--- license: Apache-2.0 name: agentic-calendar-coordination description: | AI-powered calendar management and agent-based scheduling coordination. Covers calendar APIs (Google Calendar, CalDAV/iCal), AI scheduling assistants (Reclaim, Clockwise, Motion, Cal.com), building custom calendar agents with MCP, multi-calendar merging, timezone management, focus block protection, meeting fatigue detection, and agent-to-agent meeting negotiation protocols. Activate on: "calendar agent", "AI scheduling", "calendar coordination", "meeting scheduling", "calendar API", "focus time protection", "calendar optimization", "Google Calendar MCP", "Reclaim", "Clockwise", "Motion", "Cal.com", "smart scheduling", "calendar-aware agent", "timezone scheduling", "agent negotiation meetings". NOT for: manual calendar UI component design (use form-validation-architect), project management scheduling or Gantt charts (use project-management-guru-adhd), general time-tracking or pomodoro apps (use adhd-daily-planner for time-awareness), building the agent itself from scratch (use agent-creator). allowed-tools: Read,Write,Edit,Bash,Glob,Grep,WebSearch,WebFetch metadata: category: Productivity & Agents tags: - calendar - scheduling - agent - productivity - google-calendar - timezone - meetings - mcp - coordination - focus-time pairs-with: - skill: always-on-agent-architecture reason: Calendar is a primary context source for persistent agents — event streams feed the memory hierarchy - skill: always-on-agent-inputs reason: Calendar events as contextual signals for agent behavior and energy-level inference - skill: adhd-daily-planner reason: ADHD-friendly scheduling patterns, time-blindness mitigation, and hyperfocus block protection - skill: daemon-development reason: Background daemon for continuous calendar monitoring, conflict detection, and proactive rescheduling - skill: multi-agent-coordination reason: Agent-to-agent meeting negotiation protocols and multi-party scheduling orchestration category: Lifestyle & Personal tags: - calendar - scheduling - coordination - agentic - productivity --- # Agentic Calendar Coordination Build AI agents that negotiate meetings, protect focus time, and infer context from calendar data. Navigate timezone complexity, implement agent-to-agent scheduling, and architect custom calendar logic using Google Calendar API and MCP. ## Decision Points ### When Conflict Detected ``` Incoming meeting request conflicts with existing event ├─ Sender = manager/exec → Auto-accept, suggest moving existing ├─ Meeting = 1:1/urgent tagged → Propose alternative within 24h ├─ Focus block collision │ ├─ Block priority = high (deep work) → Auto-decline │ └─ Block priority = medium → Propose alternative time └─ Double-booking with peer meeting → Counter with 3 alternative slots ``` ### Auto-Decline vs. Propose-Alternative Decision ``` Factors: sender_tier (exec/manager/peer/external) × meeting_type (1:1/team/all-hands) × focus_block_priority If exec + any_type → Always propose alternative If manager + (1:1 OR urgent) → Propose alternative If peer + recurring + low_attendance → Auto-decline If external + no_prior_relationship → Auto-decline with "use calendar link" If during high_priority_focus_block → Auto-decline regardless of sender ``` ### Timezone-Aware Slot Selection ``` Multi-participant scheduling: ├─ All same timezone → Use local working hours (9-17) ├─ 2 timezones, <6h apart → Find overlap window ├─ 2 timezones, >6h apart → Early/late split (one takes 8am, other takes 6pm) └─ 3+ timezones → Propose async alternative OR rotating schedule ``` ### Energy Model Slot Ranking ``` Time of day priority (descending): 1. 9-11 AM (peak cognitive) → Reserve for deep work, decline routine meetings 2. 11 AM-12 PM (sustained focus) → Allow important meetings only 3. 2-4 PM (collaboration sweet spot) → Prefer for team meetings 4. 4-5 PM (wrap-up) → Good for 1:1s, status updates 5. 1-2 PM (post-lunch dip) → Avoid complex meetings ``` ## Failure Modes ### Timezone-Aware Recurring Conflicts **Symptoms**: Weekly 9 AM meeting shows conflicts in winter but not summer; cross-timezone recurring fails after DST change **Detection**: `if recurring_event && timezone_conversion && conflict_pattern_seasonal` **Fix**: Always expand recurring with `singleEvents: true`, convert each instance to UTC for conflict checking, re-evaluate after DST transitions ### Buffer Enforcement Thrashing **Symptoms**: Agent repeatedly reschedules same meeting trying to create buffers; meetings bounce between slots **Detection**: `if same_meeting_rescheduled > 2 times in 24h for buffer_reasons` **Fix**: Lock in meeting after first reschedule, adjust buffer requirements dynamically based on meeting importance ### Energy Model Cold-Start **Symptoms**: New agent schedules meetings at user's worst cognitive times; ignores established patterns **Detection**: `if meeting_satisfaction_score < 3 for meetings_scheduled_by_agent` **Fix**: Bootstrap with explicit user preferences, learn from decline patterns, require 2-week observation period before auto-scheduling ### Schema Bloat Privacy Leak **Symptoms**: Agent shares too much calendar detail with external systems; event descriptions leak to LLMs **Detection**: `if external_api_call contains event.description OR attendee.email` **Fix**: Implement data minimization layer, strip PII before external calls, use free/busy only for scheduling ### Recursive Negotiation Loop **Symptoms**: Two agents endlessly counter-propose; no convergence on meeting time **Detection**: `if negotiation_rounds > 3 && no_accepted_slot` **Fix**: Escalate to human after 2 counters, implement "good enough" acceptance threshold, time-bound negotiations ## Worked Examples ### Cross-Timezone Meeting Negotiation **Scenario**: Your agent (Chicago) needs 30min with peer agent (Tokyo) for API review. Both have energy constraints. **Step 1: Initial Analysis** - Chicago: 9 AM-5 PM CST = 12 AM-6 AM JST (next day) - Tokyo: 9 AM-6 PM JST = 7 PM-4 AM CST (previous day) - Overlap window: 7-8 PM CST = 9-10 AM JST **Step 2: Energy Model Check** - Chicago 7 PM = end of workday (energy: 6/10) - Tokyo 9 AM = peak cognitive hours (energy: 9/10) - Imbalance detected → Need compromise **Step 3: Proposal Generation** ``` Agent Chicago → Agent Tokyo: PROPOSE Slots: [ "2024-03-19T01:00Z" (Chi: 7PM, Tok: 10AM), "2024-03-19T23:00Z" (Chi: 5PM, Tok: 8AM), "2024-03-20T00:00Z" (Chi: 6PM, Tok: 9AM) ] Priority: normal Topic: "API review - timezone complexity discussion" ``` **Step 4: Counter-Proposal** ``` Agent Tokyo → Agent Chicago: COUNTER Reason: "Prefer later Tokyo morning for complex technical discussion" Alternatives: [ "2024-03-19T02:00Z" (Chi: 8PM, Tok: 11AM), "2024-03-20T01:00Z" (Chi: 7PM, Tok: 10AM) ] Constraints: "Need 15min buffer before 11:30 AM JST standup" ``` **Step 5: Resolution** Chicago agent accepts 8 PM CST / 11 AM JST slot, creates event with both timezones in description: "API Review - 8:00 PM CST / 11:00 AM JST+1" **Novice vs Expert**: - Novice: Schedules at Chicago-convenient time without checking Tokyo cognitive hours - Expert: Recognizes energy imbalance, proposes late-in-Chicago-day when Tokyo is fresh ## Quality Gates - [ ] All timestamps stored in UTC internally, converted only at display/API boundaries - [ ] IANA timezone names used throughout (no UTC offset strings like "-05:00") - [ ] Free/busy queries strip event details, sharing only time blocks with external agents - [ ] Buffer enforcement creates minimum 10-15 minutes between consecutive meetings - [ ] Focus blocks marked as "busy" but with lower priority than actual meetings for negotiation - [ ] Energy model considers user's cognitive peak hours and meeting fatigue patterns - [ ] OAuth tokens encrypted at rest with automatic refresh flow implemented - [ ] Rate limiting handles Google Calendar API quotas with exponential backoff - [ ] Recurring events expanded to individual instances before conflict detection - [ ] Multi-calendar merging tested across personal/work calendars with different permissions - [ ] Agent negotiations time-bound with human escalation after failed rounds - [ ] Audit log captures all calendar mutations with rollback capability ## NOT-FOR Boundaries **This skill is NOT for**: - Building calendar UI components → Use `form-validation-architect` - Project Gantt charts or milestone tracking → Use `project-management-guru-adhd` - Pomodoro timers or time tracking apps → Use `adhd-daily-planner` - General agent architecture patterns → Use `agentic-patterns` - Building the base agent framework → Use `agent-creator` **Delegate to other skills when**: - User needs ADHD-specific time management → `adhd-daily-planner` - Building persistent agent memory → `always-on-agent-architecture` - Multi-agent coordination beyond calendar → `multi-agent-coordination` - Background daemon architecture → `daemon-development` This skill focuses specifically on calendar data structures, scheduling algorithms, and meeting coordination logic.