Kickoff Scheduler

When it triggers

Use this for two distinct moments, run separately. Once team-intake meetings are done and any conflicts they raised are resolved on the Project Overview, use it to book the kickoff call. Once the kickoff call has actually happened, use it again to book the planning-session block and the recurring weekly sync together.

What it does

• Kickoff call: confirms the meeting shape (one 30-minute call, the full team roster plus the sponsor), checks calendar availability for everyone, and proposes specific times.
• Planning + weekly sync: confirms the shape (four 60-minute planning sessions spaced close together, plus a recurring 30-minute sync starting the week after the last planning session’s scheduled end date), then proposes times for all of them as one batch.
• Always shows the full proposed plan — time, attendees, everything — before sending anything. Nothing goes out until you explicitly approve it, and if you only approve part of a batch, only that part gets sent.
• If a time doesn’t work for everyone, or an attendee’s availability can’t be checked, it says so plainly rather than guessing or silently picking something that conflicts.

Inputs & outputs

• You provide: the confirmed team roster, the sponsor’s contact (for the kickoff call), a preferred start window if you have one, and which of the two flows you mean.
• You get: calendar invites sent to the exact attendees and times you approved, with a summary back — or, if calendars aren’t connected, a plain-text proposal you can check and send manually.