A personal AI assistant for calendar, email, and company knowledge

One AI assistant manages your calendar, email, and tasks, and answers questions using your company's own documents.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig(("user sends chat message")):::human s0["Receive request in chat"]:::task s1["Determine request type"]:::task s2["Carry out matching action"]:::svc s3["Deliver response in chat"]:::task trig --> s0 s0 --> s1 s2 --> s3 gx{"× what kind of request"}:::gate s1 --> gx p00["Check or update calendar"]:::task gx -->|"Calendar request"| p00 p10["Draft or send email"]:::task gx -->|"Email request"| p10 p20["Search company documents"]:::task gx -->|"Knowledge question"| p20 jn{"○ return result"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s2 out[/"answer or action completed"/]:::out pay{{"one assistant for scheduling email and knowledge"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
A stepAn outside serviceA personOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsAI Chatbots & AssistantsSpreadsheet & Database Ops
Connects
GmailGoogle CalendarGoogle ContactsGoogle TasksGoogle SheetsGoogle Gemini

The problem it solves

You bounce between your inbox, calendar, task list, and old documents just to answer one question or schedule one meeting. Finding the right note or file buried in your records takes longer than actually doing the work.

Who it fits

Business owners or team leads who want one assistant to handle scheduling, email, and internal knowledge.

How it works

  1. You ask the assistant a question or give it a task in chat
  2. It checks your calendar, email, or tasks depending on what you asked for
  3. For company knowledge questions, it searches your documents in a connected knowledge base
  4. It carries out the action directly, like creating an event or drafting an email
  5. You get an answer or confirmation without leaving the chat
What you get

Questions answered without switching apps

Ask one assistant to check your calendar, draft an email, or pull an answer from your company's documents, all in one chat.

What you get

Completed calendar events, emails, or tasks, plus direct answers pulled from your company's documents.

What you need

A Google Workspace account and a Google Gemini API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Manage tasks, email, calendar and expenses from WhatsApp

A WhatsApp AI assistant manages your tasks, calendar, email, contacts and expenses from one chat.

Advanced

Talk to a personal AI assistant that manages email and your calendar

Chat naturally with an AI assistant that can check email, find contacts, and schedule meetings for you.

Advanced

Send emails and schedule meetings by texting an AI assistant

Text an AI assistant on Telegram to send emails, book calendar events, or look up a contact, hands-free.

Advanced

A multi-modal AI assistant for email, calendar, and tasks

Send text, voice, photos, or documents to one chat assistant and AI routes each request to the right tool automatically.

Advanced
Back to the AI Playbook