Scheduling meetings shouldn't require back-and-forth emails or jumping between your CRM and calendar. With SalesSheet.ai, you simply tell the AI who you want to meet with and when, and it handles everything - checking availability, sending invites, and logging the meeting in your CRM.
This guide walks you through using AI to schedule meetings, propose time options, and ensure everyone gets the right calendar invite automatically.
Before you begin
- Connect your calendar in Settings > Integrations (Google Calendar, Outlook, etc.)
- Ensure contacts have valid email addresses in the CRM
- Set your working hours and timezone in Settings > Preferences
Request a Meeting
Tell the AI who you want to meet with, when, and for how long. The AI understands natural language, so you can be as casual or specific as you like:
Example requests:
- "Schedule a 30-minute demo with Sarah Johnson next Tuesday afternoon"
- "Set up a call with the Acme Corp team tomorrow at 2pm"
- "Book an hour with Michael Chen sometime next week"
- "Schedule our weekly check-in with the sales team every Monday at 10am"
- "Find time for a quick 15-minute sync with Jennifer before Friday"
If you don't specify a time, the AI will suggest options based on your calendar availability and the contact's typical working hours (if known).
Review Time Suggestions
The AI checks your calendar for availability and proposes optimal meeting times. If you specified a time, it will confirm that slot is available. If you were vague ("sometime next week"), it will offer 3-5 specific time options:
Example AI response:
"I found these available times for a 30-minute meeting with Sarah Johnson next week:
- Tuesday, Feb 20 at 2:00 PM
- Wednesday, Feb 21 at 10:30 AM
- Thursday, Feb 22 at 3:00 PM
Which works best for you?"
The AI considers your existing meetings, buffer time between appointments, and respects your defined working hours. It won't suggest 8am slots if you've indicated you start at 9am.
You can also ask the AI to check specific times: "Is Thursday at 4pm open?" or "What about Friday morning instead?"
Confirm and Create the Meeting
Once you've selected a time, confirm with the AI and it will create the calendar event:
- "Book the Tuesday 2pm slot"
- "Let's go with Wednesday morning"
- "Thursday at 3pm works, schedule it"
The AI creates a calendar event with:
- Title: Contextual title like "Demo with Sarah Johnson" or "Acme Corp Team Call"
- Attendees: Automatically includes the contact(s) from your CRM
- Duration: The length you specified (defaults to 30 minutes)
- Description: Relevant context from the deal or contact notes
- Video Link: Optional Zoom, Google Meet, or Teams link if configured
The meeting is added to both your calendar and the contact's timeline in the CRM, ensuring a complete activity record.
Send Calendar Invites
After creating the meeting, the AI automatically sends calendar invites to all attendees. The invite includes:
- Meeting title and time in the recipient's timezone
- Add to calendar link (Google, Outlook, Apple Calendar)
- Video conference link if applicable
- Agenda or notes if you've provided them
Attendees receive the invite via email and can accept or propose alternative times. If they propose a new time, the AI notifies you and can help reschedule.
For internal team meetings, the AI can skip the formal invite and just add it to everyone's calendars directly if you prefer: "Just add this to our calendars, no invite needed."
Reschedule or Cancel (If Needed)
Plans change. The AI makes it easy to adjust meetings:
Rescheduling:
- "Move my meeting with Sarah to next Wednesday instead"
- "Reschedule the Acme demo to Friday at 11am"
- "Push back the team call by 30 minutes"
Canceling:
- "Cancel my 2pm meeting today"
- "Remove the meeting with Michael tomorrow"
The AI updates the calendar event and automatically notifies all attendees of the change or cancellation, so everyone stays in sync.
Pro Tip
For recurring meetings with the same people, tell the AI once and it will set up the series: "Schedule a weekly 1-on-1 with Jennifer every Thursday at 3pm." The AI will create recurring events and adjust for holidays or conflicts. You can also create meeting templates: "Save this as my standard customer demo setup" and reuse it with "Schedule a demo with the new lead using my standard template."
What to Expect
When scheduling with AI, you'll experience:
- Instant availability checks across your entire calendar
- Smart time suggestions that avoid back-to-back meetings
- Automatic timezone detection for attendees in different locations
- Meeting context pulled from CRM (deal stage, recent emails, notes)
- Integration with Zoom, Google Meet, or Microsoft Teams for auto-generated video links
- Meeting reminders configured based on your preferences
- Post-meeting follow-up suggestions based on what was discussed
Troubleshooting
This can happen if your calendar isn't fully synced or if you have tentative events. Check Settings > Integrations to ensure your calendar connection is active. The AI respects confirmed events but may suggest times over tentative holds. You can also tell the AI about blocks: "I'm not available before 10am on Tuesdays."
Verify that the contact has a valid email address in their CRM record. Check your email integration status in Settings > Integrations. Sometimes invites go to spam, so ask attendees to check their junk folder. You can resend by telling the AI: "Resend the invite for tomorrow's meeting with Sarah."
Simply tell the AI: "Add Marcus to tomorrow's meeting with Acme Corp" or "Include the whole team on the Friday demo." The AI will update the event and send an invite to the new attendees while notifying existing attendees of the change.