Schedule a meeting across time zones

This workflow finds a time that works for you and a colleague in another time zone and sends them a calendar invitation.

Planned

Not available yet. Olyvr can read your Google Calendar through the built-in Google Calendar plugin, but that connection is read-only, so it can’t create events or send invitations. It also can’t check a colleague’s free time unless their calendar is shared with your account. The steps below describe how it is intended to work.

Today you can ask Olyvr which times are free in your own calendar for a given window, then create the event yourself.

What you need

• A Google account connected in Memory Data Sources, with Calendar access. An account connected before Calendar access was added must sign in with Google again.
• The calendars you want checked, visible to your account.
• Once available: permission to create events.

Ask Olyvr

Find a 30-minute slot for Maya and me on 3 November between 9am and noon Los Angeles time, then invite her.

Give an exact date. “Next Tuesday” is easy to misread across time zones.

What Olyvr does

When this is available, Olyvr will:

1. Work out which Maya you mean and which calendar to use. If her address is ambiguous, it asks.
2. Check busy times for both of you. If it can’t see her availability, it says so instead of calling a slot free.
3. Offer the free slots in your window.
4. Show the date, the time in both time zones, the duration and the attendees for the slot you pick.
5. Wait for your approval, create one event, and read it back.

Check the result

• One new event in your calendar, at the time you approved, for 30 minutes.
• Maya receives one invitation, and it shows the right local time for her.
• Around daylight saving changes, check both times again. The US and UK change their clocks on different dates.

If something goes wrong

These are the cases the planned version is meant to handle:

• No free slot in the window: Olyvr says so and asks whether to widen it.
• The event was created but Olyvr didn’t get a reply: it checks your calendar before trying again, so you don’t get two events.