Introduction
Tess AI offers a powerful App Integration feature that allows synchronization with various external platforms, such as Google Calendar. In this article, we will explore a specific use case: coordinating meetings using a Tess AI template that retrieves data from the user's calendar and employs artificial intelligence (AI) to select the best available time, as well as automatically create the title and description of the event.
Input Fields
To develop this template, we incorporated a series of fundamental input fields. These fields are designed so that the user can provide accurate information about the event and participant details. This process ensures that scheduling is not only precise but also fully tailored to the specific needs of each user, facilitating effective and well-coordinated event organization.
- Event Description: Detailed text regarding the purpose of the event.
- Event Date: Start date of the event in the format DD/MM/YYYY.
- Guest Email: Email of the guest whose calendar will be analyzed to find an available time.
- Meeting Duration: Expected duration of the meeting, which will be used to find a suitable slot in the calendars.
- Organizer Email: Email of the event organizer for access to their calendar.
Use of Advanced Steps
1 - APP Integration - Google Calendar: GET EVENTS
Introduction:
This step is responsible for accessing the calendar information of the participant and the organizer. Utilizing the provided emails, Tess AI queries Google Calendar to extract all scheduled events for the specified dates. This includes checking both the organizer's and the guest's calendars, allowing for a complete view of both parties' availability.
Importance:
Accessing the events from the participants' calendars is essential for identifying available time slots. This allows the AI to analyze accurately without causing scheduling conflicts.
Impact:
Reduces the risk of overlapping commitments, optimizing participants' time and increasing the efficiency of scheduled meetings.
- Calendar 1 (Organizer): Accesses events based on the provided email, filtering by specified start and end dates.
- Calendar 2 (Guest): Similar to Calendar 1 but accesses the guest's calendar.
2 - AI Assistants (ChatGPT Completion)
Introduction:
After the collection of event data, this step comes into action. The AI Assistants, specifically ChatGPT Completion, utilize advanced natural language processing technology to analyze the existing events in the calendars. They identify occupied times and suggest the best available times for the meeting, considering the desired duration. Additionally, this assistant is capable of generating intelligent suggestions for the title and description of the event based on the information provided by the user (input field).
AI Model Used:
GPT-4
Importance:
Ability to efficiently analyze the calendars, identifying free times and suggesting the best moments for meetings based on the availability of those involved. This includes detailed analysis of existing events and the intelligent proposal of titles and descriptions that clearly summarize the purpose of the meeting.
Impact:
Reduces the time spent coordinating calendars, minimizes scheduling conflicts, and increases the likelihood of invitation acceptance. Furthermore, by automatically generating informative titles and descriptions, the AI Assistants help prepare participants better for meetings, contributing to more focused and productive gatherings. In summary, the AI Assistants transform meeting scheduling into a more efficient, clear, and convenient process, benefiting all parties involved.
- Event Analysis: Uses language models to analyze existing events in the calendars and identify free times.
- Start Time Suggestion: Based on the analysis, suggests a start time for the meeting.
- End Time Suggestion: Based on the analysis, suggests an end time for the meeting.
- Title Suggestion: Generates a title for the event based on the description provided in the input field.
- Description Suggestion: Generates a description for the event based on the description provided in the input field.
3 - APP Integration - Google Calendar: CREATE EVENT
Introduction:
In the final step, after defining the ideal time and formulating the title and description, Tess AI proceeds to create the event in Google Calendar. It automatically sets up the new event with all the generated information, including participants, times, and event details. This step completes the process, effectively scheduling the meeting in the calendar of each involved participant.
Importance:
The ability to automatically create an event in Google Calendar with all the generated information is crucial for team productivity.
Impact:
Simplifies the scheduling process, saving time and reducing the possibility of manual errors.
- Event Creation: Creates an event in Google Calendar with the information generated in the previous steps of the ChatGPT Completion (title, description, start and end times).
Custom Prompt
Introduction:
Although the event creation (scheduling) step is preceding, in this field, the result variable of the JSON is inserted. This allows for validation that the template will process as configured.
Validation:
Returns the result variable of the event creation step, specifying whether it was created successfully.
Conclusion
The implementation of this Tess AI template for coordinating meetings with Google Calendar demonstrates how app integration and the use of artificial intelligence can transform complex processes into simple and efficient tasks. By automating the retrieval of data, availability analysis, and event creation, Tess AI not only saves time but also improves the accuracy and effectiveness of meeting scheduling.