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Quick Overview

Scheduling links can feel impersonal and coordinating meeting times manually is time-consuming. Let your agent handle the back-and-forth for you! CC your agent on any thread and it will:
  • Detect whether a specific time was suggested
  • Propose three slots if none was given
  • Book the meeting on your calendar with full context
  • Confirm with all parties once the invite is sent
  • Reschedule gracefully if plans change
You can use the meeting scheduler template to get started.

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Setting Up Your Meeting Scheduler

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Step 1: Configure Lindy Mail

Lindy Mail address
  1. Open the Email Received trigger.
  2. Copy your unique Lindy Mail Address—this is the address you’ll CC.

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Step 2: Understand the Initial Condition

Condition for time detection
The Condition step “Time given or requires a search?” determines what type of scheduling request this is: Two paths:
  1. “CC’ing my agent to find time:” When the sender asks the agent to find available times
    • Example: “CC’ing my agent to find time for us to meet on Tuesday”
  2. “User request to book directly”: When a specific date/time is already agreed upon
    • Example: “Agent, please book time for us at Thursday the 10th, at 4:00pm PST”
This smart branching ensures your agent either proposes available times (if none given) OR books the meeting immediately (if time already agreed). The condition prevents the agent from suggesting times when people have already decided when to meet, making the flow more natural.

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Step 3: List Best Times

List best times
  • Action: Google Calendar – Find available time
  • In the Find available time step, configure your scheduling preferences such as time of day, days of week, working hours, earliest/latest start times, max meetings per day, and which calendars to check for conflicts.

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Step 4: Respond With Times

Send times email
Lindy Mail – Send Reply with body: 
Hi {{FIRSTNAME}},

Happy to help schedule! Do any of these work for you? (all times in {{TIMEZONE}})

* Monday, June 21 at 3 PM
* Tuesday, June 22 at 11 AM
* Wednesday, June 23 at 1 PM

Best,
Lindy

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Step 5: Create the Event

Create calendar event
  • Action: Google Calendar – Create Event
  • Leave most fields on Auto; prompt the name/description using email context.
  • Add a meeting link only if the thread agreed to virtual.

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Step 6: Confirm or Reschedule

Confirmation email
  1. Lindy Mail – Send Reply to confirm booking:
Reply with a confirmation that the invite has been sent, the reply should look like this:

“Sounds great, I just sent the invite! Let me know if there is any other way I can be helpful.

--Lindy”

Personalize the email where you see fit based on the general context, but do not vary the response far from the suggested response.
  1. Final Condition watches for reschedule requests; if true, delete the old event and loop back to Step 3.

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Advanced Customizations

TrickWhat it does
Multi-time-zone LogicDetect the recipient’s locale and convert proposed times automatically.
Round-Robin CalendarsCycle availability across a team for shared demo inboxes.
Buffer WindowsAdd min/max gaps between meetings to avoid calendar pile-ups.
Meeting Type RoutingUse subject keywords (Demo, Interview, Support) → route to right calendar.

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Best Practices

Tailor your agent’s email prompts so they match your personal style and brand.
Check only relevant calendars to avoid false conflicts or double-booking.
Run in confirmation-only mode until you trust the flow end-to-end.
Always include a clear time-zone label in proposed times and confirmations.

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Next Steps

Calendar Prep

Research attendees before meetings

Meeting Assistant

Record and summarize every call

Google Calendar

Advanced calendar management features

Triggers

Set up calendar-based automation triggers
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