Skill: 1kalin/afrexai-email-to-calendar (version 1.0.0)

--- name: afrexai-email-to-calendar version: 1.0.0 description: > Extract calendar events, deadlines, action items, and follow-ups from emails. Works with any calendar provider (Google, Outlook, Apple, Notion, etc.). No external dependencies — pure agent intelligence. Use when the user forwards an email, asks to check inbox for events, or wants to extract structured scheduling data from any text. --- # Email → Calendar Extraction Engine Turn emails into structured calendar events with zero missed deadlines. ## Quick Start When you receive an email (forwarded, pasted, or from inbox): 1. **Parse** — Extract every time-relevant item using the framework below 2. **Classify** — Score each item by type and confidence 3. **Present** — Show structured results with numbered selection 4. **Create** — Use the user's calendar tool to create confirmed events 5. **Follow up** — Track deadlines and send reminders --- ## 1. Extraction Framework ### What to Look For Scan every email for ALL of these categories: | Category | Signals | Priority | |----------|---------|----------| | **Hard Events** | "meeting at", "call on", "event on", specific date+time | 🔴 High | | **Deadlines** | "due by", "submit before", "RSVP by", "register by", "expires" | 🔴 High | | **Soft Events** | "sometime next week", "let's meet soon", "planning for March" | 🟡 Medium | | **Recurring** | "every Monday", "weekly", "monthly", "standing meeting" | 🟡 Medium | | **Action Items** | "please review", "can you send", "follow up on", "action required" | 🟡 Medium | | **Travel/Logistics** | Flight numbers, hotel confirmations, check-in times, gate info | 🔴 High | | **Implicit Deadlines** | Event is Feb 20 → ticket deadline is likely 1-2 weeks before | 🟡 Medium | ### Extraction Template For each item found, extract: ```yaml - title: "Descriptive name (max 80 chars)" type: event | deadline | action_item | travel | recurring date: "YYYY-MM-DD" day_of_week: "Monday" # Always include for verification time_start: "14:00" # 24h format, default 09:00 if unclear time_end: "15:00" # Default: start + 1h for meetings, all-day for deadlines timezone: "America/New_York" # Extract from email headers or content is_all_day: false is_multi_day: false # If true, include end_date end_date: null recurrence: null # "weekly" | "biweekly" | "monthly" | "MWF" | custom RRULE location: null # Physical address or video link url: null # Registration link, event page, or action URL attendees: [] # Names/emails mentioned confidence: high | medium | low source_quote: "exact text from email that indicates this event" notes: "any context the user should know" deadline_action: null # "RSVP" | "register" | "buy tickets" | "submit" deadline_url: null # Direct link to take action reminder_minutes: 30 # Suggested reminder (15 for calls, 60 for travel, 1440 for deadlines) ``` ### Confidence Scoring | Confidence | Criteria | |------------|----------| | **High** | Explicit date + time + clear event type. E.g. "Meeting on Feb 15 at 2pm" | | **Medium** | Date but no time, or time but approximate date. E.g. "next Tuesday afternoon" | | **Low** | Vague reference. E.g. "we should catch up soon", "sometime in March" | ### Smart Defaults - **No time given for meeting** → 09:00-10:00 (mark confidence: medium) - **No time given for deadline** → 23:59 (end of day) - **No timezone** → Use user's default timezone, note assumption - **"Morning"** → 09:00, **"Afternoon"** → 14:00, **"Evening"** → 18:00, **"EOD"** → 17:00 - **"Next week"** → Following Monday (mark confidence: medium) - **Multi-day event** → Set is_multi_day: true, include start and end dates --- ## 2. Email Classification Before extracting, classify the email: | Email Type | How to Handle | |------------|---------------| | **Calendar notification** (from [REDACTED_SECRET], outlook, etc.) | SKIP — these are responses to existing events | | **Newsletter/marketing** | Extract only if contains relevant event dates | | **Personal/work email** | Full extraction | | **Travel confirmation** | Extract ALL logistics: flights, hotels, car rentals, check-ins | | **Meeting invite** (ICS attachment or structured invite) | Extract directly, high confidence | | **Thread/reply** | Only extract NEW events, not ones from quoted text | | **Forwarded email** | Process the forwarded content, note original sender | ### Ignore Patterns (Skip These) - Automated calendar responses (Accepted, Declined, Tentative) - Unsubscribe confirmations - Read receipts - Auto-replies / Out of office - Spam/promotional (unless user explicitly forwards it) --- ## 3. Presentation Format Always present extracted items in this format: ``` 📧 From: [sender] | Subject: [subject] | Date: [received date] Found [N] calendar items: 1. 🔴 **Team Standup** — Mon Feb 17, 9:00-9:30 AM EST 📍 Zoom (link in email) | 👥 Alice, Bob, Charlie 🔁 Recurring: Every weekday ✅ Confidence: High 2. 🔴 **Project Deadline: Q1 Report** — Fri Feb 28, EOD ⚠️ ACTION REQUIRED: Submit report 🔗 [Submission portal](url) ⏰ Suggested reminder: 3 days before ✅ Confidence: High 3. 🟡 **Team Lunch** — "sometime next week" 📍 TBD ⚠️ Confidence: Medium — date needs confirmation --- Reply with numbers to create (e.g. "1, 2"), "all", or "none". Type "edit 3" to modify before creating. ``` ### Presentation Rules 1. **Always show day of week** — humans verify dates by day name 2. **Group by date** when >5 items 3. **Flag conflicts** — if new event overlaps existing calendar 4. **Highlight deadlines** with ⚠️ and days remaining 5. **Show source quote** for medium/low confidence items 6. **Never auto-create** without user confirmation --- ## 4. Calendar Creation After user confirms, create events using their calendar tool: ### Google Calendar (via `gog` or API) ```bash gog calendar create \ --title "Event Title" \ --start "2026-02-17T09:00:00-05:00" \ --end "2026-02-17T10:00:00-05:00" \ --description "Extracted from email: [subject]" \ --location "Zoom link or address" ``` ### Apple Calendar (via `osascript`) ```bash osascript -e 'tell application "Calendar" tell calendar "Work" make new event with properties {summary:"Event Title", start date:date "Monday, February 17, 2026 at 9:00:00 AM", end date:date "Monday, February 17, 2026 at 10:00:00 AM", description:"Extracted from email", location:"Zoom"} end tell end tell' ``` ### Notion / Other - Format as structured data and use the appropriate API - Or output as .ics file the user can import anywhere ### ICS Export (Universal) ``` BEGIN:VCALENDAR VERSION:2.0 BEGIN:VEVENT DTSTART:20260217T090000 DTEND:20260217T100000 SUMMARY:Event Title DESCRIPTION:Extracted from email LOCATION:Zoom link END:VEVENT END:VCALENDAR ``` --- ## 5. Duplicate Detection Before creating any event, check for duplicates: 1. **Search calendar** for events on the same date with similar title (fuzzy match) 2. **Check tracking file** — maintain a log of created events: ```json // memory/email-calendar-log.json { "created_events": [ { "email_id": "msg-123", "email_subject": "Team Offsite", "event_title": "Team Offsite", "event_date": "2026-02-17", "calendar_event_id": "cal-456", "created_at": "2026-02-13T10:00:00Z" } ] } ``` 3. **If duplicate found**: Show user and ask — "This looks similar to [existing event]. Skip, update, or create anyway?" --- ## 6. Deadline & Reminder Engine ### Deadline Patterns to Detect | Pattern | Example | Action | |---------|---------|--------| | RSVP deadline | "RSVP by Feb 10" | Create reminder 3 days before | | Registration | "Register by March 1" | Create reminder 1 week before | | Early bird | "Early bird ends Feb 15" | Create reminder 2 days before | | Ticket sales | "Tickets on sale until..." | Create reminder + calendar event | | Submission | "Submit proposal by..." | Create reminder 3 days before | | Expiration | "Offer expires..." | Create reminder 1 day before | ### Reminder Strategy - **>30 days away**: Remind 1 week before - **7-30 days away**: Remind 3 days before - **<7 days away**: Remind 1 day before - **Deadlines with URLs**: Include the action URL in the reminder - Create reminder as separate calendar event: "⚠️ DEADLINE: [action] for [event]" --- ## 7. Travel Email Handling Travel confirmations get special treatment: ### Extract ALL of these: - ✈️ **Flights**: airline, flight #, departure/arrival times+airports, terminal, gate, confirmation # - 🏨 **Hotels**: name, address, check-in/out times, confirmation # - 🚗 **Car rentals**: company, pickup/dropoff times+locations, confirmation # - 📋 **Transfers**: shuttle times, train bookings ### Create these calendar events: 1. **Flight departure** — include terminal, gate, flight # in description 2. **Flight arrival** — for connecting flights too 3. **Hotel check-in** — with address and confirmation # 4. **Hotel check-out** — with reminder to pack 5. **Car pickup/dropoff** — with location details ### Travel-specific reminders: - Flight: 3 hours before (domestic), 4 hours before (international) - Hotel check-out: Morning of departure - Include all confirmation numbers in event descriptions --- ## 8. Batch Processing When scanning an inbox for events: 1. **Fetch unread emails** (or emails from last N days) 2. **Filter out noise** — apply ignore patterns 3. **Extract from each** — run extraction framework 4. **Deduplicate across emails** — same event mentioned in multiple threads 5. **Sort by date** — nearest first 6. **Present grouped summary**: ``` 📬 Inbox Scan: 47 unread → 12 with calendar items → 18 events found THIS WEEK (Feb 13-19): 1. 🔴 Sprint Review — Thu Feb 13, 3:00 PM 2. 🔴 1:1 with Manager — Fri Feb 14, 10:00 AM ... NEXT WEEK (Feb 20-26): 5. 🟡 Team Lunch — date TBD (mentioned in 2 emails) ... DEADLINES: ⚠️ Q1 Report — Due Feb 28 (15 days) → [Submit here](url) ⚠️ Conference RSVP — Due Feb 20 (7 days) → [RSVP](url) ``` --- ## 9. Edge Cases | Situation | How to Handle | |-----------|---------------| | **Multiple timezones in one email** | Extract each event in its stated timezone, convert to user's TZ for display | | **"TBD" or "TBA" times** | Create all-day event, flag for follow-up | | **Cancelled events** | Check if already in calendar → offer to delete | | **Rescheduled events** | Find original → offer to update (not create new) | | **Recurring with exceptions** | Note specific exception dates in description | | **Date ambiguity (02/03 = Feb 3 or Mar 2?)** | Use email's locale/origin for MM/DD vs DD/MM, ask if unclear | | **Events in quoted/forwarded text** | Only process if user explicitly forwarded it | | **Attachments with .ics files** | Parse ICS directly — highest confidence source | | **"Save the date" emails** | Create tentative event, mark as placeholder | | **Conference with multiple sessions** | Extract all sessions as separate events with shared description | --- ## 10. Session Memory Track user preferences across sessions: ```yaml # memory/email-calendar-prefs.yaml default_timezone: "America/New_York" default_calendar: "Work" default_reminder_minutes: 30 auto_create_patterns: - "standup" - "1:1" ignore_patterns: - "newsletter" - "marketing" preferred_format: "12h" # or "24h" travel_reminder_hours: 3 ``` Update preferences when user corrects you or states a preference.


Security scan verdicts — ClawScan: clean | static analysis: clean | VirusTotal: suspicious | SkillSpector: suspicious (CRITICAL)