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Smart Scheduler · Operations

Answer “when are you free?” with three real times, in minutes

It reads a plain-language request, checks your real Calendly availability and emails the three best-fit slots in the requester's time zone, each with a one-click booking link.

Coming soon — waiting for Calendly approval $49 one-time · never renewsIncluded in Enterprise
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Can't be bought yet: waiting for Calendly approval. It opens for purchase on its own once approved.

  • Starts when your form or app sends it something
  • 2 AI steps
  • A person approves before it acts
  • About 15 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “Booking one call takes five emails of back-and-forth.”
  • “I keep converting time zones in my head and getting it wrong.”
  • “By the time I reply with times, the prospect has gone cold.”

What you get with the agent

  • Plain-language requests understood, including the search window, preferences and the requester's time zone.
  • Three best-fit times pulled from your real Calendly availability, each with its own booking link, plus a one-time link as a fallback.
  • Times shown in the requester's own time zone.
  • Unclear requests are checked by a teammate in Reviews first; reschedules and group meetings go to your team with the original message.

Before

A prospect writes “Tuesday or Wednesday afternoon, before 4 my time.” You check their city, do the time math, check your calendar, reply, and they answer the next day that those don't work.

After

Within minutes they get an email with three Tuesday and Wednesday afternoon slots, in their time zone, each one a click to book. Calendly sends the invite.

How it works

The whole workflow, step by step.

Receives each scheduling request in plain language ('30 minutes next week, Tuesday or Wednesday afternoon, before 4pm my time') from your form, chat widget or email parser through a webhook. AI works out the search window, the requester's time zone and preferences; the agent asks Calendly for your real open slots, picks the 3 that fit best and emails them in the requester's time zone, each with its own booking link, plus a one-time booking link as a fallback. Unclear cases are checked by a teammate first; reschedules and group meetings are sent to your team by email with the requester's own message. The requester picks a time and Calendly books it and sends the invite.

  1. TriggerNew scheduling request
  2. AI stepUnderstand the request
  3. LogicCan the agent handle it?
    • Needs a person:Send it to your team
    • Find times:Find open times in Calendly
  4. OutputSend it to your team
  5. App callFind open times in Calendly
  6. App callCreate a one-time booking link
  7. AI stepPick 3 times and write the email
  8. LogicClear enough to send?
    • Send now:Email the times to the requester
    • Check first:Check the proposed times
  9. Human approvalCheck the proposed times
    • Approved:Email the times to the requester
  10. OutputEmail the times to the requester
  11. OutputDone

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1New scheduling requestYour contact form, chat widget or email parser posts each scheduling request (name, email, time zone and message) to the webhook URL.
  2. Step 2Understand the requestAI reads the request in plain language and works out the search window, the requester's time zone and their preferences, or flags it for a person.
  3. Step 3Can the agent handle it?Reschedules, group meetings, unclear requests and non-scheduling messages go to your team by email; the rest get open times.
  4. Step 4Send it to your teamEmails the request, the requester's own message and the reason it needs a person to your scheduling inbox.
  5. Step 5Find open times in CalendlyAsks Calendly for the open slots of your event type in the requested window (your real availability, up to 7 days).
  6. Step 6Create a one-time booking linkCreates a single-use Calendly booking link for your event type, as a fallback if none of the proposed times work.
  7. Step 7Pick 3 times and write the emailAI reads the understood request, the requester's own message, the open slots and the one-time link, picks the 3 slots that best match, shows them in the requester's time zone with a booking link for each, and writes the email.
  8. Step 8Clear enough to send?When the request was clear and at least two good times were found, the email goes out at once; otherwise a teammate checks it first.
  9. Step 9Check the proposed timesA teammate checks the times and email in Reviews, edits them if needed and approves sending.
  10. Step 10Email the times to the requesterSends the proposed times with their booking links, with replies going to your scheduling inbox.
  11. Step 11DoneThe run history keeps the request, the proposed times and what was sent.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Chat message from a fictional prospect in Chicago: “Could we find 30 minutes next week? Tuesday or Wednesday afternoons, ideally before 4pm my time.”

The agent produces

Email with Tue 1:30pm, Tue 3:00pm and Wed 2:00pm Central, each with a booking link, plus a one-time link for other times. Sent at once because the request was clear.

What you need

Everything it takes to run it.

About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $49 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Calendly, connected in Settings → Integrations (with your calendars connected inside Calendly).
  • A form, chat widget or email parser that can send scheduling requests to a webhook URL.

Setup, about 15 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Calendly. Connect the Calendly account whose availability you offer (Settings → Integrations → Calendly).
  3. Describe your scheduling preferences. Open “Understand the request” and “Pick 3 times and write the email” and replace the placeholder in each with your time zone, hours and signer.
  4. Pick your Calendly event type. Open both Calendly steps and pick your account and the same event type in each.
  5. Add your scheduling inbox. Open “Email the times to the requester” and “Send it to your team” and enter your scheduling address.
  6. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  7. Switch the trigger on. Open the trigger, switch the webhook on and send your scheduling requests (name, email, time zone, message) to its URL.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Consultants and coaches booking discovery calls
  • Sales teams handling inbound demo requests
  • Customer success teams scheduling onboarding
  • Agencies working with clients across time zones

What it doesn't do

  • It doesn't read your Google or Outlook calendar directly or book on the requester's behalf; they pick a time and Calendly books it and sends the invite.
  • It doesn't coordinate several people's calendars, reschedule or cancel meetings, or send reminders.
  • It doesn't read an inbox by itself; requests arrive through the webhook.

We list the limits up front so you can decide before you buy.

Price

$49 one-time

Per workspace. It never renews.

Coming soon — waiting for Calendly approval
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
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One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Smart Scheduler.

Which apps does it need?

Calendly, for your booking link and event types. The agent's page shows whether each app is ready to connect.

What if it misreads a request?

Clear requests go out at once; anything less certain is checked by a teammate in Reviews first. It only offers slots Calendly says are open, and the requester books the final time themselves.

Does it read my Google or Outlook calendar?

It uses your Calendly availability, which already reflects the calendars you connected to Calendly. Setup takes about 15 minutes plus a form, chat widget or email parser that sends requests to a webhook. To run it live you need a paid plan and your own AI provider key (OpenAI, Anthropic, Google and others), added in Settings. Dry Run on sample data is free, so you can see real output before you commit.

Is it worth the price?

It's a one-time purchase that never renews. If it saves one lost prospect, it's paid for.

Does it book the meeting itself?

The requester books with one click on the time they pick; Calendly then sends its usual invite and calendar links.

Is this a subscription?

No. Smart Scheduler is a one-time purchase of $49 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Smart Scheduler is almost ready.

Can't be bought yet: waiting for Calendly approval. It opens for purchase on its own once approved. Create a free account now and you'll find it on your Agents page.

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