Case Snapshot
ContActive's team spent 12+ hours each week coordinating meetings: checking availability, sending invites, creating video links and managing reminders. The Event and Calendar Coordination AI Agent was built to handle meeting logistics automatically.
Result: scheduling time dropped by 70% in the first month, team coordination improved across departments.
Automating Meeting Logistics for ContActive
The Challenge
ContActive's operations team managed 40+ meetings weekly across multiple departments. Every meeting required:
Check participant availability across calendars.
Find optimal time slots that work for everyone.
Send calendar invites with proper formatting.
Generate Google Meet links and add them to invites.
Send reminders before meetings.
Average time per meeting setup: 15-20 minutes. Across teams, ContActive was spending over 12 hours per week on meeting coordination and scheduling logistics. Meetings were often delayed by days waiting for everyone to confirm their slots.
Solution Developed & Integrated
The AI Agent was developed to automate meeting coordination within ContActive's existing calendar systems:
Analyzes participant calendars to identify availability windows.
Selects optimal time slots based on team preferences and time zones.
Generates calendar invites with meeting details.
Creates Google Meet links automatically.
Sends invites to participants and tracks responses.
Manages reminders before scheduled meetings.
Handles rescheduling when conflicts arise.
The agent operates continuously, processing meeting requests without manual intervention.
How It Works
Team member submits meeting request with participant list and timeframe.
Agent checks availability across all participant calendars.
Identifies optimal time slots based on preferences and time zones.
Generates Google Meet link, creates calendar invite.
Sends invites to participants, tracks confirmations.
Sends reminders 24 hours and 15 minutes before meeting.
Process completes in 2-3 minutes.
The agent handles routine coordination automatically. Complex situations go to the team for manual handling.
Impact
First month:
Scheduling time: 12+ hours per week to 3-4 hours (70% reduction).
Average meeting setup: 15-20 minutes to 3 minutes.
Meetings scheduled same day instead of 2-3 day waits.
Missed meetings dropped by 45% due to consistent reminders.
Cross-department coordination improved with faster scheduling.
The team now focuses on meeting content instead of logistics and calendar management.
