Meeting Create Invite

Meeting: Create & Invite

When to Use

• User asks to "create a meeting", "schedule a meeting", "set up a video conference", "start a video call"
• Applies to any supported video conferencing platform: Google Meet, Zoom, Microsoft Teams.

Strategy / Important Rules

1. Determine Platform Preference: First, run search_memory to check if the user has a preferred default meeting platform. If unknown, run list_integrations to see which platforms (Google Calendar, Zoom, Microsoft Teams) are currently connected. If there are multiple and you are confused, ask the user for clarification.
2. Google Meet (Preferred via Calendar): If the meeting platform is Google Meet, create a Google Calendar event (GOOGLECALENDAR_CUSTOM_CREATE_EVENT) and include the participants as attendees. Google Calendar will automatically send them an invitation email. Do not send a separate email manually.
3. Zoom or Microsoft Teams: When creating a meeting for a platform other than Google Meet, do not attempt to "create a calendar event with attendees". Instead, use the exact platform tools to generate a meeting link:
   • For Zoom, use ZOOM_CREATE_A_MEETING
   • For Teams, use MICROSOFT_TEAMS_CREATE_USER_ONLINE_MEETING (or MICROSOFT_TEAMS_CREATE_MEETING)
4. Drafting Emails for Links: If sharing the link via email is requested or necessary (e.g., for Zoom/Teams links), use GMAIL_CREATE_EMAIL_DRAFT to draft an email with the generated link. DO NOT send the email directly unless explicitly asked. Wait for the user to review the draft.
5. Confirm participant identities before inviting.

Tools

• GOOGLECALENDAR_CUSTOM_CREATE_EVENT: Create event and add attendees (for Google Meet).
• ZOOM_CREATE_A_MEETING: Generate a Zoom meeting link.
• MICROSOFT_TEAMS_CREATE_USER_ONLINE_MEETING: Generate a Teams meeting link.
• MICROSOFT_TEAMS_CREATE_MEETING: Alternate tool to generate a Teams meeting link.
• GMAIL_GET_CONTACTS: Get email addresses for participants.
• GMAIL_CREATE_EMAIL_DRAFT: Draft an email with the meeting details.
• SLACK_FIND_USERS / SLACK_SEND_MESSAGE: Share the meeting link via Slack if requested.

Workflow

Step 1: Identify Platform & Participants

• Run search_memory for preferred meeting app.
• If no preference is found, run list_integrations to check connected platforms and select an available one. Ask user for clarification if ambiguous.

Step 2: Find Participants

From Contacts:

GMAIL_GET_CONTACTS()

From Slack (If requested to share via Slack):

SLACK_FIND_USERS(search_query="[Name]")

Step 3: Create the Meeting

Option A: Google Meet (Via Calendar) Use GOOGLECALENDAR_CUSTOM_CREATE_EVENT and include the participants as attendees. This automatically sends the invite emails.

Option B: Separate Link Generation (Zoom/Teams) Use ZOOM_CREATE_A_MEETING or MICROSOFT_TEAMS_CREATE_USER_ONLINE_MEETING to generate the meeting link.

Step 4: Share the Meeting Link (Only if Option B OR explicitly requested)

• Drafting Email: Use GMAIL_CREATE_EMAIL_DRAFT(to="...", subject="...", body="Here is the meeting link: [LINK]"). Do not send directly.
• Slack: Use SLACK_SEND_MESSAGE to share via Slack.

Step 5: Confirm to User

Report:

• Meeting scheduled / link created.
• The platform used.
• That the invite link was drafted in an email (if applicable) and is ready for their manual review, or that the link was sent via Slack.