All templates By NappAI team Cancel meetings and reschedule
This automation cancels meetings in your calendar for the specified period. It automatically sends a formal email to all participants to notify them and propose a rescheduling.
graph TD
%%{init: {'theme': 'mc','layout': 'elk'}}%%
ChatInput-pe90x[<div><img alt="logo" src="/_astro/messages-square.BaSDmT6g.svg" style="height: 20px !important;width: 20px !important"/></div>Chat Input]
style ChatInput-pe90x stroke:#a170ff
ChatOutput-yqlkv[<div><img alt="logo" src="/_astro/messages-square.BaSDmT6g.svg" style="height: 20px !important;width: 20px !important"/></div>Chat Output]
style ChatOutput-yqlkv stroke:#a170ff
googlecalendarcomponent-z17kk[Delete Meetings]
style googlecalendarcomponent-z17kk stroke:#a170ff
GmailMesageComponent-6bkp5[<div><img alt="logo" src="/_astro/gmail.CLxyIGOu.svg" style="height: 20px !important;width: 20px !important"/></div>Google Gmail Message]
style GmailMesageComponent-6bkp5 stroke:#a170ff
googlecalendarcomponent-row0d[Get Meetings]
style googlecalendarcomponent-row0d stroke:#a170ff
GoogleGenerativeAIModel-gedou[Gemini]
style GoogleGenerativeAIModel-gedou stroke:#a170ff
AdvancedAgent-tb9b3[Agent2]
style AdvancedAgent-tb9b3 stroke:#a170ff
ChatInput-pe90x -.- AdvancedAgent-tb9b3
linkStyle 0 stroke:#a170ff
AdvancedAgent-tb9b3 -.- ChatOutput-yqlkv
linkStyle 1 stroke:#a170ff
googlecalendarcomponent-z17kk -.- AdvancedAgent-tb9b3
linkStyle 2 stroke:#a170ff
GmailMesageComponent-6bkp5 -.- AdvancedAgent-tb9b3
linkStyle 3 stroke:#a170ff
googlecalendarcomponent-row0d -.- AdvancedAgent-tb9b3
linkStyle 4 stroke:#a170ff
GoogleGenerativeAIModel-gedou -.- AdvancedAgent-tb9b3
linkStyle 5 stroke:#a170ff
🧩 Overview
The workflow automates the cancellation of all calendar events within a user‑specified period. It parses natural‑language time ranges, retrieves the relevant meetings, sends a formal notification email to every participant, removes the events from the calendar, and finally confirms completion to the user.
⚙️ Main Features
- Parses natural‑language time periods into concrete start‑and‑end dates.
- Retrieves all meetings scheduled within the defined time window.
- Sends a single cancellation email to every participant of each meeting.
- Deletes each cancelled event from the user’s calendar.
- Communicates a concise “Process completed” message to the user.
🔄 Workflow Steps
| Component Name | Role in the Workflow | Key Inputs | Key Outputs |
|---|---|---|---|
| Chat Input | Accepts the user’s query in natural language. | Text message from the user. | Structured message containing the user’s prompt. |
| Gemini Model | Interprets the user’s prompt and orchestrates the agent’s actions. | Prompt text, system prompt, and model configuration. | Translated intent and prepared agent response. |
| Agent | Orchestrates tool usage: time‑range interpretation, event retrieval, email notification, and event deletion. | Prompt, system prompt, language model, and the three tools. | Final response message. |
| Get Meetings | Retrieves all events that fall between the interpreted start and end dates. | Operation = Get, start date, end date. | List of event objects. |
| Gmail Message | Sends a single email to all participants of a meeting. | Operation = Send Message, recipient list, subject, body. | Confirmation of email sent. |
| Delete Meetings | Removes a specified event from the calendar. | Operation = Delete, event identifier. | Confirmation of deletion. |
| Chat Output | Displays the agent’s final reply to the user. | Final response text from the agent. | Message shown in the chat interface. |
🧠 Notes
- The system prompt defines a strict cancellation workflow, ensuring consistency across all meetings.
- Time‑range interpretation is performed by the Gemini model before invoking the calendar tool.
- Each meeting is processed sequentially: email is sent first, and only after a successful send is the event deleted.
- The Gmail tool requires valid email addresses for all participants; if any address is missing, the email will fail and the event will not be deleted.
- The workflow operates within the user’s Google Calendar; credentials must be configured for both Google Calendar and Gmail.
- The agent is stateless between runs unless the “Use memory” option is enabled; in that case the state is persisted across iterations.
- The final “Process completed” message is delivered via the chat output component and does not contain any sensitive data.