Calendar & Scheduling
How to Set Up an AI Scheduling Assistant
An AI scheduling assistant ends the back-and-forth over email. You write to someone and cc Carly. Carly checks your calendar and your scheduling preferences, replies to both of you with times, and once the other person picks one, creates the event on both calendars. Setup takes about ten minutes. Give the assistant its own name, email address and signature, connect every Google and Outlook account you use, and decide which calendars block your availability and which Carly can only read. Then tell it how you like to work: working hours, default meeting length, and whether it offers three specific times or a range. Once scheduling runs on its own, the same assistant can take on email and workflows from a library of ready-made templates.
Step by step
- 01
Cc Carly on an email to book a meeting
Write to the person you want to meet and cc Carly. She checks your calendar and preferences, replies to both of you with times, and creates the event on both calendars once the other person confirms.
- 02
Name your assistant and give it an email address
Create an account at usecarly.com and press Customize to set the assistant's name, email address and signature. To send from your own custom domain, add it in the Organizations tab at the top right.
- 03
Add every email address you use
In the Integrations tab, add each address you send from so the assistant recognizes you when you email or cc it. Under each address, connect Google or Outlook and grant access to calendar, email, contacts or Drive.
- 04
Choose selected vs queryable calendars
Selected calendars count toward your free/busy, so use them for anything you actually attend. Queryable calendars are ones Carly can read when you ask ("what's on next week?") without ever blocking your time. They suit event calendars, meeting rooms and other resources.
- 05
See all your calendars in one view
On the home page, press Add widget and pick the calendar widget under Plan your day to see every connected calendar in a daily, weekly or monthly view.
- 06
Set your scheduling preferences
In the Preferences tab, set your working hours, when meetings should happen, the default meeting length, and how times are proposed: three specific options or a range.
- 07
Hand it email and workflows next
The Workflows tab has a library of templates, or you can chat with Carly or email her and ask for a workflow. Good first ones: save a sender's attachments to Drive, turn an email into a Todoist task, or label email from a sender.
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See what people say
"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."