Personal assistant · Workflow template

Concierge agent that reschedules over email

When someone emails to move a meeting, Carly checks your real availability and replies with two or three open times — a concierge that handles rescheduling over email. Works on Google Calendar or Outlook.

Gmail

Outlook

Google Calendar

Outlook Calendar

Build this in Carly Or copy the prompt ↓

The workflow at a glance

Trigger

Reschedule email

Tool

Find open times

LLM

Propose times

Action

How this workflow works, step by step

1 Trigger Reschedule email

The workflow starts when Gmail or Outlook signals "reschedule email". Carly is listening continuously, so the run begins within seconds of the event.
2 Tool Find open times

Carly pulls live data from Google Calendar or Outlook Calendar — "Find open times." Whatever's needed for the next step is fetched fresh, not cached.
3 LLM Propose times

An LLM step does the thinking: propose times. Carly picks the right model for the job and you can swap models per step if you need to.
4 Action Reply

Finally Carly takes action in Gmail or Outlook: reply. This is the thing that actually moves the world.

When to use this template

You want this work to happen consistently without anyone remembering to do it.
You're already using Gmail and Outlook, and the manual version of this is eating real minutes a week.
You want a visible canvas you can audit and edit — not a black-box agent doing things you can't see.

When not to use it

This task only happens once or twice a month — the setup cost won't pay back.
The decision in the middle of the flow needs human judgment every single time, not just on edge cases.
Your stack doesn't include any of the apps above and you don't want to wire a generic HTTP step.

Build it in 10 minutes — copy this prompt

Paste this in an email to and Carly will build the workflow for you.

Hey Carly — please build me this workflow.

Name: Concierge agent that reschedules over email

What it should do:
When someone emails to move a meeting, Carly checks your real availability and replies with two or three open times — a concierge that handles rescheduling over email. Works on Google Calendar or Outlook.

Steps:
1. Trigger: Reschedule email
2. Tool: Find open times
3. LLM: Propose times
4. Action: Reply

Tools to wire up: Gmail, Outlook, Google Calendar, Outlook Calendar

Set it live once you've got it working. Thanks!

Or open the dashboard →

Apps you'll connect

Carly authenticates these for you over OAuth when she sets up the workflow.

Gmail

Outlook

Google Calendar

Outlook Calendar

Questions teams ask before building this

How long does this workflow take to set up?

Most teams have "Concierge agent that reschedules over email" running in under 10 minutes. Copy the prompt on this page into an email to carly@usecarly.com and Carly wires the workflow together for you, including authenticating Gmail.

Can I edit this template after Carly builds it?

Yes. Every workflow lives on the Carly canvas where you can rename steps, change conditions, swap LLM models, add filters, and re-route branches. Templates are starting points, not locked recipes.

What if I use a different tool than the ones in this template?

Carly connects to 200+ tools, plus a generic HTTP node for any API that doesn't have a native integration. Tell Carly your stack when you send the prompt and she'll pick the right connectors.

Does this run automatically once it's built?

Yes. The trigger at the start of the workflow fires automatically — on a schedule, on an inbound email, on a webhook, on a calendar event, whatever this template specifies. Carly handles the listening; you only step in when a step is gated on you.

Does this workflow cost anything to run?

Running the workflow itself — triggers, tool calls, branches, filters, waits — is free with no per-task fees. You only pay for the AI steps in this template (the LLM nodes that classify, write, or decide). Everything around them runs at no cost.