How Amy Schedules Your Meetings

Scenario

You and Mary reconnected during Adweek. She follows up a week later to chat more about a partnership opportunity.

1 A meeting request is made

From

Mary <mary@example.com>

To:

Greg <greg@example.com>

Subject

Coffee?

Hi Greg,

It was nice to meet you during Adweek. Do you have a little time for coffee to continue our conversation? I can swing by somewhere close to your office.

Thanks,

Mary

2 You reply and cc: Amy

From:

Greg <greg@example.com>

To:

Mary <mary@example.com>

CC:

Amy <amy@x.ai>

Subject

Re: Coffee?

Sure, Mary.

Amy, can you find 30 minutes for coffee at my office?

Cheers,

Greg

3 Amy emails with your guest

From:

Amy <amy@x.ai>

To:

Mary <mary@example.com>

Subject

Re: Coffee?

Hi Mary,

Happy to get something on Greg's calendar.

Does Tuesday, Mar 3 at 11:00 AM PST work? Alternatively, Greg is available Tuesday, Mar 3 at 4:00 PM PST or Tuesday, Mar 10 at 11:00 AM.

Greg's office is at 77 Geary Street, Suite 500, San Francisco, CA.

Amy
From:

Mary <mary@example.com>

To:

Amy <amy@x.ai>

Subject

Re: Coffee?

Amy,

Mornings are not so good. So 11am slots are out.

4pm I can do.

Thanks,

Mary
From:

Amy <amy@x.ai>

To:

Mary <mary@example.com>

Subject

Re: Coffee?

Hi Mary,

Thanks for letting me know. I'll send out an invite.

Amy

4 Amy sends the meeting invite to both you and your guest(s)

Mary, Greg | Coffee

When Tue Mar 03, 2015 4:00pm – 4:30pm PST
Where 77 Geary Street, Suite 500, San Francisco, CA | Greg’s Office
Who
- Greg Morgan Host
- Mary Adler Guest
- Amy Ingram Assistant to Greg

Invitation from x.ai — a personal assistant who schedules meetings for you

Scenario

It’s been awhile since you and a college buddy caught up. He’s in the city so you want to link up for a few drinks.

1 A meeting request is made

From

Matt <matt@example.com>

To:

John <john@example.com>

Subject

Let’s catch up soon?

Hi John,

I’m going to be in town for a few days. I'd love to catch up if you've got the time!

Thanks,

Matt

2 You reply and cc: Amy

From:

John <john@example.com>

To:

Matt <matt@example.com>

CC:

Amy <amy@x.ai>

Subject

Re: Let’s catch up soon?

Hey Matt!

Definitely. Let’s try to set up dinner / drinks later on in the week. Amy can find a time for us.

Cheers,

John

3 Amy emails with your guest

From:

Amy <amy@x.ai>

To:

Matt <matt@example.com>

Subject

Re: Let’s catch up soon?

Hi Matt,

Happy to get something on John's calendar.

Does Monday, Mar 16 at 7:00 PM work? Alternatively, John is available Tuesday, Mar 17 at 7:00 PM or Wednesday, Mar 18 at 7:00 PM.

John likes Keens Steakhouse, 72 West 36th Street, New York, NY 10018.

Amy
From:

Matt <matt@example.com>

To:

Amy <amy@x.ai>

Subject

Re: Let’s catch up soon?

Hi! What's his avail on the 30th?
From:

Amy <amy@x.ai>

To:

Matt <matt@example.com>

Subject

Re: Let’s catch up soon?

Hi Matt,

Would Monday, Mar 30 at 6:00 PM work? John is also available Monday, Mar 30 at 7:00 PM or Tuesday, Mar 31 at 7:00 PM?

Amy
From:

Matt <matt@example.com>

To:

Amy <amy@x.ai>

Subject

Re: Let’s catch up soon?

That works! Thanks Amy!
From:

Amy <amy@x.ai>

To:

Matt <matt@example.com>

Subject

Re: Let’s catch up soon?

Hi Matt,

Thanks for letting me know. I'll send out an invite.

Amy

4 Amy sends the meeting invite to both you and your guest(s)

Matt, John | Drinks - Kadooboo Media

When Mon Mar 30, 2015 6:00pm – 7:00pm EST
Where 72 West 36th Street, New York, NY 10018 | Keens Steakhouse
Who
- John Smith Host
- Matt O'Connor Guest
- Amy Ingram Assistant to John

Invitation from x.ai — a personal assistant who schedules meetings for you

Scenario

You want to review the latest design mocks with Sara and Kyle from the new agency.

1 A meeting request is made

From

Kyle <kyle@example.com>

To:

Brian <brian@example.com>

Cc:

Sara <sara@example.com>

Subject

Brief Call

Brian,

Just following up on my last email to you. Do you think you might be available for a brief call with you, Sara and myself?

Thanks,

Kyle

2 You reply and cc: Amy

From:

Brian <brian@example.com>

To:

Kyle <kyle@example.com>

Cc:

Sara <sara@example.com>

CC:

Amy <amy@x.ai>

Subject

Re: Brief Call

Hey Kyle,

Thanks for the follow-up and sorry for the delayed response. I've been underwater with two new investments, but let's find time late next week to catch up.

Amy can coordinate a quick call.

Best,

Brian

3 Amy emails with your guests

From:

Amy <amy@x.ai>

To:

Sara <sara@example.com>

Subject

Re: Brief Call?

Hi Sara,

Happy to get something on Brian's calendar. Does Monday, Mar 23 at 1:00 PM EDT work? Alternatively, Brian is available Monday, Mar 23 at 1:30 PM EDT or 4:00 PM.

I'll include the dial-in on the invite.

Amy

From:

Amy <amy@x.ai>

To:

Kyle <kyle@example.com>

Subject

Re: Brief Call?

Hi Kyle,

Happy to get something on Brian's calendar. Does Monday, Mar 23 at 1:00 PM EDT work? Alternatively, Brian is available Monday, Mar 23 at 1:30 PM EDT or 4:00 PM.

I'll include the dial-in on the invite.

Amy
From:

Kyle <kyle@example.com>

To:

Amy <amy@x.ai>

Subject

Re: Brief Call

Thanks, Amy

Is there any chance Brian could do a call this week or next? We are trying to plan for a class on April 3rd and March 23rd cuts things pretty close.

Sara will coordinate for the both of us. We’d be grateful for your flexibility.
From:

Amy <amy@x.ai>

To:

Sara <sara@example.com>

Subject

Re: Brief Call

Hi Sara,

Unfortunately, those times don't work for Kyle. Would Thursday, Mar 12 at 10:00 AM EDT work? Brian is also available Friday, Mar 13 at 10:00 AM EDT or Monday, Mar 16 at 2:30 PM.

Amy
From:

Sara <sara@example.com>

To:

Amy <amy@x.ai>

Subject

Re: Brief Call

Amy,

All those times work for us. Thanks.
From:

Amy <amy@x.ai>

To:

Sara <sara@example.com>

Subject

Re: Brief Call

Hi Sara,

Thanks for letting me know. I'll send out an invite.

Amy

4 Amy sends the meeting invite to both you and your guest(s)

Kyle (2), Brian | Conference Call

When Thu Mar 12, 2015 10:00am – 10:20am EDT
Where Conference call | (858) 617-8489 | Pin: 12345
Who
- Brian Meng Host
- Kyle Johnson Guest
- Sara Brown Guest
- Amy Ingram Assistant to Brian

Invitation from x.ai — a personal assistant who schedules meetings for you

Scenario

You want to ensure Amy takes into consideration your scheduling hours, office location, conference line, etc when she schedules meetings

1 You email Amy your preferences at any time

From

Matt <matt@example.com>

To:

Amy <amy@x.ai>

Subject

Email Preferences

Hi Amy,

I take meetings at my office the most - x.ai, 25 Broadway, 9th floor, New York, NY 10004. Please never schedule anything before 10AM on Monday to Thur and nothing after 7PM.

I normally take lunch around 1PM so give me an hour and don’t schedule any then.

Also, leave 15 min between in person meetings for me.

Thanks

2 She responds confirming all of your preferences

From:

Amy <amy@x.ai>

To:

<matt@example.com>

Subject

Re: Email Preferences

Thanks for letting me know. I've updated your preferences to include the following:

Your scheduling hours are:

Mon: 10 AM to 1 PM, 2 PM to 7 PM
Tues: 10 AM to 1 PM, 2 PM to 7 PM
Wed: 10 AM to 1 PM, 2 PM to 7 PM
Thrs: 10 AM to 1 PM, 2 PM to 7 PM
Fri: (unavailable)
Sat: (unavailable)
Sun: (unavailable)

Your meeting buffer times:

Default in-person: 15 minutes
Default call: None

Amy

Protip: setting preferences

Scenario

You’ve already confirmed a meeting (or event) and just need Amy to add it to your calendar

1 Email Amy with details

From

Anthony <anthony@example.com>

To:

Amy <amy@x.ai>

Cc:

Julia <julia@example.com>

Subject

Subject: Re: Chris <> Anthony and Julia

Amy, add a call for us at 2pm tomorrow. Julia can call my cell phone

Anthony Wen

---------- Forwarded message ----------

From: "Anthony Wen"
Subject: Re: Chris <> Anthony and Julia To: "Chris Matthews" Cc: "Julia Henderson"
Date: Tue, Jul 21, 2015 at 2:48 PM -0700, "Chris Matthews" wrote:

917.819.6312 - No PIN conference line

— Anthony Wen

2 Amy adds it to your calendar

Julia, Anthony | Conference Call - Webmade

When Mon Mar 30, 2015 6:00pm – 7:00pm EST
Where Conference call | 917.819.6312 - No PIN
Who
- Anthony Wen Host
- Julia Henderson Guest
- Amy Ingram Assistant to Anthony Wen

Invitation from x.ai — a personal assistant who schedules meetings for you

How it works

The examples below illustrate how easily you can introduce Amy and have her schedule your meetings.

Scenario

Mary, Greg | Coffee

Scenario

Matt, John | Drinks - Kadooboo Media

Scenario

Kyle (2), Brian | Conference Call

Scenario

Protip: setting preferences

Scenario

Julia, Anthony | Conference Call - Webmade

Andrew Ingram

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