Calendar & Scheduling
What Happened When AI Added Email Events to My Calendar
In the setup video, Carly built a workflow that scans incoming email for real events with dates and times and adds them to a separate Google Calendar. This is the follow-up after it ran on a real inbox. The calendar filled with events that had been buried inside newsletters and other messages, things that would never have been found by hand, and it added locations where the email had them. Two things needed attention. There were a couple of duplicate events, and the first run picked up events that were not worth a calendar slot. Both were fixed by describing the change in plain English: only real, in-person events, no virtual talks, and nothing already on the personal or work calendar. The final version is a separate discovery calendar of events mentioned in email that were not already part of the schedule. That inspect-and-adjust loop is the useful part of AI automation: you look at the result, say what should change, and the workflow improves without being rebuilt. The same prompt is one click to copy, so you can ask Carly for the same thing on your own inbox.
Step by step
- 01
Look at what landed on the calendar
After the first run, the separate calendar held events pulled from newsletters and other messages, with locations filled in where the email had one. These were things you would never find reading every email by hand.
- 02
Expect a couple of duplicates
The same event mentioned in two emails showed up twice. It is worth a glance after the first run so you can tell Carly how to handle repeats.
- 03
Cut the noise in plain English
The first run picked up things that were not worth a slot. Telling Carly to keep only real events, skip virtual talks, and ignore anything already on the personal or work calendar fixed it without rebuilding the workflow.
- 04
Keep the discovery calendar separate
Because it is its own calendar, the maybe-events stay out of the committed schedule. Toggle it on when you have a free evening and want to see what is around.
- 05
Copy the prompt and run it on your own inbox
The prompt is one click to copy. Paste it to Carly and the same workflow watches your connected Gmail and Outlook accounts.
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"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."