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Every 10 minutes

Draft replies to meeting requests with your free times

When someone emails asking to meet, a reply proposing three free slots from your calendar is waiting in your drafts.

Runs
Every 10 minutes
Apps
Gmail, Google Calendar
AI
Yes, uses the built-in AI allowance
Access
Gmail gmail.modify; Calendar read

Send this to your assistant

Create a ClickRuntime automation: when a new email asks for a meeting, check my calendar for free slots in the next 5 working days and draft a reply proposing three.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A consultant gets several emails a day that end with "when are you free for a call?". Each one means opening the calendar, finding gaps, converting them into a polite list and typing a reply. It takes a few minutes every time, and when she is travelling the replies wait until evening.

A draft reply with three real free slots, written as soon as the request arrives, turns scheduling into a quick read and a click on send. Consultants, founders and salespeople use it to answer meeting requests quickly while keeping full control of what goes out.

What you get out of it

  • Faster replies to people who want to meet

    The draft is ready within minutes, so prospects and partners hear back while they are still keen.

  • Only times you are actually free

    Slots come from your calendar, so you never offer a time that clashes with something already booked.

  • You stay in control

    Replies are saved as drafts, not sent. You can change the times or the wording before sending.

  • No back and forth with a booking link

    Proposing three specific times feels more personal than a link and usually settles the meeting in one reply.

How it works

What happens, step by step

  1. Every few minutes ClickRuntime checks your inbox for new emails.

  2. AI picks out the ones asking to arrange a call or meeting, and skips emails it has already looked at.

  3. It checks your calendar for free times in your working hours over the next 5 working days and picks three.

  4. A polite reply proposing those three times is saved as a draft in the same email thread.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Calendar

What you get

RunsEvery 10 minutes
Draft replies to meeting requests with your free timestoday, 9:00Succeeded
Gmail · DraftsRe: Intro call with Northwind? Thanks for reaching out. I could do Tuesday 10:00, Wednesday 14:00 or Thursday 11:00.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Google Calendar steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
reply_to_meeting_requests_with_my_availability.pyexample
import base64; from datetime import datetime, timedelta, timezone
from email.mime.text import MIMEText; from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, state, ai, report_fetched
def free_slots(cal, n=3):
    now = datetime.now(timezone.utc); busy = cal.freebusy().query(body={"timeMin": now.isoformat(), "timeMax": (now + timedelta(days=7)).isoformat(), "items": [{"id": "primary"}]}).execute()["calendars"]["primary"]["busy"]
    slots, day = [], now.replace(minute=0, second=0, microsecond=0) + timedelta(days=1)
    while len(slots) < n and day < now + timedelta(days=8):
        start = day.replace(hour=9 + 2 * len(slots))
        if start.weekday() < 5 and not any(b["start"] < (start + timedelta(minutes=30)).isoformat() and b["end"] > start.isoformat() for b in busy):
            slots.append(start.strftime("%A %d %B, %H:%M UTC"))
        day += timedelta(days=1)
    return slots
@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work")); cal = build("calendar", "v3", credentials=creds, cache_discovery=False)
    gmail = build("gmail", "v1", credentials=creds, cache_discovery=False).users(); seen = set(state.get("seen") or [])
    msgs = [m for m in gmail.messages().list(userId="me", q="in:inbox newer_than:1d -category:promotions").execute().get("messages", []) if m["id"] not in seen]
    report_fetched(len(msgs))
    if not msgs:
        return {"summary": "Nothing new"}
    for m in msgs:
        msg = gmail.messages().get(userId="me", id=m["id"], format="metadata", metadataHeaders=["From", "Subject"]).execute(); h = {x["name"]: x["value"] for x in msg["payload"]["headers"]}
        if ai.generate(f"Is this email asking to schedule a meeting? Answer yes or no.\n{h.get('Subject')}\n{msg['snippet']}", max_output_tokens=5).text.strip().lower().startswith("yes"):
            body = "Thanks for reaching out. I could do any of these:\n" + "\n".join(f"- {s}" for s in free_slots(cal)) + "\nLet me know which suits you."
            raw = MIMEText(body); raw["To"], raw["Subject"] = h["From"], "Re: " + h.get("Subject", "")
            gmail.drafts().create(userId="me", body={"message": {"threadId": msg["threadId"], "raw": base64.urlsafe_b64encode(raw.as_bytes()).decode()}}).execute()
        seen.add(m["id"])
    state.set("seen", list(seen)[-1000:])
    return {"checked": len(msgs)}

FAQ

Common questions

Does it send the reply for me?
No. It writes a draft in the same email thread. You open your drafts, check it and press send.
Which hours does it offer?
Free slots within your working hours over the next 5 working days. You choose the working hours and the meeting length, for example 30 minutes between 9am and 5pm.
How does it decide an email is a meeting request?
It reads new emails and picks out those asking to schedule a call or meeting. Newsletters, invitations already sent from a calendar and automated mail are skipped.
What permissions does it need?
Gmail gmail.modify; Calendar read. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Draft replies to meeting requests with your free times” from your assistant

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