Alice 101: Google Calendar scenario

Summary

This tutorial demonstrates how to create advanced meeting scheduling scenarios using AI assistants and snippets. The presenter introduces 'Amy,' an AI assistant designed for executive tasks, and explains how to integrate her with a 'Schedule Meetings' snippet in a Vector database. The process involves setting up a webhook, utilizing a JSON format for data input, and ensuring Amy can access the snippet for streamlined meeting organization. The video also covers handling calendar conflicts and debugging tips for a seamless user experience.

Takeaways

• 🧑‍💼 The video demonstrates creating an advanced scenario involving scheduling meetings with an AI assistant named Amy.
• 📝 Amy is a default AI assistant designed to handle executive tasks and is equipped with personal and company details for context.
• 🔄 The assistant's main instruction is extensive and includes data like email, phone numbers, company details, and default actions.
• 📑 The video covers the creation of a 'schedule meetings' snippet to streamline the process of setting up meetings in Google Calendar.
• 🤖 Amy is shown to have the capability to remind and manage calendars, contacts, CRMs, and find information using a simplified version of the data provided.
• 🔗 The process involves using a Vector database for additional specific data, which will be explained in a separate video.
• 🛠️ The video guides through setting up a webhook URL and integrating it with a scenario on make.com for remote actions.
• 📆 A JSON format is used for the 'schedule meetings' snippet, which includes details like event name, place, link, description, and participant information.
• 🔍 The importance of selecting the correct model version for the AI (1106 or similar) is emphasized for compatibility with remote actions.
• 🔄 Debugging is shown as a part of the process, where the AI provides JSON data for checking in case of errors.
• 🗓️ The video concludes with adding conflict detection for scheduling meetings, ensuring no double bookings occur in the calendar.

Q & A

What is the purpose of the assistant named Amy in the script?

Amy is a default assistant designed to help with executive tasks, managing calendars, contacts, CRMs, and finding relevant information. She is equipped with personalized data such as email addresses, phone numbers, company details, and default company address.

What is the main instruction for Amy and why is it important?

The main instruction for Amy contains a lot of data connected to the user's personal and professional life. It is important because it provides Amy with the context and information needed to assist the user effectively without requiring the user to constantly provide these details.

What is a 'Snippet' in the context of the script?

A 'Snippet' is a saved prompt that can be used to assist with specific tasks. In the script, it is used to help schedule meetings in Google Calendar by providing a structured format for event details.

Why is it necessary to select the correct model when creating a Snippet?

Selecting the correct model ensures compatibility with the remote action that will trigger the Snippet. It is important for the proper functioning of the Snippet within the system.

What is a 'Vector database' mentioned in the script and how does it relate to Amy?

A 'Vector database' is not explicitly defined in the script, but it is implied to be a separate system where more specific information about the user's needs, such as details about employees, will be stored and used by Amy without cluttering the main instruction.

What is the significance of the JSON format in the script?

The JSON format is used to structure the data for the meeting scheduling Snippet. It ensures that the information is organized and can be easily parsed by the system to create events in Google Calendar.

What is a 'webhook' and how does it fit into the scenario described in the script?

A 'webhook' is a way for an app to provide other applications with real-time information. In the script, it is used to get data from the assistant and send responses to configure the Google Calendar events.

What is the role of the 'Alice simple blueprint' in the script?

The 'Alice simple blueprint' is a pre-configured set of modules that simplifies the process of setting up the scenario. It allows for a quick installation of base modules needed for the scenario to work.

Why is it important to check for conflicts before scheduling a new meeting?

Checking for conflicts is important to ensure that the proposed meeting time does not overlap with existing appointments. This prevents double booking and helps maintain an accurate calendar.

How does the script handle errors during the meeting scheduling process?

The script includes error handling by providing warnings and debugging information. If an error occurs, such as a missing end time, the script will notify the user and provide the necessary data to correct the issue.

What is the final step described in the script for ensuring a successful meeting scheduling?

The final step is to test the scenario by running it and using the Snippet to schedule a meeting. If there are no conflicts and all data is correct, the meeting will be successfully created in the user's Google Calendar.

Outlines

00:00

🤖 Customizing AI Assistants with Snippets

The video script introduces the process of creating an advanced scenario involving AI assistants and snippets. The presenter demonstrates how to customize an AI assistant named Amy, who is programmed with various personal and professional details to assist with executive tasks efficiently. The focus is on creating a new meeting scheduling scenario using snippets to streamline the process in Google Calendar. The presenter guides viewers through the creation of a 'schedule meetings' snippet, setting up a webhook, and integrating it with the AI assistant to automate the meeting scheduling process.

05:00

📅 Automating Google Calendar Events

This paragraph delves into the technical aspects of automating the creation of Google Calendar events. The presenter explains how to use a snippet to input meeting details and how to handle the default Zoom link when not provided. The script also covers troubleshooting steps, such as correcting the end time for meetings and ensuring the correct data format is used. The presenter then tests the scenario, revealing errors and demonstrating how to resolve them, ultimately leading to a successful meeting scheduling with proper attendee details and calendar integration.

10:01

🔄 Adjusting and Testing the Meeting Scheduler

The script continues with the presenter making adjustments to the meeting scheduler scenario. They explore different ways to handle meeting durations and correct formatting issues with date and time entries. The presenter tests the scenario multiple times, each iteration revealing new insights and adjustments needed for successful operation. The focus is on ensuring the scheduler can handle various time inputs and correctly format dates to avoid errors in the Google Calendar integration.

15:03

🛑 Conflict Detection in Calendar Scheduling

The final paragraph of the script addresses the issue of scheduling conflicts within the Google Calendar. The presenter introduces a method to detect and handle overlaps in meeting times by adding a router and a conflict detection module. They explain how to set conditions to identify existing meetings at the proposed time and provide alternative actions if a conflict arises. The presenter also discusses the potential for expanding the scenario to include more sophisticated actions, such as modifying or canceling existing meetings, and concludes with an invitation to explore these advanced features in a more detailed course.

Keywords

💡Assistant

An 'Assistant' in the context of the video refers to a virtual entity designed to help with various tasks. The assistant named Amy is programmed with specific instructions and data to assist with executive tasks, such as managing calendars, contacts, and providing reminders. Amy's role is central to the video's theme of automating and streamlining workflow through AI.

💡Snippet

A 'Snippet' is a small piece of information or a module that can be reused in different contexts. In the video, the creator discusses using snippets to streamline the process of scheduling meetings in Google Calendar. The 'schedule meetings' snippet is a key component in the automation process demonstrated in the video.

💡Vector Database

A 'Vector Database' is a type of database that stores and manages data in the form of vectors, which can be used for efficient searching and retrieval. The video mentions using a Vector database to store specific information about employees or other details that need to be remembered, which is an advanced method for managing data related to the assistant's tasks.

💡JSON

JSON (JavaScript Object Notation) is a lightweight data-interchange format that is easy for humans to read and write and for machines to parse and generate. In the video, JSON is used as the format for the data structure that the assistant uses to schedule meetings, highlighting its importance in data communication.

💡Webhook

A 'Webhook' is a way for an app to provide other applications with real-time information. In the script, the creator sets up a Webhook URL to receive data from the assistant named Amy, which is essential for triggering actions in the scenario being demonstrated.

💡Blueprint

A 'Blueprint' in the video refers to a pre-configured set of modules or instructions that can be imported to quickly set up a system. The 'Alice simple blueprint' mentioned is used to install base modules for the scenario, streamlining the setup process for the viewer.

💡Google Calendar

Google Calendar is a time-management and scheduling service developed by Google. The video focuses on integrating Google Calendar with the assistant to automate the process of scheduling meetings. The script provides detailed steps on how to create events and handle conflicts within the calendar.

💡Scenario

In the context of the video, a 'Scenario' is a sequence of actions or steps that have been predefined to accomplish a specific task. The creator demonstrates setting up a scenario that involves scheduling meetings and checking for conflicts in Google Calendar, which is a key part of the automation process.

💡Conflict

A 'Conflict' in the video refers to a scheduling overlap where two or more events are planned for the same time slot. The script discusses detecting and handling conflicts in the calendar, which is important for ensuring efficient and effective meeting planning.

💡Router

A 'Router' in the script is a module that directs the flow of the scenario based on certain conditions. It is used to manage the happy path (no conflicts) and the conflict path (when a meeting time is already booked) in the meeting scheduling scenario.

Highlights

Introduction to creating advanced scenarios with assistants and snippets for scheduling meetings.

Explanation of the default assistant 'Amy' and her role in managing executive tasks.

Details of Amy's main instruction containing personal and company data for context.

Demonstration of how to edit and simplify Amy's instruction for clarity.

Introduction to Vector database for storing specific information without cluttering main instructions.

Tutorial on creating a new snippet for scheduling meetings in Google Calendar.

Importance of selecting the correct model version for remote actions in snippets.

Description of creating a webhook URL for the scenario in make.com.

Process of setting up a scenario with Alice and Google Calendar modules.

Enabling the snippet for Amy to access and use in conversations.

Step-by-step guide on using the 'schedule meeting' command with Amy.

Debugging scenario errors and understanding the importance of webhook responses.

Adding a Google Calendar module to create events with specific details.

Using Amy's general instruction to default to a zoom link if not provided.

Fixing errors related to missing end times in Google Calendar events.

Modification of the snippet to include end date calculation based on duration.

Testing the updated scenario and snippet for successful meeting scheduling.

Handling calendar conflicts by adding a router and checking for existing events.

Creating conditional paths in the scenario for conflict resolution.

Finalizing the scenario with conflict detection and response customization.

Outlook on advanced course content for more sophisticated actions with Amy.

Conclusion and invitation to recreate the scenario and explore further.

Transcripts

hello hello and welcome to the next one

now we're going to create something a

bit more advanced it will be a scenario

I will let us create new meetings and

I'm going to show you how to combine

assistants with Snippets so this is my

assistant it's my default assistant her

name is Amy and she helps me with some

executive tasks if I edit her I can see

that the main instruction for Amy is

quite big however it just contains a lot

of data that is connected to my self

like my email address my phone number my

various companies that I use and their

details my my default company address my

zoom link and also some information

about how to help me how to help uh

manage my calendars contacts crms find

relevant information and more this is

actually simplified version of this uh

because I have a lot more data for Amy

that I use but this is just to show you

an idea that you can provide some things

like this in the master prompt those are

public details it's not like my private

details are here uh those are you know

you can easily find everything in Google

but basically what I need Amy to help me

with is so that I don't have to provide

this all the time and she knows the

context she also uh can remind some

things so later on we're going to learn

how to give her some specific things

about let's say my employees or things

that I need to remember but these things

I do not put in the AM main instruction

I don't want to clut it rather I'll be

using Vector database but I'm going to

tell you about it in a separate uh video

now I have this General instruction that

I can save I've saved Amy and I want to

make a prompt a snippet on top of this

instruction that will help me schedule

my meetings in Google Calendar so what

I'm going to do is go here to Snippets

and just create new snippet this snippet

will have a name like

schedule

meetings it will be in category like

let's say

business also I'm going to select the

model it's going to be uh let's say four

turbo or three and a half turbo it's

important that you select 1106 version

uh or some other model if it doesn't

work just default to 1106 because then

uh we'll have the remote action that

will trigger here so instead of a rocket

we're going to have maybe robot as an

icon and now I have this prompt that

I've created and I'm going to paste it

here so answer with Json and nothing

more use the following format and we

have event and we have place we have

link description name surname email

phone and date so that's basically it

name of the place with the meeting uh

when the meeting is held if not provided

use my zoom link this is something that

I've added okay and now I'm going to add

this Json mode and remote action

obviously but we don't yet have web hook

URL so we have to go to make and in

make.com I've created a new scenario now

I'm going to click on this little three

dots and import a blueprint so I provide

you a blueprint that that will just let

you quickly uh install some base modules

it's called Alice simple blueprint and

I'm going to just save it and what you

have here is web hook that will get the

data from Alice and the response the

response that will configure later on

between those two bubbles we will set

all of our instructions before we do

please go to get data from Alice and

then I'm going to add a web hook here

we're going to add a web hook let's give

it a name of like the same we have here

but let's say first Alice and then

schedule meetings I'm going to actually

copy that and paste it in here as well

so I have Ali schedule meetings here and

there and here so it's easier to find it

now I've copied the web cook URL to my

clipboard and I can paste it in here as

a web hook URL okay save changes and our

scenario is ready we have to make sure

that in the assistant Amy has the access

has the access to this uh very snippet

so let's make sure we enable the snippet

for for Amy and now I can just start a

new conversation in the new conversation

I press forward slash and I look for

scheduled meetings press return to

accept it now the snippet is applied and

this little icon here helps me

understand that now I'm going to say

schedule

meeting with Greg I'm going to give my

email address uh for about marketing

strategy for

tomorrow uh maybe

1300 and before I send it I'm just going

to run this scenario once so that I can

get the data now let's send it and it's

important to do it first because we want

to get the data structure into the

scenario once we have it in place on

once we receive this data and she says

okay because we have response here that

just says okay we receive the data and

we have everything that we need here we

need to put it into uh Google module and

I'm going to right click on this little

dots to create a new module inside and

search for calendar and select Google

Calendar now I want to create an

event and select my um my

calendar my connection if you don't have

the connection you have to add it we're

going to add a detailed meeting and the

calendar ID I need to select my main

calendar as as the event name I'm going

to just set the event from here like

marketing strategy meeting it's not an

all day event so I'm going to set start

date and let me see how it works out I

have start date here but I don't really

have the end date let's see what we can

do with it later on but for now we don't

have the duration we want some Advanced

option though so if I show the advanced

option you'll see that we have a

description here that we can fill in

description is here location it's the

zoom link and please uh take a note of

of that that the zoom link was not

provided here neither is it in the

snippet it's not in the snippet so where

does it come from well it comes from the

general instruction for Amy she knows my

zoom link and she knows that she should

default to this Zoom link if it's not

provided so I'm going to set the link

here and um I'm going to set the

attendee as well so click on the plus

and then the name of the attendee is

Greg and his email is Greg at existence

so that's it and show me as busy blah

blah blah okay this is all good let's

save it by pressing okay I'm going to

just Auto align save the scenario and

I'm ready to test it once again so I'm

going to just run it once more and copy

this paste that I'm still in the snippet

because uh I didn't press Escape so I

will still use the snippet and there we

have two errors the first one is a

warning and the warning from web hook

like this it just means that well it it

it failed uh to get the response from

the web hook because the scenario didn't

went through and it stopped here because

there's an error in Google Calendar I

did not reach this last bubble and I and

I couldn't send the response that's why

he says oh sorry there's there's some

kind of error here and Alice also helps

me debug it and in order to do it she

just gives me the Json that that she has

created in case I want to check it so

event is marketting strategy meeting

place a zoom link is so everything looks

really good in here so what is the

problem let's click on this little

bubble next to Google Calendar module

and we can see that oh it's missing the

end time H right so we need to provide

the end date and we can do it like

multiple ways there's multiple ways to

do it so for example we can go to dates

here and we can say uh maybe add

hours and we can use this start date and

we can can add 1 hour so let's default

to like 1 hour meetings but this is not

you know not not U elastic this is

always a meeting that lasts for an hour

even if I say that it has to last for uh

like half an hour well we should modify

the snippet itself it would be the

easiest way to do it and the snippet

itself um let me go to snippet let me

select this schedule Snead and first I'm

going to switch to GPD 4 and then I'm

going to modify the main prompt CU I

have date here but I don't have the end

date so let me copy and paste that here

by the way only the last line of this

Json shouldn't have comma at the end

this should have comma and we had the

mistake here but AI is smart enough to

correct us and there should be also a

coma so let's do end date and here we

should just say we should say like this

uh

calculate end date if the

duration is

provided if

not assume

it's uh it

lasts for half an

hour I think it would

work okay so let's save it and uh that's

it I'm going to create new conversation

now and I'm going to make sure to apply

this schedule meeting

snippet uh let me paste not this one let

me paste this one and let's run this

scenario and and run it from here now

the end end date is here as well and

it's set half an hour later so it's

correct we didn't give like any specific

time so um so the snippet knows that it

should be half an hour so okay let save

it it and I'm going to do it again but

also Let's test this what if we say that

what if we say come on copy that one

paste it in here for one hour okay what

if we what if we say the other scenario

not assume it's half an hour but maybe

precisely uh have this one hour and

let's see if it works and now we have H

we have invalided both of the dates are

invalid o uh let me see well I can see

that it's it's it added seconds here so

maybe we should check the snippet for

that

Snippets and let me search for it okay

we should so we have day month year how

uh hour and minute

format let's make sure we also have it

here let's add make sure the

date

is in this

format probably that's why it's not

working

save it and let's create a new let's

copy that first create new

conversation schedule meetings Okay run

this once more let's see how it works

yeah now all good we even got the

response from here so we got this okay

and uh we can we can create a more

sophisticated response for example

meeting uh meeting meeting meeting

meeting

scheduled and we can provide the link to

this meeting here here we have the link

to the meeting and also what I can see

here it has been created in my calendar

I even have this meeting link I have the

organizer that's me I have the attendees

and also needs action for the attendees

so basically it sent an email for the

for this person to confirm that uh that

he can join me at this meeting so

everything is great and in my calendar I

can already see this meeting is taking

place the problem is that if we schedule

another meeting uh we actually can

schedule for the same hour because we we

don't check anywhere whether we have any

conflicts in our calendar so I'm going

to show you how to handle that and this

is not difficult uh we should add a

router here let's right click on this

little dots and then add a router and

this will be our happy path so this is

like label okay I clicked on the dots

I'm just going to have like okay this is

good and this is not great okay so not

okay so when we have conf

so when we have conflict we're going to

do something else and in like first we

need to search for this conflict right

so we need here another module I right

click here and select add a module this

is Google Calendar and I'm going to

search for events I'm going to search

for events and I'm going to make sure I

have the correct connection and the

correct calendar so the same calendar I

need to search for some conflicts and

the start date of the conflict should be

the date here we can also provide the

end date it will work because here we

have that it processes events starting

before the specific start date and

overlapping with this date so great it's

going to search for not only the things

that start at the very same hour but

it's going to search for conflicts and

uh here we have the single events query

okay this looks good let's uh save it

and let's run this module first I'm

going to just click run this module only

and I need the dates I need proper dates

for the date and the end date well let

me see if I have it in my clipboard

somewhere I

should okay yeah I have this one and

then I'm going to set the end date to um

half an hour later and see if it works

it should work it should just run only

this module and indeed it gives me the

output of two bundles I have even three

bundles I have marketing strategy

discussion marketing strategy discussion

I've already scheduled some some of

those when I was trying it out so let me

now if there are some occurrences in the

calendar detect this conflict so it

means clicking on the dots and in the

condition here I want to check for the

number of bundles that this ninth module

here is the ninth module returns and if

it returns any meetings we'll have more

than zero here okay so if this is and

let's go down to numeric uh operators

and here we have greater than or equal

to one okay if it's equal to one or more

meetings we're going to have like a you

know conflict and if it's not so I'm

going to use the same condition but

total number of bundles equal to let's

make sure it's numeric as well equal to

zero if it's zero conflicts then I can

go ahead and schedule if there is a

conflict however I want to copy this

response I want to clone this module

here let's delete that one and I want to

say that well not okay right because we

have a conflict so I'm going to say

conflict and uh you have you have um

meeting at this time and I can also have

this uh from this bundle I can get like

the first first link to the first

meeting that I have scheduled for this

very time okay I'm going to save it I'm

going to run it once again let me see

let me try to schedule again for 1300 so

it should take the conflict path and

indeed it it does it says conflict you

have a meeting at this time and there is

also a link to this meeting that's

conflicting so okay so it looks good now

and for our very simple scenario for

creating meetings and having it checked

for conflicts we can just turn it on and

forget about it and we can use this

snippet whenever we want however

obviously the scenarios like this can be

more sophisticated I'm going to show you

that in the more advanced course because

we can also create different actions

that will allow us to for example modify

existing meetings to get the list of the

meetings or maybe cancel the meetings uh

straight from Amy but this is the first

step to do it and I hope that you

understand and try to recreate this

scenario you can also download the

complete blueprint and just make sure

that you have the proper connections

that uh point to your calendar for now

that's it thanks for tuning in and see

you in the next one