Calendar and Scheduling Agent Rules
Write the rules for an agent that proposes meetings and protects focus time.
Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it (what [VERIFY] means).
Write the rule set for a scheduling agent. My working hours and time zone: [WORKING_HOURS_AND_ZONE]. Protected blocks: [PROTECTED_BLOCKS]. Meeting types and preferred lengths: [MEETING_TYPES]. People who get priority: [PRIORITY_PEOPLE]. Tools: [CALENDAR_TOOLS]. Provide: a priority ladder for conflicts; rules for proposing times (never within 15 minutes of another meeting, at most three options, in the other person's time zone and mine); how to handle requests that arrive with no purpose (ask for one line); how to decline politely with a template; and when the agent must ask me (anything outside hours, with a new external party, longer than 60 minutes, or over a protected block). Write templates for proposing times, rescheduling, declining and confirming. Add a daily summary format the agent sends at the end of the day (what moved, what was declined, what needs me). Test the rules on five invented requests and show the outcome with the rule used. Mark calendar features I did not mention as [VERIFY] rather than assuming they exist.
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Request: 'Can we meet Thursday afternoon?' from an external contact, 45 minutes. Check: Thursday 13:00 to 17:00 has one free block 14:00 to 15:00 (protected focus block until 15:00); the rule says external meetings need approval and protected blocks need approval. Draft to the contact (agent): 'Thursday at 15:15 or Friday at 10:00 would work for 45 minutes. Which suits you?' Times are shown in both time zones. Daily summary: moved none, declined none, needs you: 1 external request. Rule used: external meetings never go inside protected blocks without approval; the agent proposes at most three times, always in both time zones, and asks me before declining anything from my manager.
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