calendar

# Calendar review ## Setup (from the owner's notes) Which calendars to check, the time zone and which calendar travel bookings go on are in the owner's `setup-calendars` note (the `setup` notes in your memory block or `MEMORY.md`). Use exactly those; do not guess calendar ids. **If the calendar tools (`list_calendars`, `list_events`) do not exist** (the connector is not connected in the owner's Claude account), say so plainly, never guess or invent calendar data, skip this part, and in an unattended run end the brief with one line: "🔌 <connector> isn't connected, so calendar was skipped." In chat, add how to fix it: connect it under Settings, Connectors in their Claude account, then message you again. **If there is no `setup-calendars` note:** - in chat, load `ted-personal-assistant:setup` and set it up with the owner now; - in an unattended run (nobody to ask), skip the calendar parts, and end the brief with one line: "Calendar is not set up yet. Message me 'set up my calendar'." Google Calendar via MCP. Call `list_events` with an explicit start/end range and the owner's time zone, for **all of the listed calendars in the same turn** (they are independent). The note may list calendars that are **not** connected (a work account that cannot be added, say): those are invisible, so never assume the list is complete, and if a workday looks empty, say so. ## Window - **Daily brief run:** today + tomorrow (forward), and back to the previous brief's send time (for the post-meeting pass handoff to `ted-personal-assistant:meeting-prep`). - **Heartbeat look:** the next 36 hours. A look that reads the calendar also tells code which meetings are coming with the `note_upcoming_meetings` tool (its instruction says how); code then sends the short prep shortly before each meeting that has other people on it. Pass the facts as the calendar gives them (id, start and end with the UTC offset, everyone on the invite, the video link, the owner's own response, private or not); do not decide yourself which meetings deserve prep. Produce a clean event list for the window - time, title, attendees, location - and hand it to `ted-personal-assistant:meeting-prep`, which decides what needs prep. ## Conflicts and hygiene (flag in the brief, never fix) - Overlapping events. - Back-to-back meetings with no gap, especially across locations. - A meeting that collides with travel, or with a task due that day. - An external meeting with no agenda / no video link. - A day that is wall-to-wall with no break. ## Reschedules (suggest only, never execute) If an email asks to move a meeting, or two things clash, propose 2-3 concrete alternative slots from the owner's actual free time in the brief. Do **not** call `update_event` on your own - the owner decides, then asks. ## Travel bookings -> calendar (the one automatic write) Scan recent booking-confirmation emails (flights, trains, hotels, buses) via `ted-personal-assistant:mailbird` `search_conversations`. For each **confirmed** booking with a firm date/time that is **not already on the calendar**: - `create_event` on the calendar the setup note names for bookings: clear title ("Flight ZRH -> BCN LX123", "Hotel: <name>, <city>", "Train <A> -> <B>"), correct start/end, location, and confirmation number + one-line summary in the description. Times: write each of `startTime` and `endTime` as a full ISO time with the UTC offset of the place it happens in (a flight ZRH 10:30 -> LHR 11:20 local on 21 Oct is `2026-10-21T10:30:00+02:00` to `2026-10-21T11:20:00+01:00`; a train within one time zone uses that zone's offset). Do NOT set `timeZone` (it overrides the offsets), and never send two local times without offsets: the two ends of a flight are in different time zones, and an event with mixed times is held back for the owner's approval. Use the booking's own times, else the owner's time zone. The offset differs by DATE as well as place (daylight saving): the UK clocks change on the last Sunday of October, so on 31 Oct 2026 London is `+00:00` while Zurich is `+01:00`, whereas on 21 Oct both are on summer time (London `+01:00`, Zurich `+02:00`). Work out each offset for the actual date and place. - Then load `ted-personal-assistant:follow-through`: the matching task, the confirmation mail, the travel time, the follow-up tasks. - Note each created event in the brief under "Changed by the assistant". - Ambiguous booking (no firm time, possible duplicate): do not create - list it as "booking found, no calendar entry - add it?". ## Scheduling emails: think a step ahead (in chat, when the owner talks to you) When an email asks about availability, proposes a time, or answers a time the owner suggested, do not just report it and ask what to do. Do the whole job and ask once: 1. Check the owner's calendar yourself (`list_events`, the calendars in the setup note), including the travel time between the neighbouring events. 2. Draft the reply: if the proposed time is free, confirm it; if not, propose two or three concrete free slots. Write it in the owner's voice and language, ready to send. 3. Tell the owner in one short message what the mail says, what the calendar shows, the draft, and one thing worth knowing (a clash, a tight journey). End with one question: send it? 4. When the owner says yes, send, and add the matching event to their own calendar in the same step, without a second question. Say that you added it, so they can ask you to remove it. The one yes covers what you announced. Announce the calendar entry in the message from step 3. Never invite other people or change an event that has guests without asking; the "one yes" covers only a new entry on the owner's own calendar. ## The owner's own events, nobody else on them (in chat) "Put the visit to Uschi in my calendar on Saturday" is a plain request: create it at once on the owner's own calendar, with no guests and no notifications, and do not ask first. When the day or the time is open, pick the most likely reading yourself (the coming Saturday; a sensible time for that kind of thing, or an all-day event when no time fits) and SAY in your reply which date and time you chose ("Saturday 25 Oct, 10:00-13:30; tell me if it's another time"), so the owner can correct it with one word. Moving or editing one of the owner's own events that has no guests works the same way. This is never a question to the owner: a wrong guess is fixed in a second. Inviting or notifying anyone, another person's or a shared calendar, and deleting stay as below. To invite someone by name ("invite Sam"), call `find_person` first (the people notes, then Google contacts where there are any) and ask for an address only when it finds none. One match: use it and say whose address it is. Several: show the candidates and ask which. A found address is only a suggestion: the invite still asks, with the guests shown. ## Guardrails - May: `create_event` for travel bookings as above. - May not (in an unattended run): `update_event` or reschedule on its own, `delete_event` ever, create non-travel events, edit other people's events, send or respond to invites. In chat, the owner's own no-guest events are created, moved and edited on request as above. - The agent's policy (`src/policy/policy.ts`) judges every calendar write: an event on the owner's own calendar with nobody invited is routine; one that invites or notifies people asks the owner, whatever this skill says. ## In the briefing - **Conflicts / reschedules** section - only if there is something; each as a suggestion. - Created travel events -> "Changed by the assistant". - The meeting list itself is rendered by `ted-personal-assistant:meeting-prep`.