Meeting Capture & Calendar Automation
A scheduling workflow that turns meeting instructions sent in a team chat into Google Calendar events, with the trigger narrowed and the date handling pinned so that the automation acts only on the messages it should.
- my role
- Workflow design, configuration and testing
- industry
- Business operations and productivity
- status
- in development
note — this system holds sensitive client data, so it is described without naming the client, without a link, and without screenshots of real records.
The problem
Meeting details arrived as chat messages. Someone then had to read the message, work out the date, the time and who it involved, and type it into Google Calendar by hand. The information already existed in a structured-enough form; the cost was a person re-entering it, and the risk was that a message was read late or not at all.
What was needed
A workflow that recognises a meeting instruction among ordinary conversation, extracts the details and creates the calendar event without a person in the middle — conservative enough that ordinary chat never creates events, with reminder behaviour as an intended capability.
What I built
A trigger-driven workflow connecting the team chat to Google Calendar. A new message in one specific chat starts the run; the message is filtered before anything downstream sees it; the meeting details are extracted; the values that decide when the event lands are mapped explicitly rather than inferred; and a calendar event is created from them.
Most of the engineering is not the extraction step. It is the filtering in front of it and the deterministic mapping behind it — the parts that decide whether the automation runs at all, and whether the event lands on the right day.
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