Calgent AI Scheduling Assistant

Calgent is meetergo's AI-powered scheduling assistant that handles meeting coordination through email. When someone emails you to schedule a meeting, Calgent understands the request, checks your availability, and can book the meeting automatically.

How Calgent Works

1. Receive Email: Someone sends you an email requesting to schedule a meeting
2. AI Analysis: Calgent's AI reads and understands the email content
3. Check Availability: If scheduling is requested, Calgent checks your calendar
4. Reply or Book: Calgent either suggests available times or books the meeting directly
5. Confirmation: Both parties receive confirmation when a meeting is booked

What Calgent Can Do

Understand Scheduling Requests

Calgent recognizes various ways people ask to meet:

• "Can we schedule a call next week?"
• "I'd like to book a demo"
• "When are you free for a quick chat?"
• "Let's find time to discuss the proposal"

Check Your Availability

When asked about availability, Calgent:

• Reviews your connected calendars
• Checks your meetergo availability settings
• Considers buffer times and minimum notice
• Suggests times that work for you

Book Meetings

Calgent can:

• Create bookings based on confirmed times
• Send calendar invites to all participants
• Include video meeting links (Google Meet, Zoom, etc.)
• Track conversation context across multiple emails

Handle Follow-ups

Calgent maintains conversation context:

• Remembers previous emails in the thread
• Understands when attendees confirm or request changes
• Handles back-and-forth scheduling discussions

Enable Calgent

1. Go to Settings → Calgent or AI Assistant
2. Enable Calgent Active
3. Configure your default settings:
   • Availability: Which schedule to use
   • Default Duration: Standard meeting length
   • Default Channel: Video platform (Google Meet, Zoom, etc.)
4. Save changes

Email Setup

For Calgent to receive emails:

• Use your dedicated Calgent email address
• Forward scheduling emails to this address
• Or set up automatic forwarding rules

Configuration Options

Availability Settings

Choose which availability schedule Calgent uses:

• Availability ID: Select a specific availability profile
• Uses your normal meetergo availability rules
• Respects calendar conflicts and buffer times

Default Duration

Set the standard meeting length:

Calgent uses this unless the email specifies a different duration.

Default Channel

Choose the default video platform:

• Google Meet (requires Google Calendar)
• Zoom (requires Zoom connection)
• Microsoft Teams (requires Microsoft connection)
• Phone call
• Custom link

How Conversations Work

Example Flow

Email 1 (from attendee):

"Hi, I'd love to schedule a demo of your product. Are you available next week?"

Calgent Response:

"Thanks for reaching out! I have the following times available next week:

• Tuesday 2pm-3pm
• Wednesday 10am-11am
• Thursday 3pm-4pm

Let me know which works best for you!"

Email 2 (from attendee):

"Wednesday 10am works great!"

Calgent Action:

• Books the meeting for Wednesday 10am
• Sends calendar invites
• Confirms the booking

Context Awareness

Calgent tracks conversation history:

• Remembers what was discussed
• Understands references to previous messages
• Handles multi-step scheduling conversations

Best Practices

Clear Availability

Keep your availability settings accurate:

• Update availability when your schedule changes
• Set appropriate buffer times
• Configure minimum notice requirements

Review Conversations

Periodically check Calgent's activity:

• View booking logs
• Review conversation histories
• Ensure meetings are being booked correctly

Provide Backup

For complex scheduling:

• Include your booking page link in email signatures
• Offer direct booking as an alternative
• Have a fallback for unusual requests

Test the Flow

Before relying on Calgent:

1. Send test emails to verify it's working
2. Check that availability is showing correctly
3. Confirm bookings are created properly

What Calgent Won't Do

Calgent is designed for scheduling tasks only:

• Won't respond to non-scheduling emails
• Won't share confidential information
• Won't make commitments outside scheduling
• Won't book meetings outside your availability

If an email isn't about scheduling, Calgent may not respond or will politely redirect.

Viewing Activity

Conversation History

Review past Calgent conversations:

1. Go to Calgent → Activity or Logs
2. See emails processed
3. View AI responses sent
4. Check bookings created

Action Logs

Each interaction is logged:

• Email received timestamp
• AI interpretation
• Actions taken (availability check, booking)
• Responses sent

Troubleshooting

Calgent Not Responding

If emails aren't being processed:

1. Verify Calgent is enabled in settings
2. Check the email was sent to the correct address
3. Review your email forwarding configuration
4. Check for any processing errors in logs

Wrong Availability Shown

If Calgent suggests incorrect times:

1. Verify your availability settings
2. Check calendar connections are active
3. Review the availability ID configured for Calgent
4. Ensure calendars are syncing properly

Meetings Not Booking

If confirmations don't result in bookings:

1. Check the conversation log for errors
2. Verify attendee confirmed a specific time
3. Review calendar connection status
4. Check if the time is still available

Unexpected Responses

If Calgent's responses seem off:

1. Review the email it received
2. Check conversation context
3. Ensure email content was clear
4. Contact support if issues persist

FAQ

Is my email content private?

Calgent processes emails to understand scheduling intent. Conversation data is stored securely and used only for scheduling purposes.

Can I customize Calgent's responses?

Currently, Calgent uses standard professional responses. Custom response templates may be available in future updates.

What languages does Calgent support?

Calgent primarily works in English but can understand scheduling requests in multiple languages. Responses are typically in English.

Does Calgent work with all email providers?

Calgent can process emails from any provider. Setup may vary based on your email configuration.

Can multiple team members use Calgent?

Each user can have their own Calgent settings. Team-wide Calgent configuration may require enterprise features.

What happens if someone requests an unavailable time?

Calgent will explain the time isn't available and suggest alternative slots from your availability.

Related Articles

• Configure Availability
• Connect Your Calendar
• Booking Questions