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Using Atlas for Scheduling and Meeting Management

Using Atlas as Your Email Assistant for Scheduling

Atlas makes it easy to delegate scheduling, rescheduling, and coordination via email. Here’s how to make the most of Atlas’s capabilities in email:

1. Delegate Scheduling by CCing Atlas on Emails

CC Atlas on a New Email or Existing Thread. Here is Atlas's email: atlas@atlasassistant.com


• Starting a New Email: Add Atlas to the CC field when sending a new email to someone you want to arrange a meeting with. This activates Atlas, allowing it to take over and handle the scheduling process.

• Adding Atlas to an Existing Thread: If you’re in an ongoing email conversation and decide it’s time to set up a meeting, simply send an email and add Atlas to the CC. Atlas will then step in to coordinate timing with the other parties.

• Once Atlas is CC'd, Atlas takes over coordinating, emailing back and forth with attendees directly. You don’t need to stay involved from that point forward.

When sending an email with Atlas CC’d, introduce Atlas as your assistant to let others know Atlas will take over handle scheduling. This also indicates to Atlas that you are ready to hand-off coordination to them. Here are some ways you can phrase this:

“Adding my assistant, Atlas, to coordinate a time for us.”
• “My assistant will take over getting something on the books.”
• “Atlas, my assistant, will help us find a time to meet.”
• “Handing it over to Atlas to book us a meeting.”
• “Looping in Atlas to find us time.”

Feel free to use whatever phrasing feels most natural; you don’t have to use these exact phrases. Atlas reasons similarly to a human, so it will understand that it’s meant to take over scheduling.

2. In Your CC’d Email Looping in Atlas, Specify Any Details or Preferences

Providing Key Details for Scheduling with Atlas

Although Atlas will review the email thread to understand the meeting’s purpose and any preferences (such as duration, preferred dates, or times), often these details haven’t been fully discussed before scheduling begins. To make sure Atlas has all the necessary information, it’s best to restate or specify key details directly in your CC’d email. This could include when you’d like the meeting, how long it should be, or any other preferences Atlas should consider.

When delegating scheduling, include any helpful details or preferences to guide Atlas in finding the best time:

• Example: “Let’s aim for something on Monday” or “Can we look at next week?” This gives Atlas a specific timeframe or day to work with.

Please Note: The default meeting length is 30 minutes. If you need a longer meeting, simply indicate this in your email. Here are a few ways to specify duration:

“We’ll need an hour for this meeting.”
• “Can you block 45 minutes instead of the default 30?”
• “Let’s set aside at least 90 minutes for this discussion.”

Including these details helps Atlas coordinate the timing precisely according to your needs.

3. Set Follow-Up Preferences:

  • Atlas’s primary goal is to ensure that every meeting you’ve indicated you want is successfully scheduled. If there’s no response from attendees after the initial email, Atlas will automatically send follow-up emails based on the timing preferences you’ve set.
  • To set follow-up preferences, navigate to your settings, here you will see all your preferences, you can specify how much time should pass before Atlas sends follow-up emails to attendees if they haven’t responded.

4. Automatic time Proposals and Holding Slots

• When Atlas proposes time slots for meetings, it will hold those slots as pending on your calendar. This means no one else can book those times, ensuring they’re available for the proposed meeting until confirmed or released.

Pending meetings will look like this for Google Calendar users

5. Optional Features for Enhanced Scheduling Control

1. Get Notified About Scheduling Requests

• Enable a notification feature that alerts you when there’s a new scheduling request. This keeps you informed and allows you to take additional actions, like marking a meeting as High Priority if it’s particularly important.

2. Mark Meetings as High Priority

Shown here, the meeting is not star selected as high-priority


• In the desktop app’s menu bar, you can mark specific meetings as High Priority by pressing the star When a meeting is marked High Priority:

• Buffer Times: Atlas will add buffer time before and after the meeting based on the duration you’ve specified in your settings. This gives you prep time before the meeting and prevents overlap, even if the meeting runs long.

• This is especially useful for critical meetings where you want ample preparation time or need to stay on schedule.

• Turning on Notifications and Setting Buffer Times:

• To enable notifications, go to Settings > Notifications and check “Email Scheduling Notifications” to receive alerts when an email scheduling request comes through.

• Be sure to specify the buffer duration in Settings > Preferences if you want Atlas to automatically add time around High Priority meetings.

Using the Desktop Assistant App

• Quickly Summon Atlas: Access Atlas instantly by pressing Command+Shift+A on Mac or Control+Shift+A on PC

• Reschedule from the Menu Bar: In the app’s menu bar, you’ll find an option to reschedule any meeting. Click it, and Atlas will manage the rest, coordinating with all attendees to set a new time.

In the Atlas desktop app, you can manage your meetings easily by selecting them directly in the left-hand calendar panel. Once you’ve selected a meeting, you can ask Atlas to change the time or adjust details as needed—just like asking a human assistant.

IMPORTANT NOTE: A selected meeting will show with a large blue outline. You will need to de-select the event before taking other actions in the app. This includes moving from day-to day. Make a habit of deselecting it. We are currently working to improve this experience and would love your feedback on how this can be better, let us know by sending an email to kyla@useatlas.ai.

For faster scheduling, you can also use Quick Actions to create a new meeting. Simply type or speak to Atlas conversationally, saying something like, “Set up a meeting with [Name] for next week" or "Find time for me and [Name] to meet", Atlas will understand your request and handle the scheduling, making it easy to interact naturally without needing specific commands. Atlas will also know who you are talking about by name if they are in your workspace.

Automatic Rescheduling of Meetings

To reschedule an upcoming meeting, you can use the Reschedule button in the menu bar for quick access, or select a meeting from the calendar panel on the left side of the Atlas desktop app.

Internal vs. External Meeting Rescheduling

1. For Internal Meetings (within your company):


• When rescheduling a meeting with internal team members, Atlas will automatically check everyone’s calendars to find an available time that works for all attendees.


• Available times will appear in purple, providing a clear preview of suitable slots. Important Note: Currently, Atlas does not automatically scroll to the new date in your calendar if the rescheduled time is on a different day. If the new time is a few days later, manually click the arrow to navigate to the new date and check how it aligns in your calendar.


• Once a new time is found, Atlas will reschedule the meeting automatically. You’ll have the option to review the new time, make adjustments if needed, and add a reason for rescheduling. If you add a reason, Atlas will include it in an email to attendees, noting the original and updated time.


2. For External Meetings (with attendees outside your company):


• For meetings with external participants, Atlas will notify them that the meeting needs to be rescheduled, propose new time options, and follow up as needed until a new time is confirmed. You can still add a reason for rescheduling, which Atlas will include in its email message to the external attendees, ensuring they’re informed of the change and proposed options.

Using the Menu Bar for Quick Actions

• Join Meeting Links Instantly: Quickly access meeting links directly from the menu bar, allowing you to join with just one click.


• Reschedule on the Fly: The menu bar also provides a fast option to reschedule meetings if plans change.


• View Upcoming Meetings at a Glance: Stay organized by viewing an overview of all upcoming meetings right from the menu bar, keeping your schedule accessible at all times.

This guide provides a quick overview of how to delegate, manage, and customize your scheduling experience with Atlas, whether in your email, desktop app, or menu bar.