Automation for assistants and chiefs of staff · Runs when a calendar meeting is added, moved, or canceled
Calendar conflict alerts
Alerts for scheduling conflicts, with reschedule emails drafted to fix them. Your assistant runs it when a calendar meeting is added, moved, or canceled and tells you when something needs your attention.
Calendar conflict alerts — Sep 17
Automation run • Sep 17
Calendar conflict alerts
Output
Pia, a new calendar event created a direct double booking on Maya Calder's calendar in Google Workspace.
A meeting with Bram Ives from Kestrel & Finch was added for Friday, September 18 at 10:00 AM Portland time. This overlaps directly with Maya's standing one-on-one with Lena Vale.
To protect the standing internal review for Harbor & Pine operations, a reschedule email to Bram Ives has been drafted. The message is waiting in drafts in Google Workspace for you to review and send. Nothing on Maya's calendar has been changed or removed.
Draft email to Bram Ives (bram@example.com)
Subject: Rescheduling our Harbor & Pine discussion
Hi Bram,
Thank you for organizing time to connect on the Kestrel & Finch wholesale partnership. An existing commitment creates a conflict on Friday, September 18 at 10:00 AM Portland time.
Could we shift our conversation to one of these open windows?
- Friday, September 18 at 1:30 PM Portland time
- Friday, September 18 at 3:00 PM Portland time
- Monday, September 21 at 11:00 AM Portland time
Please let me know if any of these options suit your schedule.
Best, Pia Wren Harbor & Pine
Automation steps. Your assistant follows these 3 steps each time it runs, using your connected email and calendar.
- 01
When the calendar changes, decide whether it's a real problem: a double booking (especially over a standing one-on-one, focus block or external meeting), a key meeting moved or declined by the other side, an in-person meeting with no time to get there, an important meeting missing a location or dial-in, or anything booked outside working hours or over time off.
- 02
Tell me only what genuinely matters, ranked, with what's wrong and why, and skip repeats.
- 03
For a real conflict, protect the more important commitment and draft a reschedule email proposing three open times.
Adjust the automation in chat
Tell your assistant what to do differently and it sets up that version for you.
- Only flag conflicts that involve external clients or board members.
- Prioritize external client calls over internal one-on-ones when drafting reschedules.
- Draft reschedule requests with four open options instead of three.
Results arrive as a message from your assistant. Each run posts to your conversation with your assistant, and can email you too. The automation keeps a log in your knowledge base and reads it before each run to see what has changed.
What starts this automation
Runs when a calendar meeting is added, moved, or canceled.
Only useful reports
When nothing needs attention, the run says so in a line or stays quiet. When there are findings, you get them with a link to the full run.
What it does on its own
Flags conflicts and drafts reschedule emails. Never changes your calendar, and every email waits for you to send. An automated run has no tool that sends, posts, shares, or deletes anything.
This automation reads your email and calendar. Connect Google Workspace or Microsoft 365 to Fieldwork. The automation uses whichever you connect.
More automations for assistants and chiefs of staff.
Questions about this automation.
- How do I set this up?
- Open your assistant on the Agents page in Fieldwork, locate Calendar conflict alerts in the job library, and choose Add. If Google Workspace or Microsoft 365 is not connected yet, the setup card prompts you to link your calendar and email first. It starts monitoring as soon as your calendar changes, which you can adjust during setup.
- Does it move events or send emails automatically?
- No, it never modifies your calendar, deletes meetings, or sends messages to participants. It flags genuine conflicts and places proposed reschedule messages into your drafts folder for your manual review.
- Where do results arrive?
- Alerts arrive as a message in your conversation with your assistant, and they can also be delivered to your email inbox. When a calendar modification creates no scheduling problems, the assistant stays quiet.
- How does the assistant decide which meeting to reschedule?
- It assesses the nature of the commitments, protecting fixed external partner discussions, executive sessions, and standing one-on-ones. If you prefer to rank certain people or event categories differently, ask your assistant in chat to modify the prioritization rules.
Security first
No training on your data
Neither we nor our model providers train on your data. Inference runs with zero retention wherever the provider supports it.
Access
Agents only see what the person asking can see. Conversations, files, apps and connections stay private until shared, and admins have no way into conversations.
Encryption and isolation
Data is encrypted at rest and in transit. Each user's code runs in its own microVM, and secrets reach models by name only.
Continuity
Continuous backups, replicated to a second region. Data is exported on request and deleted within 30 days of a contract's end.