Use case guide

Using Navi for calendar

Your calendar is full of small, draining decisions. "When can we meet?" "Is Tuesday at 2 OK?" "Can we push this?" Navi handles those for you.

Need help? Join the Navi community on Discord, r/naviwork, or the Facebook group — that's the fastest way to get answers.
Before you start: connect Google Calendar from the Tools panel. Need setup help? See the getting-started guide.

1. Finding a time that works

Every scheduling message boils down to: "When are we all free?" Navi can check your calendar and the calendars of anyone you can see, then suggest times.

Prompt Find three 30-minute slots next week where Sarah Chen and I are both free between 10am and 4pm Pacific. Avoid Mondays.

Navi checks free/busy for each person and proposes the top options. Ask it to book the one you want:

Prompt Book the Wednesday 2pm option. Title: "Q2 planning sync." Add a Google Meet link. I'll write the description myself.

2. Booking across time zones

Navi understands time zones and will keep things in the invitee's local time when you ask.

Prompt I'm in New York. Alex is in London. Find two slots next week that work — aim for after 3pm London time and before 5pm my time.

3. Rescheduling

Instead of firing up the calendar app, dragging an event, and re-sending the invite with a "sorry!" note — do it in one message.

Prompt Move my Thursday 2pm with Dan to Friday 10am. Update the event description with a short note explaining the change.

Navi will check if Dan is free at 10am Friday and update the calendar event with your note in the description. Dan gets the standard Google Calendar update notification.

4. Preparing for today's meetings

Start the day knowing exactly what's coming.

Prompt Walk me through my calendar today. For each meeting, remind me who's on it, what the agenda is, and pull any relevant Notion pages or Linear issues tagged with the attendees' projects.

For each event Navi will pull the description and attendee list, check your connected tools (Notion, Linear) for recent context, and give you a one-paragraph prep note. Great for the five minutes before each call.

5. Weekly look-ahead

Run this every Sunday night and you'll walk into Monday knowing your week.

Prompt Show me everything on my calendar for next week. Flag anything that conflicts, any days with more than five meetings, and any meetings where I don't have a clear agenda yet.

6. Protecting focus time

Navi can create the time you need to do real work — without you blocking it manually.

Prompt Every Tuesday and Thursday morning next month, block 9am–11:30am on my calendar as "Deep work — do not schedule." Mark them private.

7. Finding a meeting you half-remember

Calendar search in Navi is better than Google Calendar's native search — it reads event descriptions and attendees, not just titles.

Prompt Find the calendar event where we kicked off the new product strategy. Summer, I think with Sarah and Dan. What did we agree to as next steps?

8. Recurring agents for calendar

Most calendar workflows are better as scheduled jobs. Try one of these:

Prompt Every weekday at 7:30am, send me a summary of my day's meetings with a short prep note for each — pull from Notion pages or Linear issues tagged with the attendees.
Prompt Every Friday at 4pm, look at my calendar for the coming week and flag anything unusual — double bookings, back-to-back days without breaks, meetings with no agenda.

More on scheduled jobs in the automation guide.

Tips for calendar workflows

Teach Navi your preferences once

Prompt Remember my scheduling preferences: don't book me before 9am or after 5pm Pacific. Leave 15 minutes between meetings when possible. Never book Friday afternoons.

Use the Calendar Agent

The built-in Calendar Agent is tuned specifically for scheduling and meeting prep. It has sharper instincts for this work than the general Navi agent. Pick it from the sidebar.

Describe outcomes, not steps

"Find a 30-minute slot with Sarah and Dan next week, block it on my calendar, and create a Notion page for the meeting notes" works as one message. Navi handles the sequencing — free/busy, event creation, Notion page — and asks for approval on the writes.

Questions? Stuck? Want to share something you built?

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