16 February 2024

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

By Ronald Smith

Imagine having your very own personal assistant to help you schedule all your meetings effortlessly. Well, that’s exactly what x.ai, the AI-powered personal assistant, does for you!

When it comes to scheduling meetings, x.ai has got your back. Instead of spending precious time going back and forth with multiple people to find a suitable time, x.ai takes care of all the nitty-gritty details, so you can focus on what matters most.

With x.ai, you can simply cc or forward the emails related to the meeting to its dedicated email address. From there, x.ai takes over and communicates with all the participants to find a time that works for everyone. It keeps track of everyone’s availability and preferences, making sure that the meeting is scheduled at the most convenient time for all.

No more wrestling with calendars and trying to coordinate busy schedules. x.ai’s AI algorithms analyze various factors, such as time zones and meeting durations, to propose suitable meeting slots. It even takes into account your personal preferences, like your preferred meeting times or days, so you don’t have to worry about any conflicts.

Once the meeting details are finalized, x.ai sends out the invitations and updates everyone’s calendars automatically. It takes care of all the reminders, follow-ups, and rescheduling if needed. You can sit back and relax, knowing that x.ai has everything under control.

The convenience of having x.ai as your personal assistant doesn’t end there. It also integrates seamlessly with popular calendar applications like Google Calendar and Office 365, so you can manage all your appointments in one place.

In summary, x.ai is the ultimate time-saver when it comes to scheduling meetings. Its AI capabilities make the process efficient and hassle-free. With x.ai, you can say goodbye to the endless back-and-forth emails and hello to more productive and streamlined meetings. Let x.ai handle the scheduling, while you focus on what truly matters.

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

I’m really impressed with x.ai. Even though it’s a new company, it already offers great features and functionality that meet an important need in the market. I can’t wait to have Amy join my team and help manage my schedule.

If I had to choose the most common business task that people complain about, it would definitely be setting up meetings.

It’s incredibly tedious to go back and forth with emails until everyone agrees on a time and place. It feels like it never ends.

Wouldn’t it be amazing if someone could handle all of that hassle for you? In the past, you might have relied on a secretary, but nowadays, hiring someone like that feels like a dream.

Well, not anymore. x.ai has created an incredible AI-powered personal assistant that can take care of all your meeting needs.

Introducing the AI Powered Personal Assistant: x.ai

Guess what? x.ai actually created this amazing AI-powered personal assistant named Amy Ingram who can do all the work of negotiating and setting up meetings for you.

The coolest part is, when you use x.ai’s personal assistant, it feels like you’re talking to a real person.

Her name is Amy Ingram. Yep, she’s an AI, but she’s designed to be super personable.

Now, I won’t go into all the nitty-gritty technical details behind Amy because that’s a whole other topic. You can find a ton of information about it on x.ai’s blog. But basically, Amy uses fancy stuff like machine learning and natural language processing (NLP) to read and understand the emails she gets, so she can set up your meetings for you.

Here’s a quick overview of how it all works:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Let me give you a quick summary of what Amy is all about. It might be a little tricky to fully understand just how amazing she is without actually seeing her in action. Lucky for you, I’ve got a real-life example to show you. Click here to check it out!

What makes the example so awesome is that Amy communicates in regular, everyday English. You don’t have to learn any secret codes or fancy abbreviations. It’s almost like having a real person right by your side, helping you schedule meetings.

But don’t let that simplicity fool you. There’s actually a lot going on behind the scenes. For instance, how does Amy know where your office is located? How does she find the best time for a meeting in your busy schedule? And what if you want to schedule a meeting somewhere other than your office – how does Amy figure out where to go?

The answer to those questions lies in teaching Amy all about you – your preferences and your needs. Let’s take a closer look at that process.

When you hop onto x.ai, guess what? You’ll see your very own dashboard displayed right in front of you!

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

So, check this out, Amy is such a cool assistant. She’s got this nifty way of keeping track of all your current and upcoming meetings that she’s put in your schedule. But here’s the thing, she won’t show you every single meeting, only the ones she’s taken care of.

Now here’s where it gets exciting. If you want to add a meeting to Amy’s schedule, even if she’s not in charge of it, all you gotta do is shoot her an email. Yep, it’s that simple!

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Below the meeting list, you’ll see some gray links. These links will take you to the places where you can set your preferences.

Your Preferences – Calendars

Right now, my personal assistant, Amy, can only integrate with Google Calendar. But don’t worry, the team is working really hard to make a full integration with Microsoft Exchange/Outlook calendars.

Once you’ve given Amy permission to access your Google calendars, you can use the preferences screen to choose which ones will affect your schedule.

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Did you know that I can use your calendars to help you plan your schedule? But that’s not all! I can even use calendars that you’ve been granted access to. You’ll find these calendars under the grayed-out section under the line in the image above.

Your Preferences – Scheduling

When it comes to scheduling, you’ve got plenty of options to choose from! The scheduling preference screen gives you lots of flexibility in how I handle your calendar:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

By using the sliders above, you can easily adjust your availability for each day. Whether you want to block off the whole day or divide it into smaller time slots, including weekends, it’s all up to you. And guess what? x.ai can even help you manage your personal life too!

Now, here’s an important thing to keep in mind: at the moment, Amy isn’t aware that weekdays are typically for work meetings and weekends are usually for personal stuff. But no worries, I’ve got a workaround for you. If you ever want to schedule a personal get-together on a weekend, just let Amy know like this: Hey Amy, break my scheduling preferences and find some time for me on Saturday, between 3pm and 4pm.

Oh, and here’s more good news! You have the option to set default lengths for both live and virtual meetings. Also, you can tell Amy how much time you’d like her to consider before and after each type of meeting. That way, you’ll have a nice buffer for a smooth transition between your appointments.

Before we wrap up, I want to tell you about scheduling. If you want me to prioritize certain meetings over others on your calendar, you can use the Show me as feature in Google Calendar:

When you mark a meeting as Available, it means I can still schedule other meetings during that time.

Your Preferences – Emails

Now let’s talk about email preferences. This is where you can let me know which email addresses to look out for when scheduling for you. If an email doesn’t come from one of the addresses listed here, I won’t make any changes to your schedule:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Why would you want to have more than one email address? Let me give you an example. You might have a work email address and a personal email address. When you send a meeting request to Amy, she will always respond to the email address you used first. This way, you can keep your work and personal lives separate, which is a good thing.

However, if you want Amy to always use a specific email address, you can override her preference. Just use the form below the list of addresses to set the email address that Amy should always use, regardless of which one you used first to send the meeting request.

Your Preferences – Personal

The personal preference screen is where you enter your basic information. When appropriate, Amy will include this information in the final meeting requests.

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

When it comes to the default meeting spot, let me break it down for you:

Your Preferences – Locations

This is one of the most useful features in personal assistant x.ai. It’s called the locations preference screen.

On this screen, you can let Amy know all your favorite places. This way, when you say Schedule Jim and me for coffee, she’ll know exactly where to book it. Here’s how it works:

First, you’ll enter your office address. This way, Amy will know where your office is when you tell her to set up a meeting at my office.

If you want to add another location, just click on the Add another location link below the Instructions field. You’ll see a list of different types of locations that you can add, with one type per location.

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Look at the picture below. I want to tell you about the place where I like to have meetings while sipping on some coffee. When I type in Starbucks, my friend Amy finds the nearest locations for me. Then, it becomes easy for me to choose the one I want. But if I want to, I can also type in an address myself:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Coming up next, I’m going to create a special place where I enjoy having beverages with my clients:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Well, check this out! Now I can use words like office, coffee, and drinks when I make meeting requests, and Amy will know exactly where I want to meet. She’ll even let everyone else in the meeting know too.

This is pretty amazing, if you think about it:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

At last, I have the power to choose a default meeting type. Amy will automatically use this type unless I tell her to use something different for my meeting requests. Remember, when it comes to in-person meetings, only the locations I’ve added can be selected as the default:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings

Let’s talk about virtual meetings, shall we? So, here’s the scoop. According to the folks at x.ai, they don’t currently have a feature that automatically adds virtual location links to your meetings. Bummer, right? But hey, they’re working on it, so fingers crossed for the future!

In the meantime, if you want to add a link to a static Webex or Google Hangout, all you gotta do is ask Amy. Just say something like, Hey Amy, please add this Google Hangout link to the invitation: [insert link here]. Simple as that!

Your Preferences – Updating Via Email

Now, let’s talk about updating your preferences. It’s super easy! All you have to do is shoot Amy an email and let her know what you want to change. Here’s an example to give you an idea:

How x.ai, the AI Powered Personal Assistant, Handles Scheduling Meetings


  1. It’s free;
  2. There’s a professional version; and
  3. There’s a business version.


You can find out more about x.ai, an AI-powered personal assistant, and Amy on their FAQ page. They can tell you how many people Amy can schedule for a meeting at once, which is currently up to five.

Even though x.ai is still new, it already has useful features and functionality that meet a strong demand in the market. I believe it has even more potential as it continues to develop.

Personally, I’m excited to have Amy join my team and handle my schedule. If you’re tired of planning your own meetings, I recommend hiring her yourself to see what she can do.

I promise, you won’t be disappointed.