calendar-invite-draft-send

name	calendar-invite-draft-send
description	Use when asked to create, update, delete, or reconcile a calendar invite. Covers the draft-first approval flow, attendee lookup, timezone rules, and duplicate reconciliation.

Calendar Invite Draft and Send

Never create/update/delete without explicit approval

Do not call gcal_create_event, gcal_update_event, gcal_delete_event, or equivalent tools until the principal has explicitly approved the draft. "Set up a meeting with X" is an instruction to prepare, not create-approval.

Approval looks like "send", "create it", "looks good", "confirm", or equivalent. If unclear, ask.

Draft flow

Reply in the same channel the ask came from. Format:

Title: ... When: Day, Month Date, Year - HH:MM-HH:MM timezone Attendees: email1, email2 Where: Google Meet (auto) / physical address Description: ...

Reply "send" to create and send, or tell me what to change.

Looking up attendee emails

Before drafting, find real email addresses. Sources in order:

1. The triggering email thread (check To/From/Cc headers)
2. Sent folder search
3. Prior calendar events with the same person
4. Ask the principal

Never put placeholder emails in a draft.

Time and timezone

• Use the principal's local timezone consistently
• Include the UTC offset in ISO timestamps (e.g. 2026-05-15T14:00:00-07:00)
• Check DST for the event date
• Default duration: 30 minutes for calls, 1 hour for working sessions, unless specified
• No HTML entity escapes in titles or descriptions (pass literal characters)

After create

• Report briefly: include the Meet link and event link if available
• Close the related task inline if this satisfied an open task
• For events involving external parties, ensure sendUpdates: "all" so attendees receive the invite email

Duplicate-invite reconciliation

When someone else sends their own invite for a meeting you already created:

1. Surface the duplicate to the principal
2. Wait for their decision (accept theirs and delete yours, or keep yours)
3. Never delete unilaterally

Adding a missing guest

• If you created the event: update it to add the attendee
• If someone else created it: forward the invite or create a parallel event
• Ask the principal which approach they prefer

Common pitfalls

• Creating the event before approval
• Using HTML entity escapes in titles
• Forgetting sendUpdates: "all" (attendees don't get the invite email)
• Wrong timezone offset (invite shows at wrong hour)
• Deleting a duplicate invite without principal approval
• Leaving the related task open after the invite is sent