HourSaved

Propose meeting times from your availability and write the reply

Type your free windows, the meeting length and both time zones, and AI picks up to three times that fit your rules and drafts the reply, so you end the back-and-forth email after you check the times in your calendar.

Setup
5 min
Saves
About 10 min a use (our estimate)
Level
Easy
Last checked
Works with
Any AI chat, Google Calendar, Outlook
Step in a real app
Described from the official help page, not run on a real account

Run once on made-up data on with Claude Opus 5.5. One run, not proof.

Version 1 · Draft: not yet approved by the owner · How we test

What this does

You type your free windows, meeting length, rules and both time zones. AI picks up to three times that fit, shows each in both zones, explains what it left out, and drafts a reply. You check your calendar and send it yourself.

Before you start

  • Any AI chat (ChatGPT, Claude, Gemini or Copilot).
  • Your free windows for the next few days, plus the other person's time zone and stated availability.
  • Setup: about 5 minutes (our estimate).
  • Privacy: type only free times, not what your other appointments are.

Steps

  1. Write down your free windows with full dates, like "Tue May 14, 8:00 to 9:30 am".
  2. Name each time zone by city or full name, not "my time".
  3. Add your rules: earliest start, latest end, buffers.
  4. Paste the prompt below and fill it in.
  5. Check every proposed time in your calendar, especially near daylight saving changes.
  6. Send the reply yourself. Once they pick, create the invite in your calendar app.

With a shared work calendar, your app may find times for you: Google Calendar's Suggested times after you add guests (Google says this needs an eligible Workspace plan and isn't in the phone apps), or Outlook's Scheduling Assistant on the meeting ribbon (Microsoft 365 or Exchange accounts).

The prompt

Prompt · fill the [brackets]
Help me propose meeting times. Use only the free windows and rules I give you. Do not create events or send anything.

Meeting length: [minutes]
My time zone: [city or full name]
Their time zone: [city or full name]
My free windows (full dates and times, my time zone): [list]
My rules: [earliest start, latest end, buffers]
What they told me about their availability: [paste or "nothing"]

Please:
1. Suggest up to three start and end times that fit inside my windows and follow my rules. Show each in both time zones.
2. List every window you left out and why.
3. If fewer than three times fit, say so. Don't stretch a window.
4. FLAG anything you're unsure of: their availability, daylight saving, or a rule that conflicts.
5. Draft a short, friendly reply offering the times in their time zone first.

Before and after: the made-up input, then the real output the AI gave us.

Try it with made-up data

Meeting: 45-minute video call. My time zone: Denver (Mountain Time). Theirs: New York (Eastern Time).

My free windows: Tue May 14, 2030, 8:00 to 9:30 am. Wed May 15, 1:00 to 2:00 pm. Thu May 16, 7:00 to 8:30 am and 3:00 to 5:00 pm.

My rules: no meetings before 8:00 am my time. On Thursday I have a site visit ending at 3:00 pm, so leave 15 minutes after it.

They said: "Any morning works, but I'm not free after 5 pm Eastern."

What the AI gave us

Options (mid-May 2030: both cities on daylight time, Eastern is 2 hours ahead of Mountain)

  1. Tue May 14: 10:00 to 10:45 am Eastern (8:00 to 8:45 am Mountain)
  2. Wed May 15: 3:00 to 3:45 pm Eastern (1:00 to 1:45 pm Mountain)

Only two times fit.

Left out: Thu 7:00 to 8:30 am, because your 8:00 am rule leaves 30 minutes, too short for 45. Thu 3:00 to 5:00 pm, because the earliest start after your buffer is 3:15 pm Mountain, which is 5:15 pm Eastern, past their 5 pm limit.

FLAG: Option 2 is an afternoon for them. They said mornings work but didn't mention afternoons.

Reply: "Thanks for making time. Here are two options for a 45-minute video call: Tuesday, May 14, 10:00 to 10:45 am Eastern, or Wednesday, May 15, 3:00 to 3:45 pm Eastern. Let me know which suits you and I'll send the invite."

The time zone math and the left-out reasons were correct. But "Only two times fit" is wrong: Tuesday's 8:00 to 9:30 window also fits 8:45 to 9:30 am Mountain (10:45 to 11:30 am Eastern), which is a morning for them. And the reply still offers option 2, the afternoon its own FLAG questions. Don't send it as is: offer the two Tuesday mornings, or confirm an afternoon suits them first.

Check before you send

  • Each time is still free in your calendar.
  • Both time zones are right.
  • Dates and weekdays match (Tuesday is really May 14).
  • Meeting length matches what you agreed.
  • The reply doesn't confirm a time before they pick one.

Don't paste

  • Names or details of your other appointments.
  • Home addresses or locations you don't want shared.
  • Health appointments or personal plans. Mark those "busy".

When not to use this

  • When you can see each other's calendars. Your calendar's own tool is faster.
  • Group meetings. Use a scheduling poll or booking page.
  • Vague dates ("sometime next week"). Pin down the dates first.

Questions owners ask

Can AI see my calendar and book the meeting?

Some can, inside paid work plans. Google says Gemini in Gmail can propose times using Google Calendar. Typed windows fit any AI chat, and nothing gets booked by mistake.

Does AI get time zones wrong?

It can, especially near daylight saving changes. That's why the prompt asks for both time zones and you check in your calendar.

Sources

Related guides

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The newsletter

One new guide a week, free.

Start with the free starter: three short emails over your first week. First the 15-minute Start here guide, then the three jobs we'd hand to AI first, then one question about what eats your week. The first two come with a practice task and the check you do before anything goes out. After that, one new guide every Tuesday: one task, the prompt to paste and the check to do. At most one ad, always labeled.

  1. Day 1Your first 15 minutes with a free AI assistant
  2. Day 3Summarize a long email thread into decisions, open questions and next steps
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  3. Day 6What eats your week? Reply in one line, plus how the weekly guide works