> ## Documentation Index
> Fetch the complete documentation index at: https://docs.agno.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Meeting Prep Agent (Calendar + Gmail)

> Prepares you for upcoming meetings by combining calendar and email context.

```python meeting_prep.py theme={null}
"""
Meeting Prep Agent (Calendar + Gmail)
=====================================
Prepares you for upcoming meetings by combining calendar and email context.

Workflow:
1. Fetches your next meeting (or a specific one) from Google Calendar
2. Identifies attendees and their RSVP status
3. Searches Gmail for recent threads involving those attendees
4. Produces a structured prep brief: who's coming, recent topics, open threads

Key concepts:
- Two toolkits on one agent: GoogleCalendarTools + GmailTools
- Multi-step reasoning: calendar lookup -> attendee extraction -> email search
- output_schema: structured meeting prep brief
- add_datetime_to_context: agent knows "now" for finding the next meeting

Setup:
  1. Enable Calendar API and Gmail API at https://console.cloud.google.com
  2. Create OAuth 2.0 credentials (Desktop app)
  3. Set GOOGLE_CLIENT_ID and GOOGLE_CLIENT_SECRET env vars

First run opens browser for OAuth consent, saves encrypted token to DB.
Subsequent runs load the encrypted token — no re-auth needed.

Run:
  .venvs/demo/bin/python cookbook/91_tools/google/workspace/meeting_prep.py
"""

from typing import List, Literal, Optional

from agno.agent import Agent
from agno.db.sqlite import SqliteDb
from agno.models.openai import OpenAIResponses
from agno.tools.google.auth import AuthConfig
from agno.tools.google.calendar import GoogleCalendarTools
from agno.tools.google.gmail import GmailTools
from agno.utils.encryption import generate_encryption_key  # noqa: F401
from pydantic import BaseModel, Field

# Token encryption: set GOOGLE_TOKEN_ENCRYPTION_KEY env var (recommended)
# Or pass explicitly: AuthConfig(db=db, token_encryption_key=generate_encryption_key())
db = SqliteDb(db_file="tmp/meeting_prep.db")
auth = AuthConfig(db=db)


class AttendeeInfo(BaseModel):
    name: str = Field(..., description="Attendee name or email")
    rsvp: Literal["accepted", "declined", "tentative", "needsAction", "unknown"] = (
        Field("unknown", description="RSVP status from calendar")
    )
    recent_email_subjects: List[str] = Field(
        default_factory=list,
        description="Subjects of recent emails from/to this person (last 7 days)",
    )


class OpenThread(BaseModel):
    subject: str = Field(..., description="Email thread subject")
    participants: List[str] = Field(..., description="People in the thread")
    last_message_date: str = Field(..., description="Date of last message")
    summary: str = Field(..., description="One-sentence summary of the thread")
    needs_response: bool = Field(
        False, description="Whether the last message is waiting for user's reply"
    )


class MeetingPrepBrief(BaseModel):
    meeting_title: str = Field(..., description="Meeting title from calendar")
    meeting_time: str = Field(..., description="Start time in human-readable format")
    duration_minutes: int = Field(..., description="Duration in minutes")
    location: Optional[str] = Field(None, description="Location or video call link")
    attendees: List[AttendeeInfo] = Field(
        default_factory=list, description="Attendee details with email context"
    )
    open_threads: List[OpenThread] = Field(
        default_factory=list,
        description="Active email threads with meeting attendees",
    )
    talking_points: List[str] = Field(
        default_factory=list,
        description="Suggested talking points based on recent email topics",
    )
    prep_summary: str = Field(
        ..., description="2-3 sentence overview of what to expect in this meeting"
    )


agent = Agent(
    name="Meeting Prep Agent",
    model=OpenAIResponses(id="gpt-5.5"),
    tools=[
        GoogleCalendarTools(
            auth=auth,
            create_event=False,
            update_event=False,
            delete_event=False,
        ),
        GmailTools(
            auth=auth,
            include_tools=[
                "search_emails",
                "get_emails_by_context",
                "get_thread",
            ],
        ),
    ],
    instructions=[
        "When asked to prep for a meeting:",
        "1. Use list_events to find the meeting, then get_event_attendees for RSVP details.",
        "2. For each attendee, use search_emails to find recent emails (last 7 days).",
        "3. If relevant threads exist, use get_thread to read the full conversation.",
        "4. Identify open threads where the last message needs the user's reply.",
        "5. Generate talking points from email topics related to the meeting subject.",
        "6. Write a prep_summary covering: who is attending, key open topics, any pending replies.",
        "Keep email searches focused -- search by attendee email, not by name.",
    ],
    output_schema=MeetingPrepBrief,
    add_datetime_to_context=True,
    markdown=True,
)


if __name__ == "__main__":
    agent.print_response(
        "Prep me for my next meeting -- who's attending and what have we been discussing over email?",
        stream=True,
    )

    # Prep for a specific meeting
    # agent.print_response(
    #     "Prep me for the 'Q1 Planning' meeting this week",
    #     stream=True,
    # )

    # Prep for all meetings today
    # agent.print_response(
    #     "Give me a prep brief for each of my meetings today",
    #     stream=True,
    # )
```

## Run the Example

<Steps>
  <Snippet file="create-venv-step.mdx" />

  <Step title="Install dependencies">
    ```bash theme={null}
    uv pip install -U agno cryptography google-api-python-client google-auth google-auth-httplib2 google-auth-oauthlib openai sqlalchemy
    ```
  </Step>

  <Step title="Export your API keys">
    <CodeGroup>
      ```bash Mac/Linux theme={null}
      export AGNO_ENCRYPTION_KEY="your_agno_encryption_key_here"
      export GOOGLE_CLIENT_ID="your_google_client_id_here"
      export GOOGLE_CLIENT_SECRET="your_google_client_secret_here"
      export GOOGLE_TOKEN_ENCRYPTION_KEY="your_google_token_encryption_key_here"
      export OPENAI_API_KEY="your_openai_api_key_here"
      ```

      ```bash Windows theme={null}
      $Env:AGNO_ENCRYPTION_KEY="your_agno_encryption_key_here"
      $Env:GOOGLE_CLIENT_ID="your_google_client_id_here"
      $Env:GOOGLE_CLIENT_SECRET="your_google_client_secret_here"
      $Env:GOOGLE_TOKEN_ENCRYPTION_KEY="your_google_token_encryption_key_here"
      $Env:OPENAI_API_KEY="your_openai_api_key_here"
      ```
    </CodeGroup>
  </Step>

  <Step title="Run the example">
    Save the code above as `meeting_prep.py`, then run:

    ```bash theme={null}
    python meeting_prep.py
    ```
  </Step>
</Steps>

Full source: [cookbook/91\_tools/google/workspace/meeting\_prep.py](https://github.com/agno-agi/agno/blob/main/cookbook/91_tools/google/workspace/meeting_prep.py)