The AI Meeting Coordination Agent is an AI-driven assistant that streamlines every aspect of meeting planning, execution, and follow-up. It leverages calendar integrations, time zone intelligence, and smart prioritization to ensure: Meetings happen on time with full attendance, Conflicts are resolved proactively, Agendas and notes are generated automatically. Perfect for: Sales & Revenue Teams, Executive Assistants & Administrators, Remote & Hybrid Teams, Project Managers & Consultants, HR & Recruitment Professionals. 🧠 Your meetings — coordinated, productive, and stress-free.
AI scans participant calendars in real-time: Suggests optimal meeting slots based on availability, Handles time zones, preferences, and priorities, Sends personalized invites with one-click acceptance. ⏰ Eliminate back-and-forth emails forever.
Proactively identifies overlaps: Auto-resolves with alternative proposals, Prioritizes high-stakes meetings, Notifies participants of changes instantly. ⚡ Keep schedules aligned without manual intervention.
AI creates dynamic agendas: Pulls from emails, tasks, and prior meetings, Includes objectives, talking points, and attachments, Distributes prep materials in advance. 📋 Arrive prepared and focused.
Sends timed reminders via email/Slack: Multi-channel notifications (SMS, app pushes), Post-meeting follow-ups with action items, Tracks RSVPs and no-shows. 🔔 Boost attendance and accountability.
Auto-generates links and joins: Supports Zoom, Google Meet, Teams, Records sessions and transcribes notes, Shares recordings and summaries. 🎥 Seamless virtual collaboration.
Learns individual habits: Respects working hours and buffers, Manages guest lists and permissions, Handles recurring series intelligently. 👥 Personalized coordination for every attendee.
Real-time integration: Google Calendar, Outlook, Apple Calendar, Syncs across devices and teams, Prevents double-bookings across tools. 🔄 Unified view of your entire schedule.
Tracks meeting effectiveness: Attendance rates, duration, and engagement, ROI on time spent (e.g., sales meetings), Suggests optimizations for future scheduling. 📊 Data-driven improvements to your workflow.
Extracts and assigns tasks: Integrates with Todoist, Asana, Trello, Sends automated nudges for deadlines, Closes loops with completion reports. ✅ Turn discussions into done.
Our AI Meeting Coordination Agents deliver comprehensive capabilities to transform meeting operations and drive measurable productivity.
AI scans participant calendars in real-time: Suggests optimal meeting slots based on availability, Handles time zones, preferences, and priorities, Sends personalized invites with one-click acceptance.
Proactively identifies overlaps: Auto-resolves with alternative proposals, Prioritizes high-stakes meetings, Notifies participants of changes instantly.
AI creates dynamic agendas: Pulls from emails, tasks, and prior meetings, Includes objectives, talking points, and attachments, Distributes prep materials in advance.
Sends timed reminders via email/Slack: Multi-channel notifications (SMS, app pushes), Post-meeting follow-ups with action items, Tracks RSVPs and no-shows.
Auto-generates links and joins: Supports Zoom, Google Meet, Teams, Records sessions and transcribes notes, Shares recordings and summaries.
Learns individual habits: Respects working hours and buffers, Manages guest lists and permissions, Handles recurring series intelligently.
Real-time integration: Google Calendar, Outlook, Apple Calendar, Syncs across devices and teams, Prevents double-bookings across tools.
Tracks meeting effectiveness: Attendance rates, duration, and engagement, ROI on time spent (e.g., sales meetings), Suggests optimizations for future scheduling.
Extracts and assigns tasks: Integrates with Todoist, Asana, Trello, Sends automated nudges for deadlines, Closes loops with completion reports.
Seamlessly integrate your AI Meeting Coordination Agent with: Calendar Tools: Google Calendar, Outlook, Apple Calendar; Video Platforms: Zoom, Google Meet, Microsoft Teams; Task Managers: Asana, Trello, Todoist, Jira; Communication: Slack, Email, SMS; CRM Systems: Salesforce, HubSpot; RhinoAgents Suite: Sales Outreach, Follow-Up, and Analytics Agents. 🔗 Coordinate meetings across your entire tech stack.
Google Calendar, Outlook, Apple Calendar
Zoom, Google Meet, Microsoft Teams
Asana, Trello, Todoist, Jira
Slack, Email, SMS
Salesforce, HubSpot
Sales Outreach, Follow-Up, and Analytics Agents
Trusted by sales, executive, and remote teams to automate scheduling, agendas, and follow-ups — at scale.
5× faster scheduling with proactive conflict fixes.
Dynamic agendas in seconds vs hours.
90% reduction in no-shows with smart nudges.
One-click links and auto-transcribed notes.
95% follow-up completion via integrations.
Measure meeting ROI and productivity.
Seamless sync across global teams.
GDPR, SOC 2 compliant — your data is protected.
Full audit trails and approval gates.
Discover how teams have transformed meeting productivity with our AI agents.
AI Scheduling & Agenda Agents
Challenge: Delayed deal-closing meetings due to scheduling conflicts. Solution: AI auto-proposed times and sent agendas with deal recaps. Result: 3× more demos booked, 25% faster sales cycles.
"Our pipeline moves faster than ever."
— Sarah Kim, VP Sales
Conflict Resolution & VIP Prioritization
Challenge: Managing C-suite calendars across time zones. Solution: AI resolved overlaps and prioritized VIP meetings. Result: 80% less manual adjustments, zero missed calls.
"Finally, a stress-free calendar."
— James Lee, EA to CEO
Reminders & Transcription Agents
Challenge: Low attendance in virtual stand-ups. Solution: AI reminders and transcriptions kept everyone aligned. Result: 95% attendance rate, actionable follow-ups automated.
"Our stand-ups are now unmissable."
— Priya Patel, PM Lead
Find answers to common questions about our AI Meeting Coordination Agents and how they can transform your scheduling.
Ditch the endless email threads and missed meetings. Let the AI Meeting Coordination Agent handle scheduling, prep, and follow-ups — so you focus on what matters.