Connect x.ai to Airtable to create a powerful meeting management dashboard
x.ai solves a lot of problems that other calendar services don’t, like easily creating new events over email, standardizing your meeting schedules, protecting productivity time, the list goes on. With x.ai + Zapier you are a few steps away from turning your basic Google or Outlook calendar into a fully customized application that empowers you to review your calendar engagements, track metrics, and trigger useful automations like invoicing and new contracts.
In a series of guides, I’ll show you how to spice up your calendar by connecting x.ai to Airtable. This combination creates a powerful meeting dashboard from which the sky is the limit for you and your teams. But first…
What is Airtable?
If you haven’t heard, Airtable is a powerful no-code database tool that can create applications and customized workflows. I’ve used Airtable over the past 7 years to manage everything from my Thanksgiving shopping list and apartment maintenance requests, to editorial teams for magazines, blogs, and newsletters.
At Stackrie, we’ve built recruiting CRM’s for thousands of candidates, social media calendars, and non-profit donor tracking apps using Airtable. For this post’s purposes, we’ll build a dashboard to track new meetings. This will allow Airtable to function as a hub for meetings booked with x.ai. Whether you’re using x.ai to coordinate your freelance calendar or manage a sales team, the base we’re building can help.
What do you need?
- An Airable Account (There’s a free tier 😉)
- A Zapier Account
- An x.ai Account – at least the individual subscription.
- 30 minutes
Creating A Dashboard In Airtable
- Setup Zapier by authorizing x.ai
- Pull a sample meeting into Zapier
- Record the data that Zapier is collecting from x.ai
- Update your Airtable database with columns to track each of the fields
- Customize your data types
Getting Zapier Setup – Steps 1-3
The team at x.ai has created this handy guide to help you connect to Zapier. If you’re comfortable reading JSON, then you can skip to step 4. But for everyone else, create a new trigger from x.ai. We’ll start with the “New Meeting Scheduled” Trigger Event.
Choose your account and then, select “Test Trigger.” The information Zapier finds is what we’ll use
Setting Airtable Up – Steps 4-6
Pro-Tip: You can snag my Meeting Tracker from the Airtable Universe to make this part easier. This template includes all of the basic fields needed to track meetings. Now it’s time to create a new base in Airtable.Make a list of the responses you see from your test that you want to track. Here are a few that I recommend:
ID Meeting Title Meeting State Location Meeting Start Time Meeting End Time Reschedule URL
Next, you’ll want to create columns in Airtable for each of these fields. Make sure that you change your field types to match the type of data that you will be filling in with the zap, for example, change the Meeting Start Time field to a Date and include a time field.
If you have a custom field enabled for your form, make sure to create a column to track responses for that as well.
Now you’re ready to connect x.ai to Airtable. Next up is part two, where we’ll create a new record each time a meeting is scheduled.
Enoma is a writer, speaker, and entrepreneur who loves to empower makers and creators to do good, and do it well. She runs Stackrie, an automation consulting firm helping small teams with big goals get stuff done—with less manual effort.