Can the Scheduling Agent handle complex multi-person meetings?

Yes. It utilizes advanced logic to cross-reference multiple internal calendars and propose times that work for the entire buying group or project team, significantly reducing the complexity of coordinating 3+ stakeholders.

Does it account for international holidays?

Absolutely. The **Scheduling Agent** is context-aware and factors in regional holidays (e.g., Golden Week in China, Thanksgiving in the US) to avoid proposing slots when participants are likely unavailable.

How does it handle time zones?

It uses 'Time Zone Equity' logic. Instead of just converting times, it identifies slots that are reasonable for all parties (e.g., avoiding 3 AM for the client), ensuring a professional and respectful scheduling experience.

Does it integrate with our CRM?

Yes. The agent syncs directly with platforms like Salesforce and HubSpot. It logs the meeting, updates the lead status, and can even trigger pre-meeting workflows based on the appointment type.

What happens if a prospect cancels?

The agent handles it autonomously. It detects the cancellation, immediately reaches out to the prospect to reschedule, and updates the calendar, ensuring that the opportunity is not lost to administrative flux.

Scheduling Agent | AI Workers

Scheduling Agent is an AI worker that autonomously coordinates global meetings.

It calculates Time Zone Equity slots, detects regional holidays and DST shifts, and manages rescheduling-recovering $2.1 billion in lost productivity while increasing qualification speed 7x.

What is Scheduling Agent?

Deal Velocity Enabler. The scheduling dance-endless emails finding New York/Dubai/Singapore overlap-is the single greatest impediment to deal velocity. "Deal decay" happens when momentum is lost coordinating calendars rather than negotiating terms. Scheduling Agent takes ownership as an active, intelligent executive assistant.
Time Zone Equity Engine. Unlike static tools suggesting 3 AM Tokyo slots because the host is free, analyzes participant locations for equitable times respecting all working hours. Integrates calendar APIs, detects regional holidays, DST shifts, and cultural work-weeks (Sunday-Thursday Middle East).
Agentic Stack Handoff. Prioritization Agent scores leads, Outreach Agent engages-then Scheduling Agent secures meetings instantly. Detects intent and urgency, offers immediate slots for high-priority leads. Manages entire appointment lifecycle including autonomous rescheduling.
Wake Up to Filled Calendars. Human professionals start their day with qualified, confirmed meetings instead of scheduling logistics inbox.

Replaces:

4-8 emails to settle on meeting times across timezones.

Manual time zone math and DST error risk.

Rescheduling chase when prospects cancel.

Manual Zoom/Teams link creation and agenda distribution.

Multiple calendar cross-referencing (Sales Engineer + AE availability).

Ready to see Scheduling Agent in action?

Why Scheduling Agent?

7x Faster Qualification. Responding within an hour increases qualification 7x. Scheduling friction pushes meetings out days. Acts instantly 24/7-Hong Kong prospect requesting 2 PM (2 AM New York) gets slot secured immediately. Closes interest-commitment gap.
$2.1 Billion Recovered. Lost annually to scheduling errors, missed meetings, coordination time. Reclaim 30-50% of rep time from calendar admin. Redirect toward negotiation and relationships.
Intelligent Time Optimization. Finds the best time, not just a time. Historical engagement data identifies optimal windows (4-5 PM if region converts better late afternoon). Maximizes meeting occurrence probability.
Multi-Party Orchestration. Global deals need buyer, seller, technical expert, logistics coordinator aligned across three continents. Reads all availability simultaneously, proposes slots for entire buying group.

How It Works

Workflow Automation

How Scheduling Agent integrates with your systems

Smart Meeting Scheduler

SchedulingCalendarSales Meetings

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Finds optimal meeting times by checking calendar availability, sends invites, and logs meetings in CRM.

Trigger Detection. Lead expresses interest via email, chatbot, or web form. Analyzes context (Demo Request vs. Urgent Customs Issue), identifies necessary internal participants.
Timezone Analysis. Cross-references all internal calendars. Calculates Time Zone Equity slots-reasonable for both parties, avoiding early mornings/late nights. Checks regional holiday calendars.
Autonomous Booking. Engages with optimal times or direct booking link. Parses natural language ("How about next Tuesday afternoon?"). Sends invites, generates video link, updates CRM.
Lifecycle Management. Monitors for conflicts until meeting occurs. Auto-reengages on cancellations. Sends contextual reminders (agendas, notes) to reduce no-shows.

Get Started

Stop letting global deals die in the inbox. Deploy Scheduling Agent to professionalize meeting coordination and fill calendars with qualified meetings.

See how Scheduling Agent works for your business

Core Capabilities

Time Zone Equity

Calculates and proposes meeting slots that respect working hours across multiple global time zones to minimize friction.

Autonomous Rescheduling

Automatically manages cancellations and conflict resolution by negotiating new times without human administrative intervention.

Contextual Slot Optimization

Prioritizes meeting times based on historical engagement data (e.g., 4 PM local time) to maximize attendance rates.

Multi-Party Coordination

Orchestrates availability across multiple internal and external stakeholders to secure complex group meetings instantly.

Who It's For

Global Sales Teams

Deploy the agent to book demos and discovery calls with international prospects 24/7, reducing lead decay.

Freight Forwarders

Use the worker to coordinate urgent shipment troubleshooting calls between origin agents, carriers, and consignees.

International Recruiters

Implement the agent to schedule interviews with candidates across different time zones, streamlining the global hiring process.

Value Outcomes

Meeting Volume Increase

30% more meetings

Boost the number of confirmed meetings by **30%** by eliminating the friction of manual scheduling ping-pong.

Productivity Recovery

30-50% time saved

Reclaim 30-50% of sales representative time previously lost to administrative calendar management.

Cost Avoidance

Reduced error costs

Mitigate the estimated **$2.1 billion** annual loss attributed to scheduling errors and missed opportunities.

Speed-to-Lead

Instant booking

Engage and book prospects instantly, leveraging the 24/7 nature of the agent to capture interest at its peak.

Strategic Value for Decision Makers

For the CFO

**Efficiency Gains.** We are losing millions in productivity to 'calendar admin.' The Scheduling Agent recovers this time, allowing our expensive talent to focus on revenue-generating activities, directly improving our OPEX ratio.

For the COO

**Operational Velocity.** This agent ensures our global operations run on a 24/7 clock. It removes the latency from our communications, ensuring that problems are solved and deals are progressed without time-zone delays.

For the Owner

**Sales Acceleration.** Speed wins. By letting customers book time with us instantly, regardless of when they are awake, we capture demand that our competitors miss while they sleep.

Why Export Arena

Scheduling Agent is not a standalone tool - it's part of Export Arena's AI & Automation Department as a Service. Pre-trained on global trade nuances, from HS codes to geopolitical risk, it delivers strategic insights tailored to C-suite decision-making. We provide resilience as a service.

See how Scheduling Agent works for your business