Calendar Auto-Join

Calendar auto-join connects CoAgentor to your Google or Outlook calendar so that agents can be pre-assigned to upcoming meetings. When the meeting starts, the agent joins automatically — no manual intervention required.

→ Connect your calendar →

How it works#

1. You connect your Google Calendar or Outlook Calendar account to CoAgentor
2. Your upcoming meetings appear in the CoAgentor Upcoming Meetings view
3. You assign an agent to any calendar event
4. When the event starts, CoAgentor automatically deploys the assigned agent into the meeting
5. The meeting runs, events are logged, and post-meeting summaries are delivered as configured

This is the recommended workflow for recurring meetings — configure it once and the agent shows up automatically every time.

Step 1 — Connect your calendar#

Go to Integrations → and click the Calendars tab. Connect one or more calendar accounts:

• Google Calendar — authorise via Google OAuth. CoAgentor will request read-only access to your calendar.
• Outlook Calendar — authorise via Microsoft OAuth. CoAgentor will request read-only access to your Outlook/Exchange calendar.

Step 2 — View upcoming meetings#

Once connected, go to Meetings → and scroll to the Upcoming Meetings section. Your calendar events for the next 7 days that have video meeting links will appear here.

Step 3 — Assign an agent#

Click Assign Agent next to any calendar event. Select the agent you want to deploy. The assignment is saved immediately.

Once assigned, the event card shows the agent's name and colour, and the auto-join status is shown as Scheduled.

Step 4 — Meeting starts automatically#

When the calendar event time arrives, CoAgentor automatically deploys the agent into the meeting. You don't need to be logged into the dashboard or take any action.

The meeting card transitions from Scheduled → Joining → Live automatically.

Multiple calendar accounts#

On Solo and Pro plans, you can connect multiple Google Calendar or Outlook Calendar accounts per user. This is useful if you have a personal and a work calendar, or if you manage meetings across multiple Microsoft tenants.

| Plan | Google Calendar accounts | Outlook Calendar accounts | |---|---|---| | Free | 1 | 1 | | Solo | 2 | 2 | | Pro | Unlimited | Unlimited | | Business+ | Unlimited | Unlimited |

→ Upgrade your plan →

Timezone support#

CoAgentor uses your configured timezone (set in Settings →) to display all calendar event times correctly. If events are showing at the wrong time, check your timezone setting first.

What meetings are eligible?#

Auto-join works for calendar events that contain a video meeting link (Google Meet, Zoom, or Teams) in the event body or the conferencing details. Events without a meeting link will appear in the upcoming view but cannot have agents assigned.

Removing or changing an assignment#

You can change or remove an agent assignment at any time before the meeting starts. Open the event in the Upcoming Meetings view and update the assignment.

Once a meeting has moved to Live status, the agent assignment cannot be changed for that meeting.

Privacy note#

CoAgentor requests read-only access to your calendar. It never creates, modifies, or deletes calendar events. Only events with supported video meeting links are processed. Other calendar data is not read or stored.

Troubleshooting#

My calendar events aren't appearing — Ensure the OAuth connection is still active in Integrations →. Token refresh happens automatically, but if the connection shows an error badge, reconnect it.

The agent didn't join my meeting — Verify that the meeting URL in your calendar event is a supported format (Google Meet, Zoom, or Teams). Some Zoom URLs with unusual parameters may not be recognised. You can always fall back to on-demand launch.

The wrong timezone is showing — Update your timezone in Settings →.

→ Google Calendar connection guide → → Outlook Calendar connection guide →