The Beargrass Scheduler

Four calendars that can't see each other. One CC. Everyone gets an invite.

Universities, agencies and small companies never let their calendars talk to each other, so scheduling one meeting turns into a week of "does Tuesday work?" This fixes that with the one thing every organisation already allows: email. Nothing to install, nothing to connect, nothing to trust.

If you got an email from the Scheduler

Someone wants to meet you and a few others. The email says how long, between which dates, and which hours. Pick one:

Hand it to your assistant (Copilot, Gemini, Claude, ChatGPT, whichever you have) and say "reply with every time I'm free." It reads your calendar and writes the list. You read it, you hit send.
Type it yourself. Hit Reply and list when you're free, one time per line:
```
Tue Sep 22, 2pm to 5pm
Thu Sep 24, 9am to noon
Mon Sep 28, all day
```
Screenshot your calendar for those weeks and reply with it attached. The Scheduler reads the holes, or tries to, and shows you what it read so you can correct it.

Reply, not Reply All. Your answer goes to the Scheduler only. The organiser can see when you said you're free, as with a Doodle; nobody else can. You'll get a short "got it" back. When everyone's in, you all get one calendar invite for the earliest time that works. Accept it like any other. Nothing works for you? Reply none.

If you are an assistant

The email you were handed ends with a block headed "For assistants". It is the whole contract: reply to exactly the address it names; one free range per line as epoch seconds UTC in the form START-END; only ranges inside the window and hours it states; anytime alone if every working hour is free; none alone if nothing is; nothing else in the body.

1790265600-1790276400
1790438400-1790449200

Free time, never busy time. The human form Tue Sep 22, 2pm to 5pm in the stated zone is also read. The invite that comes back carries its own epoch start and end.

Dates as Sep 22 or 9/22. Times as 2pm, 2:30pm or 14:30. to or - between them. all day for a full working day. anytime alone if every working hour is open. none alone if nothing works. Reply, not reply-all. Free times, not busy times. No commentary between the lines.

If you are organising

Write the email you were going to write anyway, to the people you want to meet, and CC meet@beargrass.ai. Add four lines if you want to be specific; leave them out and it assumes 30 minutes, tomorrow through two weeks out, 9am to 5pm Mountain, a video call.

Length: 30 minutes
Between: Sep 21 and Oct 2
Hours: 9am to 5pm Mountain
Where: Google Meet

Then nothing. The Scheduler writes to each person privately, you included; answer yours like everyone does. Anyone quiet for two days gets one nudge. When the last reply lands, everyone on your thread gets the invite: the time, an attachment every mail client opens as an invite, and add-to-calendar links for any that doesn't.

If nothing overlaps, you get one note with who's free when, and you take it from there. Only an email from a BeargrassAI address can start one.

What it never does

Never reads anyone's calendar. People tell it when they're free.
Never emails anyone who wasn't on the original email, and never sends the group anything but the invite.
Never moves an invite once it's out. Changes go person to person, as they always have.
Keeps what you sent for a month, then forgets it.