Amy and Andrew have skills

Our AI assistants are constantly learning how to better work with you.

  • Scheduling

    • Schedule a meeting for an agreed-on time

      Amy and Andrew can automatically schedule a meeting for a specific time that you and your guest(s) have already agreed on. Just cue them in on the set time.

      “Amy, please send Laney and I an invite for Friday at 3:30 for coffee.”

      “Andrew, schedule this phone call for Monday at 11am.”

      “Hi Amy, update this invite to have this call at 9:30 am.”

      “Can you please schedule this meeting for Wed at 2pm?”

      Be clear about the exact time of the meeting and that the only action is to get it added to the calendar. Give them the time, any location information and an instruction like add this to our calendarsend us an invite, schedule this for, or set this meeting.

    • Update your meetings

      You can update your meetings in three different ways:

      1. The first is to locate the original email thread that you used to start a meeting and respond directly to Amy and Andrew with any updates you have.
      2. The second way is to respond directly back to the meeting echo email that Amy and Andrew send you as a confirmation of the details of a meeting once they’ve gotten to work.
      3. Finally, you can also respond to the calendar invite that Amy and Andrew send you after they’ve scheduled a meeting.

       

      When updating your meeting you can cancel, reschedule, change the title or notes, add/remove guests, and even change the location!

    • Customize Meeting Titles

      If you’d you’d like Amy and Andrew to use a customized title for a meeting you can cue them in when you send them a request e.g.

      Andrew, title this meeting “Brian/James Westworld Watchathon”

      Amy, the meeting subject is “Board Game Night!”

      Andrew, schedule a call with Morgan, name the meeting “Morgan Interview”

      Amy, schedule a meeting in the office with Rohan, call it “Learning Review”

      Use a trigger word or phrase like title, subject, discuss, called, or name this meeting and be sure to always include quotation marks around the text you want as the title.

    • Set guests as optional

      By default, Amy and Andrew will think of each person on the email chain where you cue them in as a required participant – which means they’ll work with them to find a meeting time. Often times not everyone CC’d in on an email thread is required to hold the meeting, so you can let Amy and Andrew know those people should be optional participants.

      “Amy please set up a meeting at the office next week so we can watch the SpaceX launch. Cary and Jon are optional.”

      “Andrew, find time for us to have coffee for DnD. Mike is optional for this.”

      You can also tell them explicitly who to work with in the meeting e.g.

      “Andrew, schedule a call for Stacy and I next week.”

      This indicates to Amy and Andrew that they should only schedule with Stacy, and all other guest on the email (in “To” or “CC”) will be made optional automatically!

    • Understand timezones

      When setting up a meeting with guest in a different timezone, you should let Amy and Andrew know where they are located using a city or timezone abbreviation, e.g.

      “Amy, schedule a meeting with Raquel, she’s in Paris.”

      “Andrew, schedule a conference call with Dan Q and Penina, they’re in PST.”

      “Amy, set up a Skype meeting with Aquila, she’s in Baltimore.”

      “Andrew, find some time with Alex for a quick call next week, he’s in CEST.”

      With this information, Amy and Andrew will find the best overlap between your timezones. They’ll do all the math for you and offer your guest meeting times in their own  timezone so they don’t need to worry about getting the conversions wrong!

    • Cancel or stop a meeting

      If you’d like Amy and Andrew to stop working on an existing meeting you can send them a direct email from within the chain that used to start the meeting e.g.

      “Amy, cancel this meeting.”

      “Andrew, this meeting is no longer needed.”

      “Amy, stop working on this.”

      “Andrew, can you please cancel this meeting?”

      Alternatively you can also login on my.x.ai and find your meeting via the Meeting History page. From there you can click on the “Cancel Meeting” or “Stop Meeting” button to take your assistant off the case.

    • Reschedule a meeting

      If you’d like Amy and Andrew to reschedule an existing meeting you can let them know by sending them a direct request from within the same email chain or by responding directly to the invite on a scheduled meeting, e.g.

      “Andrew, can you please reschedule this meeting for sometime next week?”

      “Amy, we need to reschedule this meeting.”

      “Andrew, postpone this please.”

      “Amy, please move this to tomorrow”

    • Have your guest choose the meeting location

      Amy and Andrew will ask you where you’d like to meet if you didn’t already specify a location in either your my.x.ai preferences or the initial meeting email. If you’d like Amy and Andrew to be extra polite and ask your guest for a location of their choice, you can cue them in when starting a meeting, e.g.

      “Amy, schedule a coffee next week with Seiya, he can choose the place.”

      “Andrew, schedule a meeting with Jeff. He can choose the location.”

      “Amy, find some time for dinner with Samantha. Let her decide on the place.”

      “Andrew, please schedule a lunch next week. Jen can pick the location.”

      Make sure to use a strong statement of ownership like this to let Amy and Andrew know that your guest is responsible for choosing the location.

    • Add commute time for travel to an in-person meeting

      If you know that you’ll need some extra time to get to a meeting from your office you can cue Amy and Andrew in on how much commute time you’ll need for that meeting, e.g.

      “Amy, schedule a foosball tournament at Alex’s house, I’ll need 30 minutes to get there.”

      “Andrew, schedule a coffee with Julie at her office, please allow for 1 hour of travel time.”

      “Amy, find time for us to meet at Jane’s office. I’ll need 45 minutes of drive time.”

      “Andrew, please include 25 minutes of commute time on this meeting”

    • Work with your guest’s human assistant

      When a guest has an assistant or coordinator, you can cue Amy and Andrew in on who they should work with. Be sure to include both your contact and their assistant or coordinator on the email so they can send an accurate invite to everyone.

      “Andrew, please schedule us a conference call. Matt is coordinating this meeting for Angela and Laurel.”

      “Amy, schedule a meeting at Varun’s office, Nikhil is his assistant.”

      “Andrew, please find us some time next week. Coordinate with Lisa’s assistant, John.”

      “Amy, could you connect with Sam (Gina’s assistant) to schedule this call?”

    • Ignore scheduling hours for a meeting

      When meeting with an important person or a guest in a timezone with a large time difference, you may want to tell Amy and Andrew to ignore your scheduling hours to accommodate them, e.g.

      “Amy, schedule a call with Rick. He’s in Tokyo so you can go outside of my normal hours for this.”

      “Thanks so much for agreeing to meet with me. Andrew, please find a time for us next week, and you can ignore my scheduling hours to accommodate Holly’s schedule.

      “Amy, please ignore my time preferences for this meeting.”

      “Andrew, schedule a call with Sophie, forget about my set hours.”

    • Add reminder meetings to your calendar

      To add a meeting or reminder directly to your calendar, you can ask Amy or Andrew to find you some time during a given time frame or have the send an invite for a specific slot.

      Andrew, please find me sometime next week to file my taxes, title this meeting “Taxes, ugh.”

      Amy, please send me a reminder titled “Game of Thrones” this Sunday at 9pm.

      Make sure to give either a time frame or a specific time for Amy and Andrew so they can get it scheduled.

    • Set the length of a meeting

      You can let Amy and Andrew know how long you’d like a particular meeting to be with a  simple cue. This will override any defaults you’ve set in your preferences for meeting length.

      “Andrew, schedule a 45 minute phone call with John Snow.”

      “Amy, please find us 15 minutes to grab a coffee”

      “Andrew, please make this dinner an hour long.”

    • Follow-up with your guests

      Amy and Andrew will follow-up with your guests a total of 3 times, with a maximum of 2 days between each message. If they don’t hear back after the 3rd try, they will push back to you to see if they should reach out again.

      Email frequency to your guests is dependent on when they think the meeting needs to be. They will follow up more quickly if they are trying to find time within the next couple of days than for a meeting a few weeks out. You can slow down this timeline by providing a timeframe in your request when the meeting doesn’t need to happen right away:

      “Andrew, schedule a call 2 weeks from now.”

      “Amy, find a time next month for us to meet in the office”

    • See "free" and "busy" calendar information

      Amy and Andrew see your calendars and the events on them in terms of “free” vs “busy” times. This means that Amy and Andrew will not book over events that are set to “busy” and will book over events that are set as “free.”

      By default, events on your calendar are set to busy when they’re created, so make sure to check when adding reminders and all day events to your calendars!

    • Schedule group meetings

      Amy and Andrew can schedule group meetings with up to 4 required guests. Just add in all the participants on the “To” or “CC” fields of your email. If you include more than 4 guest on your meeting request, Amy and Andrew will stop working on the meeting and let you know that there are too many participants for them to schedule with.

      If you’d like them to continue working on the meeting, just let them know which of your guests are optional, coordinators, or assistants. Once the number of required guests is 4 or less, they will get to work nailing down a time!

    • Add meeting notes and agendas

      You can cue Amy and Andrew to add a meeting note or agenda on a particular meeting:

      Amy, please add the note “Check in at the front desk and I’ll come get you”

      Andrew, add the note “If you are running late, please call 867-5309”

      Use a trigger word like note, instruction, description, task, or info along with quotation marks around the text you want included.

    • Schedule meetings in Slack

      With our x.ai app for Slack, Amy and Andrew can get to work for you directly from a slack message.

      Type /andrew or /amy, then add your guests (@guest) and any details for your meeting. Once done your guest will receive a notification from your assistants to check their inbox for the meeting details and follow up.

      /amy please schedule a meeting with @johnm sometime next week at the office. Title this “Sales Check-in”

      /andrew find time for me to have coffee with @marcos, title this “Marcos 1:1”

    • Schedule a meeting with you as optional

      Amy and Andrew can schedule a meeting with you as an optional participant. The important restriction to keep in mind is that Amy and Andrew need the calendars of at least one of the required participants in order to schedule the meeting. They need to know what times to propose in order to efficiently schedule the meeting.

      You can cue Amy and Andrew on on the meeting request that you don’t need to be included:

      “Amy, find time for a call next week. I’m optional”

      “Andrew, schedule 30 minutes at the office for Kim and Bill to meet without me.”

      “Amy, can you please set up a zoom conference with John and Noah. I am not needed.”

      “Andrew, schedule a meeting without me next week in the afternoon.”

  • Set Preferences on my.x.ai

    • Default scheduling hours

      Your default scheduling hours should reflect the hours you’d like Amy and Andrew to schedule you for. This can be set individually for each day of the week to reflect your specific preferences.

    • Scheduling hours for activites

      In addition to your default scheduling hours, you can also set preferences for certain activities like breakfast, coffee, lunch, dinner, and drinks. When you cue Amy or Andrew on one of these activities for a meeting, they will use your set time frames to schedule automatically, e.g.

      “Amy, please schedule a lunch for us next week”

      “Adding Andrew here to get coffee set up”

       

    • Default meeting type

      You can set a default location type that Amy and Andrew will use for every meeting unless you tell them otherwise. For example, if you set your default location type to your office, Amy and Andrew will set up every meeting at your office even if you don’t include that in the message.

      e.g : Default location is your office

      You say “Amy, find us a time next week” and Amy will set up a meeting at your office next week.

      You say “Amy, please schedule a call for us on Wednesday” and Amy will override your default for office and set up a call.

    • Default location for activities

      In addition to adding specific scheduling hours for activities, you can also set a preferred meeting location for each. Add your favorite lunch spot or coffee shop so that a cue to meet for that activity will automatically be set up at your favorite place.

      e.g. You save Blue Bottle Coffee, 71 Clinton St, New York, NY 10002 as your coffee location

      You tell Andrew to “Schedule a coffee late in March” and Andrew will use this Blue Bottle location on the invite.

    • Breather time between meetings

      Breather time is the time you have set between meetings. This can be set in 15 minute intervals from 0-30. You can leave some extra time to prepare, or set this to 0 minutes if you want Amy and Andrew to be able to schedule meetings back to back.

      Be careful when you set these!  You may inadvertently block off large parts of your calendar with breather time if you have lots of meetings scheduled or long breather times.

    • Meeting duration preferences

      You can tell Amy and Andrew how long you’d like certain meetings to be by setting preferences for default meeting durations and durations for specific activities.

    • Connect to your Zoom account

      You can connect a Zoom account to x.ai so Amy and Andrew can use a unique link for all of the meetings they set up using that service.

      Instructions to link your Zoom account are here. Then all you have to do is cue Amy and Andrew that you’d like a Zoom meeting!

      “Andrew, set up a Zoom call next week.”

      “Amy, find time for us to connect via Zoom next Wednesday.”

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