AI Studio · Outlook
Meeting scheduling automation in Outlook
Consultancies, CA firms, law practices and advisory businesses spend a surprising amount of time just agreeing on meeting times. A client asks for a call, someone checks three calendars, proposes slots, waits, proposes again and finally sends an invite. Finaley AI Studio does that back-and-forth inside Microsoft Outlook, so clients get a confirmed slot quickly and your partners and staff stop playing calendar ping-pong.
The hidden cost of scheduling by email
Every client meeting can take five or six emails to arrange, especially when several people from your side need to attend. Assistants and juniors spend hours checking calendars and room bookings, and slow replies make a firm look less responsive than it really is. Reschedules and cancellations create even more back-and-forth, and double bookings still slip through when calendars are not kept up to date.
How the automation runs
- 1
Spot meeting requests
AI agentThe agent recognises emails asking for a meeting, call or review, including requests buried in longer messages.
- 2
Check everyone's availability
AI agentIt checks the Outlook calendars of everyone who needs to attend, along with any working hours and buffers you have set.
- 3
Propose suitable times
AI agentIt replies to the client with a few suitable times in their time zone, written in your firm's tone.
- 4
Book the meeting
AI agentWhen the client chooses, it sends the Outlook invite, adds a Teams or Zoom link and books a meeting room if one is needed.
- 5
Handle changes
AI agentReschedule and cancellation requests are handled the same way, and every attendee's calendar is updated automatically.
- 6
Partner preferences respected
Professional checkMeetings with new clients, or outside the rules a partner has set, are confirmed with that partner before the invite is sent.
Inside Microsoft 365
Finaley works with Outlook and Exchange calendars through Microsoft 365 with permissions you grant, so it sees free and busy time without reading private calendar details it does not need. Invites come from your own mailbox or a shared assistant address, and room booking uses the resources your office already has set up.
Your people keep control of their time
Each person sets their own rules, such as no meetings before ten, protected focus blocks or a limit on client calls per day. New client meetings, unusual requests and anything involving a fee discussion are confirmed with a person before they are booked.
What you get
- Client meetings confirmed in one or two emails
- No double bookings across attendees
- Rooms and video links set up automatically
- Assistants freed from calendar coordination
Questions
Can it see private appointments in our calendars?
It only needs free and busy information to schedule meetings. Private appointment details stay private, and permissions are set by your Microsoft 365 administrator so access matches exactly what the automation needs.
Does it work with Teams and Zoom links?
Yes. It adds a Teams or Zoom link to each invite based on your preference or the client's request. In-person meetings can include your office address and a room booking instead.
What if a client wants to talk to a person instead?
Any reply that is not about choosing a time, or that asks for a person, goes straight to your team. The automation only handles the scheduling part of the conversation.
Can it schedule meetings with several people from our side?
Yes. It finds times when everyone who needs to attend is free, respecting each person's working hours and rules, and books the meeting for all of them at once.
How do we begin?
Tell us who schedules meetings today and the rules each person likes to follow. We set up access with your Microsoft 365 administrator and test the replies on internal meetings before clients see them.
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Show us how your team does it.
Send a screen recording or book a call. We build it, test it on your past work, and only switch it on when the results match your team's.