How to Simplify Meeting Scheduling with ChatGPT

ChatGPT is taking the world by storm. It seems like everyday we’re hearing about a different use case for ChatGPT across every sector, from marketing to software engineering and everything in between.

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But can you use it to schedule meetings?

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In this guide, we’re exploring what ChatGPT can (and can’t) do when it comes to creating events in your calendar. Let’s start!

What is ChatGPT?

First thing’s first: ChatGPT is a language model. That means it’s a tool that uses artificial intelligence to understand and generate language.

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A language model analyzes the patterns between words, phrases, and sentences — and creates more words, phrases, and sentences based on what it’s learned. You can use ChatGPT and similar AI tools to get an answer to a question or to help you write.

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ChatGPT is also a chatbot. Chatbots are designed to interact with users through a chat interface.

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The difference between a language model and a chatbot is that the former is focused on generating text and the latter is focused on conversation. As both a language model and chatbot, ChatGPT makes for an exciting AI-powered tool that can write and interact in a human way.

Can you schedule meetings with ChatGPT?

Above, we established that ChatGPT, as a language model, is designed to generate text. Because of that, it’s not capable of scheduling meetings for you — at least, not as a standalone tool. Here’s what happens when we ask ChatGPT to schedule a meeting:

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As expected, ChatGPT responds by saying it doesn’t have access to our schedule. Thus, it can’t create a calendar event on our behalf.

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Luckily, there’s a solution. If you want ChatGPT to be your own AI scheduling assistant, you need to sync your calendar with your ChatGPT. Enter: Zapier. 

Setting up ChatGPT for meeting scheduling

Zapier is a no-code automation platform that connects over 5,000 apps. In March 2023, OpenAI announced that the Zapier ChatGPT plugin would be one of the first in its new ecosystem of plugins.

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With the Zapier ChatGPT plugin, you can interact with any Zapier-compatible app directly within the ChatGPT interface. This plugin essentially turns ChatGPT into an AI-powered collaboration tool. For example, you could instruct ChatGPT to send a Slack message, update a spreadsheet, and yes, create an event in your calendar. 

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Image source: Zapier

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Just note that the Zapier ChatGPT plugin is currently in beta mode and is being rolled out to ChatGPT Plus users only. If and when you do get access to the plugin, follow the setup instructions below.

Step-by-step guide on how to set up ChatGPT for scheduling

Before you get started, you’ll need three things: a Zapier account, a ChatGPT Plus account, and an invite from OpenAI to use ChatGPT plugins. As mentioned above, OpenAI is gradually sending out invites to people on their waitlist, which you can sign up for here.

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Once OpenAI has given you the green light to use their plugins, follow the steps below to install the Zapier ChatGPT plugin.

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1. Log in to your ChatGPT account
2. In the Model drop-down menu, select Plugins
3. In the Plugins drop-down menu, select Plugin store
4. Find Zapier, then click Install
5. Log in to your Zapier account
6. Click Allow to authorize access to your Zapier account

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Now that you’ve successfully integrated Zapier and ChatGPT, it’s time to set up scheduling.

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1. Go to the saved ChatGPT actions page
2. Click Add a new action
3. Search for your calendar app (e.g. Google Calendar, Outlook)
4. Select an action (e.g. create a new event, update event)
5. Select, create, or reconnect a connection
6. Complete the fields

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After you’ve installed the plugin and created your ChatGPT action, you’re ready to start scheduling! Just instruct ChatGPT to schedule an event, being sure to provide as many details as possible (e.g. date, time, title). ChatGPT will prepare the event, then ask you to review and confirm it before it’s officially scheduled.

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Bonus read: Click here to learn how to use ChatGPT for time optimization.

Going forward

To recap, ChatGPT alone isn’t capable of scheduling a meeting on your behalf. First, you need a Zapier account, a ChatGPT Plus account (currently $20/month), and an invite to download the Zapier plugin (which is gradually being rolled out).

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Looking for a more convenient option? Try Clockwise, a time orchestration platform that uses the power of AI to optimize your team’s schedules.

Clockwise automatically resolves scheduling conflicts, suggests best meeting times for all attendees, and creates uninterrupted blocks of Focus Time — so you and your team can (finally) find your flow. Say hello to effortless scheduling. Try it for free today.