How to Let Carly Handle the Back-and-Forth: CC Scheduling
You know those email threads that start with “let’s find a time to meet” and turn into six replies of “how about Tuesday?” / “Tuesday doesn’t work, what about Thursday?” / “Thursday afternoon?” / “I’m in meetings all afternoon…”
CC Carly, and she handles the entire thing.
How It Works
Add carly@usecarly.com to the CC line of any email where you want to schedule a meeting. Carly reads the thread, figures out what’s needed, and takes over the coordination.
You write one email. Carly does the rest.
The Full Flow: Start to Finish
You Send the Email
From: you@yourcompany.com To: rachel@partnerco.com CC: carly@usecarly.com Subject: Q1 planning session
Hi Rachel,
We should get together to go over Q1 priorities before the end of the month. I’m CCing Carly to find a time that works — she’ll take it from here!
Carly Jumps In
Within a couple minutes, Carly replies to the thread:
From: carly@usecarly.com To: rachel@partnerco.com CC: you@yourcompany.com Subject: Re: Q1 planning session
Hi Rachel,
I’m Carly, [Your Name]‘s scheduling assistant. I’d love to help find a time for your Q1 planning session.
Here are some times that work on [Your Name]‘s calendar:
- Monday, March 3 at 10:00 AM EST
- Tuesday, March 4 at 2:00 PM EST
- Wednesday, March 5 at 11:00 AM EST
Do any of these work for you? If not, just let me know your general availability and I’ll find something.
Rachel Replies
Rachel doesn’t need a Carly account. She just replies to the thread like any normal email:
From: rachel@partnerco.com Subject: Re: Q1 planning session
Hi Carly, Tuesday at 2pm works great!
Carly Confirms and Creates the Event
From: carly@usecarly.com Subject: Re: Q1 planning session
Confirmed! I’ve created the event:
Q1 Planning Session — [Your Name] & Rachel
Tuesday, March 4 at 2:00 PM EST
Google Meet link: [included in calendar invite]
Calendar invites are on the way to both of you. See you there!
You’re done. You wrote one email and got a confirmed meeting with a calendar invite and video link.
What If You’re Already in a Thread?
You don’t have to start a new email. If you’re already going back and forth with someone, just add Carly to the CC at any point:
From: you@yourcompany.com To: daniel@vendor.io CC: carly@usecarly.com Subject: Re: Partnership proposal
Hey Daniel — this looks great. Let’s set up a call to discuss the details. I’m adding Carly to find a time.
Carly reads the thread context and picks up where you left off. She’ll reference the meeting purpose (discussing the partnership proposal) and propose times accordingly.
Different Scheduling Scenarios
”Send the Invite” Mode
Already agreed on a time over text or in person? CC Carly just to formalize it:
From: you@yourcompany.com To: mike@agency.co CC: carly@usecarly.com Subject: Our call
Hey Mike — confirming our call Thursday at 3pm EST. Carly will send the invite!
Carly creates the event and sends calendar invites to both of you. No back-and-forth needed.
From: carly@usecarly.com Subject: Re: Our call
All set! I’ve created the event:
Call — [Your Name] & Mike
Thursday, March 6 at 3:00 PM EST
Google Meet link included
Calendar invites sent to both of you.
Rescheduling
Need to move a meeting? Reply to the original thread with Carly CC’d:
From: you@yourcompany.com To: rachel@partnerco.com CC: carly@usecarly.com Subject: Re: Q1 planning session
Hey Rachel — something came up Tuesday. Carly, can you find us a new time?
Carly handles the reschedule:
From: carly@usecarly.com Subject: Re: Q1 planning session
No problem! I’ve cancelled the Tuesday event. Here are some alternative times:
- Wednesday, March 5 at 11:00 AM EST
- Thursday, March 6 at 9:30 AM EST
- Friday, March 7 at 1:00 PM EST
Rachel, do any of these work?
Multiple Rounds
If the first set of times doesn’t work, Carly keeps going:
From: rachel@partnerco.com Subject: Re: Q1 planning session
I’m traveling most of next week — could we do the week of March 10?
From: carly@usecarly.com Subject: Re: Q1 planning session
Of course! Here are some times the week of March 10:
- Monday, March 10 at 10:00 AM EST
- Tuesday, March 11 at 3:00 PM EST
- Wednesday, March 12 at 9:00 AM EST
Do any of these work?
Carly keeps proposing until it’s locked in. You never have to check back in.
What the Other Person Sees
This is important: the other person doesn’t need a Carly account. They just see a normal email thread. Carly introduces herself politely, proposes times, and responds to replies like any human assistant would.
From Rachel’s perspective, it’s like you have a really organized assistant handling your scheduling.
Pro Tips
Add context for better results. The more detail you give, the smarter Carly is:
“Set up a 45-minute Zoom call sometime next week, preferably mornings”
Carly will propose morning slots, make it 45 minutes, and use Zoom.
Carly respects your preferences. If you’ve set working hours (say, 9-5 EST, no weekends), Carly will never propose times outside them — even if she has to go further into the future to find availability.
Remove yourself from the back-and-forth. After you CC Carly, you can mute the thread. Carly handles the coordination and you’ll get the calendar invite when it’s confirmed. No more manually typing out your availability in every email.
Get Started
Next time you need to schedule a meeting, just add carly@usecarly.com to the CC. One email, and Carly takes it from there.
Ready to automate your busywork?
Carly schedules, researches, and briefs you—so you can focus on what matters.
Get Carly Today →Or try our Free Group Scheduling Tool