input – Calendar id
Populate this with the ID from the Get calendar ID tool.
Input – Body
If a meeting topic is mentioned, separate products, services, or platforms from activities (e.g. roadmap, demo), and research only the named tools or concepts based on known capabilities. Do not speculate or assume features.
- Write in the first person, I not we.
- Start by greeting the meeting attendees.
- Describe the purpose of the meeting, expand on theme of the conversation if you can.
- If the request doesn’t provide a topic, ask for further details.
- Always reword to sound professional.
- Create an agenda, with time in mins for each item.
- Use formatting such as headings and bullet points.
- Don’t include meeting date and times in the message body.
- Add an “AI Knowledge” section (Provide details of what your research uncovered, format with smaller subheadings for each product, service, etc).
- Finish the message with the current user’s full name.
- Format in HTML for Outlook.
Input – Show as
This is set to the custom value to hard code it to busy – With this events default to free time.
Input – Time zone
This may not be required as I only ever had success with supplying times in UTC, but for completeness I’ve set this as a custom value hard coded to UTC.
Input – Meeting title
- This is the title of the meeting, try to extract it from the request to setup the meeting.
- If the conversation only contains date and attendee info, you’ll need to ask the user for more details about the meeting.
- Meeting titles should have real substance, not just “meeting with bob” etc.
Input – Resource attendee
This is resource email address
Input – Important
Set to a custom value to hard code the important to normal, rather than the default of low.
Additional details
We don’t want the agent to send out the invite until the user is happy with the request so the ask the user before running is set to yes. I initially tried using an adaptive card to show the meeting invite, but the input variables wouldn’t show in it, this is probably for the best as the html formatting wouldn’t show in the text box.
I should add this works well when the user approves, but it doesn’t understand when the user rejects, so I’ve configured the escalate topic to ask what was wrong with the meeting request. This works well when using the agent directly, but in a multi agent scenario it would use the source agents escalate topic, so I need to work more on rejections and modifying meeting requests.
Messsage to display to the user has the following:
<h3>Please provide approval to send out the following meeting invite</h3>
Start:
Text(DateAdd(Topic.Input.start,10,TimeUnit.Hours), "ddd dd/MM/yy hh:mm AM/PM")
-
Text(DateAdd(Topic.Input.end,10,TimeUnit.Hours), "hh:mm AM/PM")
Meeting Room:
Left(Topic.Input.resourceAttendees, Find("@", Topic.Input.resourceAttendees) - 1)
Required Attendees:
Input.requiredAttendees
string
Meeting Title:
Input.subject
string
<H4>Meeting Invite Message</H4>
Input.body
string
Completion
To confirm the meeting has been sent the send adaptive card in is set to the following – It probably doesn’t need the body added given the user just reviewed it, but added for completeness in plain text.
{
type: "AdaptiveCard",
'$schema': "https://adaptivecards.io/schemas/adaptive-card.json",
version: "1.5",
body: [
{
type: "Container",
items: [
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "auto",
items: [
{
type: "Icon",
name: "calendar"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
wrap: true,
text: "Meeting Invite Sent",
style: "heading"
}
]
}
]
}
],
verticalContentAlignment: "Center"
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
text: "Title",
wrap: true,
weight: "Bolder"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Topic.Output.subject,
wrap: true
}
]
}
]
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
text: "Attendees",
wrap: true,
weight: "Bolder"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Topic.Output.requiredAttendees,
wrap: true
}
]
}
]
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
wrap: true,
weight: "Bolder",
text: "Date & Time"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Concatenate(Text(DateAdd(Topic.Input.start,10,TimeUnit.Hours), "ddd dd/MM/yy hh:mm AM/PM"), "-", Text(DateAdd(Topic.Input.end,10,TimeUnit.Hours), "hh:mm AM/PM")),
wrap: true
}
]
}
]
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
wrap: true,
text: "Room",
weight: "Bolder"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Left(Topic.Input.resourceAttendees, Find("@", Topic.Input.resourceAttendees) - 1),
wrap: true
}
]
}
]
},
{
type: "Container",
items: [
{
type: "TextBlock",
text: "Message (In plain text)",
wrap: true,
weight: "Bolder",
horizontalAlignment: "Center"
},
{
type: "TextBlock",
text: PlainText(Topic.Output.body),
wrap: true,
separator: true
}
],
showBorder: true,
roundedCorners: true
}
]
}
System Instructions
The following instructions help to strengthen the instructions within the tools descriptions but are not enough on their own.
## AI Meeting Strategist – Agent Instructions
### Role
You are an AI Meeting Strategist. Your role is to help users schedule high-quality, outcome-driven meetings based on natural language inputs. You create meeting invites that are clear, contextual, and helpful — going beyond logistics to add real value.
---
### 
Responsibilities
- Understand informal scheduling requests like “book a meeting Tues arvo” or “catch-up next Thurs”.
- Expand minimal inputs into professional, HTML-formatted meeting invites that include:
- A clear explanation of why the meeting matters
- A structured, outcome-oriented agenda
- A preparation section that only suggests relevant, optional actions based on known context. Do not reference attachments or links unless explicitly provided. Use a suggestive tone (e.g., “You may wish to consider…”, “Feel free to bring questions about…”).
- Anticipate missing elements (e.g. cost discussion, effort estimation, Q&A).
---
### AI Research & Reasoning
- When a meeting topic is provided, identify and separate any named products, services, platforms, or business concepts from meeting types or activities (e.g. roadmap, demo, planning).
- Perform focused research or reasoning on the named items to improve your understanding before drafting the invite.
- Do not simply rephrase the user's request — expand meaningfully by explaining what the topic is, how it works, and why it matters.
- Ensure all content is based on factual, present-day capabilities. Do not speculate or assume features unless they are explicitly known. If the topic involves a tool or system that is being proposed or developed, describe what the underlying platform enables — not hypothetical implementations.
---
### 
Behavior Guidelines
- Begin with context: Start the meeting invite with a short paragraph explaining the purpose and importance of the meeting.
- Use Australian English e.g. personalise, not personalize.
- Structure the agenda: Use bullet points for agenda items, focusing on outcomes.
- Include preparation steps: Mention any reading, questions, or decisions needed beforehand.
- Clarify vague requests: Ask follow-up questions if the user's input is incomplete or ambiguous.
- Do not include attendee names or time in the message body — Outlook handles those automatically.
- Always write meeting invites in the first person, as if the user is speaking directly.
- Always Find free meeting rooms tool before using the Create event tool to provide the create event tool with a meeting room/resource attendee.
---
### 
Time Display Rules
- Do not include UTC equivalents or time zone labels like “AEST” or “UTC”.
- Example format: "9:30 AM – 10:00 AM".
- Assume the user understands times are in their local time zone (UTC+10).
---
### 
Message Structure & Formatting
- Format the meeting invite body using HTML.
- Start the body with a large H3 heading with: "Disclaimer: This meeting invite was generated by AI"
- Always write meeting invites in the first person, as if the user is speaking directly.
- At the bottom of the meeting requests show an "AI Knowledge" section, so that you add value to the meeting invite.
- Structure content using:
- Short paragraphs for background and purpose
- Bold section headings (e.g., Agenda, Preparation, AI Research Notes)
- Bullet points for agenda and preparation steps
- Maintain a tone that is concise, polished, and executive-appropriate.
- Avoid emojis, informal language, or decorative formatting.
- Ensure the output renders cleanly in Microsoft Outlook and standard calendar clients.
---
Power Platform Solution
If you’d rather just import the solution, it's attached at the bottom of this post. This is a multi-agent setup, where the Office Assistant agent connects to the Meeting Maestro agent. All you should need to do is enter your meeting room email addresses into the environment variable when you import it.
YAML
Below is the YAML for each tool. You can add the Office 365 tools in Copilot Studio, then replace the YAML as shown here.
Email addresses have been redacted for security, as these are effectively logins.
Search for users (V2)
kind: TaskDialog
inputs:
- kind: AutomaticTaskInput
propertyName: searchTerm
name: Search term
description: Search string e.g first name, last name full name or even nick name.
modelDisplayName: Search for users (V2)
modelDescription: Retrieves the user profiles that match the search term (V2).
outputs:
- propertyName: @odata.nextLink
- propertyName: value
action:
kind: InvokeConnectorTaskAction
connectionReference: crad4_meetingScheduler.shared_office365users.shared-office365user-397a30b7-1a6b-4e6f-ac1f-80b65c9782ca
connectionProperties:
mode: Invoker
operationId: SearchUserV2
outputMode: All
Find meeting times
kind: TaskDialog
inputs:
- kind: AutomaticTaskInput
propertyName: RequiredAttendees
description: List of semicolon separated email addresses of the people to find free time for - Search for their email addresses before using this tool. No need to add the organiser, the tool already checks for this person.
- kind: AutomaticTaskInput
propertyName: Start
name: Start time
description: |-
- You will receive a time expression resolved in UTC+10 (AEST).
- Always anchor times to the current date in UTC+10.
- Convert the final time to UTC by subtracting 10 hours.
Start times should reflect:
- Morning = 9:00 AM AEST → 11:00 PM UTC (previous day)
- Afternoon = 1:00 PM AEST → 3:00 AM UTC (today)
- Tomorrow = 9:00 AM AEST next day → 11:00 PM UTC tonight
- "Wednesday afternoon" = 1:00 PM AEST Wednesday → 3:00 AM UTC Wednesday
- "Thursday" (time not specified, so choose morning) = 9:00 AM Thursday AEST → 11:00 PM Wednesday UTC
- Today = 9:00 AM AEST → 11:00 PM UTC (previous day)
- This = 9:00 AM AEST → 11:00 PM UTC (previous day)
- Ensure start time is not earlier than now minus 10 hours (UTC).
-- If the request doesn't provide a time, default to 11:00 PM UTC (previous day) --
- kind: AutomaticTaskInput
propertyName: End
name: End time
description: |-
- You will receive a time expression resolved in UTC+10 (AEST).
- Always anchor times to the current date in UTC+10.
End times should reflect:
- Morning = 12:00 PM AEST → 2:00 AM UTC (previous day)
- Afternoon = 5:00 PM AEST → 7:00 AM UTC (today)
- "Tomorrow" (no time) = 5:00 PM AEST → 7:00 AM UTC (today)
- "Wednesday afternoon" = 5:00 PM AEST Wednesday → 7:00 AM UTC Wednesday
- "Thursday" (unspecified) = 5:00 PM Thursday AEST → 7:00 AM Wednesday UTC
- Today = 5:00 PM AEST → 11:00 PM 7:00 AM UTC (today)
- Ensure start time is not earlier than now minus 10 hours (UTC).
-- If the request doesn't provide a time, default to 7:00 AM UTC --
- kind: AutomaticTaskInput
propertyName: MeetingDuration
name: Meeting duration
description: Set to 30 minutes when unsure.
modelDisplayName: Find meeting times
modelDescription: |-
- Find meeting time suggestions based on organizer, attendee availability, and time.
- This tool cannot find free for any time more than 10 hours prior to now e.g. don't try using it to search for a time 24hrs prior to now.
- This tool can also be used to check employees' calendars to find out when they are free or busy.
- Always anchor natural language date expressions (e.g., "today", "this afternoon", "tomorrow") to the current day in UTC+10 before converting to UTC. Do not anchor to UTC day.
outputs:
- propertyName: emptySuggestionsReason
- propertyName: meetingTimeSuggestions
name: Meeting Time Suggestions (UTC)
description: This is the time that all meeting attendees and current user are free - All date times are in UTC, not UTC+10
action:
kind: InvokeConnectorTaskAction
connectionReference: crad4_meetingScheduler.shared_office365.shared-office365-6ff43ac4-0a69-40dd-b57b-57459f986591
connectionProperties:
mode: Invoker
operationId: FindMeetingTimes_V2
outputMode: All
Find free meeting rooms
kind: TaskDialog
inputs:
- kind: AutomaticTaskInput
propertyName: Start
name: Start time
description: Get the start time of the first meetingTimeSlot in the Meeting Time Suggestions (UTC) (Table) from the Find meetings tool - The time should be in UTC don't try and convert it.
- kind: AutomaticTaskInput
propertyName: End
name: End time
description: Get the end time of the first meetingTimeSlot in the Meeting Time Suggestions (UTC) (Table) from the Find meetings tool.
- kind: ManualTaskInput
propertyName: ResourceAttendees
value: headoffice12-1@xxxx.onmicrosoft.com;headoffice12-2@xxxxx.onmicrosoft.com;headoffice12-3@xxxx.onmicrosoft.com
- kind: ManualTaskInput
propertyName: MinimumAttendeePercentage
value: 10
- kind: ManualTaskInput
propertyName: MaxCandidates
value: 1
- kind: AutomaticTaskInput
propertyName: MeetingDuration
name: Meeting duration
description: |-
- Duration of the meeting in minutes.
- Set to 30 mins unless the request specifically states a length.
- kind: ManualTaskInput
propertyName: ActivityDomain
value: Work
modelDisplayName: Find free meeting rooms
modelDescription: Finds meeting rooms (resource attendees) that are available to book
outputs:
- propertyName: emptySuggestionsReason
- propertyName: meetingTimeSuggestions
name: Resource attendees
description: This provides the resource attendee's email address and free times.
action:
kind: InvokeConnectorTaskAction
connectionReference: crad4_meetingScheduler.shared_office365.shared-office365-c8b25263-769c-4f6e-8c92-51912970a67d
connectionProperties:
mode: Invoker
operationId: FindMeetingTimes_V2
outputMode: All
Get calendar ID
kind: TaskDialog
modelDisplayName: Get calendar ID
modelDescription: This operation lists available calendars of the current user. Its required for creating meetings, to get the current users calendar ID.
outputs:
- propertyName: value
description: "There will be multiple calendars, so only return the calendar that has is \"DefaultCalendar\": true"
action:
kind: InvokeConnectorTaskAction
connectionReference: crad4_meetingScheduler.shared_office365.shared-office365-6ff43ac4-0a69-40dd-b57b-57459f986591
connectionProperties:
mode: Invoker
operationId: CalendarGetTables_V2
outputMode: All
Create event
kind: TaskDialog
confirmation:
activity: |-
**<h3>Please provide approval to send out the following meeting invite</h3>**
- **Start:** {Text(DateAdd(Topic.Input.start,10,TimeUnit.Hours), "ddd dd/MM/yy hh:mm AM/PM")} - {Text(DateAdd(Topic.Input.end,10,TimeUnit.Hours), "hh:mm AM/PM")}
- **Meeting Room:** {Left(Topic.Input.resourceAttendees, Find("@", Topic.Input.resourceAttendees) - 1)}
- **Required Attendees:** {Topic.Input.requiredAttendees}
- **Meeting Title:** {Topic.Input.subject}
**<H4>Meeting Invite Message</H4>**
{Topic.Input.body}
mode: Strict
response:
activity:
attachments:
- kind: AdaptiveCardTemplate
cardContent: |-
={
type: "AdaptiveCard",
'$schema': "https://adaptivecards.io/schemas/adaptive-card.json",
version: "1.5",
body: [
{
type: "Container",
items: [
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "auto",
items: [
{
type: "Icon",
name: "calendar"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
wrap: true,
text: "Meeting Invite Sent",
style: "heading"
}
]
}
]
}
],
verticalContentAlignment: "Center"
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
text: "Title",
wrap: true,
weight: "Bolder"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Topic.Output.subject,
wrap: true
}
]
}
]
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
text: "Attendees",
wrap: true,
weight: "Bolder"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Topic.Output.requiredAttendees,
wrap: true
}
]
}
]
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
wrap: true,
weight: "Bolder",
text: "Date & Time"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Concatenate(Text(DateAdd(Topic.Input.start,10,TimeUnit.Hours), "ddd dd/MM/yy hh:mm AM/PM"), "-", Text(DateAdd(Topic.Input.end,10,TimeUnit.Hours), "hh:mm AM/PM")),
wrap: true
}
]
}
]
},
{
type: "ColumnSet",
columns: [
{
type: "Column",
width: "100px",
items: [
{
type: "TextBlock",
wrap: true,
text: "Room",
weight: "Bolder"
}
]
},
{
type: "Column",
width: "stretch",
items: [
{
type: "TextBlock",
text: Left(Topic.Input.resourceAttendees, Find("@", Topic.Input.resourceAttendees) - 1),
wrap: true
}
]
}
]
},
{
type: "Container",
items: [
{
type: "TextBlock",
text: "Message (In plain text)",
wrap: true,
weight: "Bolder",
horizontalAlignment: "Center"
},
{
type: "TextBlock",
text: PlainText(Topic.Output.body),
wrap: true,
separator: true
}
],
showBorder: true,
roundedCorners: true
}
]
}
mode: Strict
inputs:
- kind: AutomaticTaskInput
propertyName: start
name: Start time
description: "- Get the start time from the Find free meeting rooms tool"
- kind: AutomaticTaskInput
propertyName: end
name: End time
description: "- Get the end time from the Find free meeting rooms tool"
- kind: AutomaticTaskInput
propertyName: requiredAttendees
name: Required attendees
description: Required attendees for the event separated by semicolons
- kind: AutomaticTaskInput
propertyName: table
description: Populate this with the ID from the Get calendar ID tool.
- kind: AutomaticTaskInput
propertyName: body
name: Body
description: |
If a meeting topic is mentioned, separate products, services, or platforms from activities (e.g. roadmap, demo), and research only the named tools or concepts based on known capabilities. Do not speculate or assume features.
- Write in the first person, I not we.
- Start by greeting the meeting attendees.
- Describe the purpose of the meeting, expand on theme of the conversation if you can.
- If the request doesn't provide a topic, ask for further details.
- Always reword to sound professional.
- Create an agenda, with time in mins for each item.
- Use formatting such as headings and bullet points.
- Don't include meeting date and times in the message body.
- Add an "AI Knowledge" section (Provide details of what your research uncovered, format with smaller subheadings for each product, service, etc).
- Finish the message with the current user's full name.
- Format in HTML for Outlook.
- kind: ManualTaskInput
propertyName: showAs
value: busy
- kind: ManualTaskInput
propertyName: timeZone
value: (UTC) Coordinated Universal Time
- kind: AutomaticTaskInput
propertyName: subject
name: Meeting Title
description: |-
- This is the title of the meeting, try to extract it from the request to setup the meeting.
- If the conversation only contains date and attendee info, you'll need to ask the user for more details about the meeting.
- Meeting titles should have real substance, not just "meeting with bob" etc.
- kind: AutomaticTaskInput
propertyName: resourceAttendees
name: Resource attendee
description: This is resource email address, same as you used for the location.
entity: StringPrebuiltEntity
- kind: ManualTaskInput
propertyName: importance
value: normal
modelDisplayName: Create event
modelDescription: |-
- This operation creates a new event in a calendar.
- The find free meeting rooms must be run before attempting to use this tool.
outputs:
- propertyName: body
- propertyName: categories
- propertyName: createdDateTime
- propertyName: end
- propertyName: endWithTimeZone
- propertyName: iCalUId
- propertyName: id
- propertyName: importance
- propertyName: isAllDay
- propertyName: isHtml
- propertyName: isReminderOn
- propertyName: lastModifiedDateTime
- propertyName: location
- propertyName: numberOfOccurences
- propertyName: optionalAttendees
- propertyName: organizer
- propertyName: recurrence
- propertyName: recurrenceEnd
- propertyName: reminderMinutesBeforeStart
- propertyName: requiredAttendees
- propertyName: resourceAttendees
- propertyName: responseRequested
- propertyName: responseTime
- propertyName: responseType
- propertyName: sensitivity
- propertyName: seriesMasterId
- propertyName: showAs
- propertyName: start
- propertyName: startWithTimeZone
- propertyName: subject
- propertyName: timeZone
- propertyName: webLink
action:
kind: InvokeConnectorTaskAction
connectionReference: crad4_meetingScheduler.shared_office365.shared-office365-6ff43ac4-0a69-40dd-b57b-57459f986591
connectionProperties:
mode: Maker
operationId: V4CalendarPostItem
outputMode: All
