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Email Meeting Scheduler
https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image4_emailmeetingschedulerv5clock216px.png

Email Meeting Scheduler

by Arpatech

Free Trial

Manage your incoming meeting requests via an email by automating calendar checks and responses

  • Listens automatically for new meeting-request emails in a configured Outlook mailbox — no manual triggers, no copy-paste.
  • Powered by AI Builder (must be enabled in your environment before installing) to extract the requested date, time, and duration from natural-language email text — no rigid syntax required.
  • Reads time zones directly from the email — recognizes abbreviations (PKT, EST, CET), IANA names (Asia/Karachi), Windows display names, and numeric offsets (+05:00, GMT+5). Falls back gracefully to your configured default only when nothing is detected.
  • Interprets the requested time as written (no strict format), applying your configurable default year when none is provided, and optionally rolling past dates forward by one year.
  • Auto-detects multiple attendees from the To and Cc fields, email addresses inside the body, and even names mentioned in plain text (e.g., "loop in Sara and Bilal") — resolved against your Office 365 directory and added to the invite as required participants.
  • Checks calendar availability across all attendees in the requested window, not just the sender's, so suggested slots work for the whole group.
  • Books instantly when free — creates the calendar event, invites everyone detected, and sends a branded "Booked" confirmation email to the requester.
  • Suggests smart alternatives when busy — replies with three alternate slots on the same day (or the next working day if needed), every one of them strictly inside your configured working hours.
  • Respects working hours as hard boundaries — EMS will never propose meetings before Workday Start or ending after Workday End, eliminating awkward 7 AM or after-hours suggestions.
  • Honors a configurable lead time so the first suggestion is never uncomfortably close to "right now."
  • Time-zone-aware reply emails — outbound messages render times in the zone detected from the email (or your default), while Outlook still auto-converts the calendar invite to each attendee's own local time.
  • Fully configurable via environment variables — default year, fallback meeting duration, working hours, display time zone, suggestion count, lead time, roll-past-to-next-year toggle, and fully customizable Booked/Busy email HTML templates.
  • Backwards-compatible upgrade path — existing v1.2 configurations continue to work; new capabilities activate as soon as the updated extraction schema is applied.

  • Works best with explicit date and time phrasing — e.g., "Let's have a call on 7 Nov at 12 pm CET with alice@company.com" — though EMS handles informal language well.

    • At a glance

    https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image0_Screenshot13311280x720.png
    https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image6_Screenshot13321280x720.png
    https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image5_Screenshot13331280x720.png
    https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image2_EMSAltTimesReply1280x720.png