Calendar Integration Use Cases

Meeting: Product Demo with Acme Corp
Time: Today at 2:00 PM (in 15 minutes)
Attendees: Sarah Johnson (CTO), Mike Chen (VP Engineering)

Pre-Meeting Briefing:

PREVIOUS INTERACTIONS:
- Last meeting: Dec 15, 2025 - Initial discovery call
- Follow-up email: Dec 20 - Sent pricing proposal
- Slack message: Jan 5 - Answered technical questions

KEY CONTEXT:
- Acme Corp evaluating 3 vendors (us, Competitor A, Competitor B)
- Pain point: Current system can't scale beyond 10k users
- Budget approved: $150k annually
- Decision timeline: End of Q1

ACTION ITEMS FROM LAST TIME:
- Sent technical architecture doc (completed Dec 18)
- Scheduled demo with engineering team (this meeting)
- Pending: Security questionnaire review

TALKING POINTS:
1. Focus on scalability (their #1 concern)
2. Mention recent customer: TechCo (similar scale)
3. Address Competitor A weakness (integration complexity)
4. Ask about timeline pressure (Q1 deadline approaching)

NOTES:
- Sarah prefers visual diagrams over text explanations
- Mike is technical, wants to see code/architecture
- They're currently using LegacyVendor (8-year contract ending)

# 1. Connect your calendar
trix integrations connect google

# 2. Enable pre-meeting briefings (15 min before)
trix notifications setup
# Select: "15 minutes before (recommended)"

# 3. Ensure Trix has context
# Store past emails, notes, and Slack history as Trix memories
# via the API or SDK for richer pre-meeting briefings

# Done! You'll get briefings automatically

# Connect Google Calendar via CLI
trix integrations connect google       # Client A calendar

# Connect Microsoft and Apple via dashboard or API
# Visit app.trixdb.com -> Settings -> Integrations

# View upcoming Google Calendar events
trix google calendar list

# Output shows ALL events, color-coded by source:
#
# Today (Jan 12)
#   9:00 AM - Client A Standup [Google - Work]
#   11:00 AM - Client B Planning [Outlook - Work]
#   12:30 PM - Lunch with Sarah [iCloud - Personal]
#   2:00 PM - Client A Review [Google - Work]
#   4:00 PM - Doctor Appointment [iCloud - Personal]
#
# Tomorrow (Jan 13)
#   10:00 AM - Client B Demo [Outlook - Work]
#   3:00 PM - Kids Soccer Game [iCloud - Family]
#   5:00 PM - Client A Retrospective [Google - Work]

# Create a morning dashboard command
#!/bin/bash
echo "========================================="
echo "Good morning! Here's your day:"
echo "========================================="
echo ""
trix google calendar list
echo ""
echo "========================================="
echo "Upcoming deadlines:"
trix search "deadline OR due" --limit 5
echo "========================================="

# Add to ~/.bashrc or ~/.zshrc:
alias morning='~/scripts/morning-dashboard.sh'

# Now just type 'morning' every day!

Subject: Meeting in 15 minutes: Q1 Planning with Sarah

Hi,

You have a meeting starting soon:

Q1 Planning
Today at 2:00 PM - 3:00 PM (1 hour)
Conference Room A
Join: https://meet.google.com/abc-defg-hij

ATTENDEES (3):
- Sarah Johnson (Organizer) - [email protected]
- Mike Chen - [email protected]
- You

DESCRIPTION:
Plan Q1 OKRs and allocate resources across teams.
Please review the draft OKRs doc before the meeting.

RELEVANT CONTEXT:
- Last 1:1 with Sarah: Discussed headcount needs (Jan 5)
- Q4 Retrospective: Action item - better planning process
- Draft OKRs doc: Saved in Trix on Jan 8

SUGGESTED PREP:
- Review draft OKRs (linked in description)
- Check team capacity spreadsheet
- Prepare questions about hiring timeline

---
Powered by Trix | Manage Preferences

# Set up multiple reminder types
trix notifications setup

# Options:
# [x] 15 minutes before (last-minute prep)
# [x] 1 hour before (review materials)
# [x] 1 day before (block prep time)
# [x] Daily digest at 8:00 AM (morning overview)

# Advanced: Different reminders per calendar
# Work calendar: 15 min + 1 hour
# Personal calendar: 1 day only
# Family calendar: Daily digest only

# Configure per-connection via dashboard or API
# Visit app.trixdb.com -> Settings -> Integrations

# How many meetings this week?
trix search "content_type:calendar" --days 7 | wc -l
# Output: 23 meetings

# Who do I meet with most?
trix search "content_type:calendar attendees:*" \
  --days 30 | grep -o 'attendees:[^ ]*' | sort | uniq -c | sort -nr
# Output:
#   12 attendees:[email protected]
#    8 attendees:[email protected]
#    5 attendees:[email protected]

# Recurring meetings (same title)?
trix search "content_type:calendar" --days 30 \
  | grep -o 'title:[^,]*' | sort | uniq -c | sort -nr
# Output:
#   8 title:Team Standup
#   4 title:1:1 with Sarah
#   4 title:Sprint Planning

# Average meeting duration?
# (Requires custom script with API access)

# Meetings by day of week?
# (Shows you meet more on Tuesdays/Thursdays)

// Custom analytics script
const meetings = await fetch(
  'https://api.trixdb.com/v1/integrations/calendars/upcoming?days=30',
  { headers: { 'Authorization': `Bearer ${API_KEY}` } }
).then(r => r.json());

// Calculate total meeting hours
const totalHours = meetings.events.reduce((sum, event) => {
  const duration = (new Date(event.end) - new Date(event.start)) / (1000 * 60 * 60);
  return sum + duration;
}, 0);

console.log(`Total meeting time: ${totalHours.toFixed(1)} hours`);
console.log(`Average per week: ${(totalHours / 4).toFixed(1)} hours`);

// Find your most frequent meeting partners
const attendeeCounts = {};
meetings.events.forEach(event => {
  event.attendees?.forEach(att => {
    attendeeCounts[att.email] = (attendeeCounts[att.email] || 0) + 1;
  });
});

console.log('Top 5 meeting partners:',
  Object.entries(attendeeCounts)
    .sort(([,a], [,b]) => b - a)
    .slice(0, 5)
);

# Check if I'm free next Tuesday at 2pm
trix google calendar list \
  | grep "Jan 13" | grep "2:00 PM"
# Output: (empty) = You're free!

# Find all free slots next week (requires custom script)
./scripts/find-free-slots.sh --days 7 --duration 60
# Output:
# Free 1-hour slots next week:
# Mon Jan 12: 10:00-11:00 AM, 2:00-3:00 PM, 4:00-5:00 PM
# Tue Jan 13: 9:00-10:00 AM, 11:00-12:00 PM, 3:00-4:00 PM
# Wed Jan 14: All day (no meetings!)
# ...

// Custom scheduling endpoint
app.get('/api/availability/:date', async (req, res) => {
  // Fetch calendar events for the date
  const events = await trixAPI.getUpcomingEvents({
    date: req.params.date
  });

  // Calculate free slots (30-minute intervals)
  const workHours = { start: 9, end: 17 }; // 9am-5pm
  const freeSlots = calculateFreeSlots(events, workHours);

  res.json({
    date: req.params.date,
    availableSlots: freeSlots,
    busySlots: events.map(e => ({
      start: e.start,
      end: e.end
    }))
  });
});

// Frontend shows available times
// User clicks a slot -> creates event in your calendar
// No Calendly subscription needed!

// Webhook handler: New calendar event created
app.post('/webhook/calendar-event', async (req, res) => {
  const event = req.body.event;

  // Auto-create meeting notes doc
  const notesTemplate = `
# ${event.title}
Date: ${event.start}
Attendees: ${event.attendees.map(a => a.name).join(', ')}

## Agenda
(Add agenda here)

## Notes
(Add notes during meeting)

## Action Items
- [ ] TBD

## Next Steps
(Add follow-ups)
  `;

  // Save to Trix as a memory
  await trixAPI.createMemory({
    content: notesTemplate,
    content_type: 'markdown',
    tags: ['meeting-notes', event.title],
    metadata: {
      event_id: event.id,
      meeting_date: event.start,
      attendees: event.attendees.map(a => a.email)
    }
  });

  // Optionally: Send email with notes doc link
  await sendEmail({
    to: event.attendees.map(a => a.email),
    subject: `Meeting Notes: ${event.title}`,
    body: `Notes doc created: [link]`
  });

  res.json({ success: true });
});

// After a sales call, auto-update CRM
async function updateCRMAfterMeeting(event) {
  // Check if event has customer attendees
  const customers = event.attendees.filter(a =>
    a.email.includes('@customer.com')
  );

  if (customers.length === 0) return;

  // Update CRM with meeting record
  await crmAPI.createActivity({
    type: 'meeting',
    subject: event.title,
    date: event.start,
    duration_minutes: (new Date(event.end) - new Date(event.start)) / 60000,
    attendees: customers.map(c => c.email),
    notes: `Meeting held via ${event.conferenceData?.type || 'in-person'}`,
    status: 'completed'
  });

  // Search Trix for meeting notes
  const notes = await trixAPI.search({
    query: `event_id:${event.id} meeting-notes`,
    limit: 1
  });

  if (notes.length > 0) {
    await crmAPI.addNote({
      activity_id: activity.id,
      content: notes[0].content
    });
  }
}

# Script: Check if you have enough focus time
#!/bin/bash

# Count meeting hours this week
MEETING_HOURS=$(trix google calendar list \
  | grep -E "^\s+[0-9]" | wc -l)

# Assume 40-hour work week, 8 hours/day
WORK_HOURS=40
MEETING_RATIO=$(echo "scale=2; $MEETING_HOURS / $WORK_HOURS * 100" | bc)

echo "Meeting hours this week: $MEETING_HOURS"
echo "Percentage of work time: $MEETING_RATIO%"

if (( $(echo "$MEETING_RATIO > 50" | bc -l) )); then
  echo "WARNING: Over 50% of time in meetings!"
  echo "Suggested action: Block 2-hour focus time slots"

  # Find free 2-hour blocks
  # (Requires custom script)
  ./scripts/suggest-focus-blocks.sh
else
  echo "Meeting load is healthy"
fi

// Find overlapping free time for team
async function findTeamAvailability(teamEmails, duration, days = 7) {
  // Fetch calendars for all team members
  const allCalendars = await Promise.all(
    teamEmails.map(email =>
      trixAPI.getUpcomingEvents({ user: email, days })
    )
  );

  // Find time slots where EVERYONE is free
  const workHours = { start: 9, end: 17 };
  const freeSlots = findOverlappingFreeSlots(
    allCalendars,
    duration,
    workHours
  );

  return freeSlots;
}

// Usage
const team = [
  '[email protected]',
  '[email protected]',
  '[email protected]'
];

const slots = await findTeamAvailability(team, 60, 7);
console.log('Team can meet:', slots);

// Output:
// Team can meet:
// - Mon Jan 12, 2:00-3:00 PM
// - Tue Jan 13, 10:00-11:00 AM
// - Wed Jan 14, 3:00-4:00 PM

# Google Calendar via CLI (recommended)
trix integrations connect google

# Microsoft Outlook and Apple iCloud via dashboard or API
# Visit app.trixdb.com -> Settings -> Integrations

# Set up notifications (including pre-meeting briefings)
trix notifications setup

# View upcoming Google Calendar events
trix google calendar list

# Import past communications for better briefings
# Use the Trix API or SDK to store emails, Slack messages,
# and notes as memories for richer pre-meeting context
trix integrations connect notion

# The more context in Trix, the better the briefings!