Hi there,
I’m seeking assistance in evaluating and possibly building a bot or automation tool that can track meeting requests and invitations from Outlook and sync or log relevant data into a shared calendar or centralized dashboard.
Context:
We are a team of virtual assistants primarily responsible for scheduling meetings, coordinating with stakeholders, and providing availability windows for meeting participants. Our typical workflow is as follows:
- A stakeholder sends a meeting request via email, usually including the names of the intended participants.
- We reach out to the participants’ executive assistants to gather availability.
- Once availability is confirmed, we coordinate and finalize the meeting.
Automation Goals:
I’d like to automate the tracking of the following activities:
- Number of meeting requests received via email.
- Status of each request (e.g., awaiting availability, scheduling in progress, confirmed, pending).
- Number of follow-ups or responses received.
- Whether the meeting has been successfully scheduled.
- Daily/weekly volume of requests handled by each assistant.
Solution Vision:
- A bot or script that integrates with Microsoft Outlook (Email + Calendar ).
- Ability to parse incoming emails for meeting requests and extract relevant metadata (sender, participants, timestamps, subject).
- Track correspondence with admins and update status accordingly.
- Create a dashboard or report (e.g., using Power BI, Excel, or SharePoint) to display metrics such as:
- Total requests per day/week
- Request status breakdown
- Assistant-level performance metrics
