Lobster University: Smart Calendar Management (Conflict Detection + Scheduling + Meeting Notes)

Use case: Your day is a constant cycle of "scheduling, rescheduling, writing up notes, and chasing action items." The real pain isn't that you don't know how to manage a calendar — it's that schedules change too fast and coordination costs too much. The goal of this button-style scenario is to upgrade calendar management from "recording events" to "driving outcomes."

This article focuses on a single, actionable closed loop: automated pre-meeting prep, structured in-meeting note capture, post-meeting action item tracking, and surfacing scheduling conflicts early enough to handle on the same day.

1. What This Article Helps You Accomplish

Once set up, you'll have a "calendar-driven execution" workflow:

• Daily automatic detection of conflicting meetings and high-risk time blocks
• Automatic pre-meeting prep checklists (goals, background, open questions)
• Automatic post-meeting summaries distributed with action items (owner + due date)

Common outcomes:

• Significantly fewer last-minute reschedules and double-bookings
• Higher meeting quality — no more "meeting ends, nothing happens"
• More trackable follow-through: who does what, by when, and how far along

2. Copy This Prompt to Lobster First

Please help me set up a "Smart Calendar Management" workflow:
1) Daily scan of today's and the next 3 days' schedule
2) Automatically detect conflicting meetings, overlong meetings (>90 min), and meetings with no agenda
3) For key meetings, auto-generate a pre-meeting prep checklist: goals, decision points, required materials, open questions
4) After each meeting, auto-generate minutes that must include: conclusions, decisions, risks, action items, owners, and due dates
5) Send a daily reminder for overdue action items and push results to Feishu
6) All output in English — lead with a summary, then a detailed version

For external client meetings, add:

When an external meeting is rescheduled, first generate a draft email for my review before sending.

3. Which Skills You Need

Here's what each Skill does:

• skill-vetter Link: https://llmbase.ai/openclaw/skill-vetter/ Purpose: Security scan before installation to prevent high-risk skills from entering your workflow.
• caldav-calendar Link: https://playbooks.com/skills/openclaw/skills/caldav-calendar Purpose: Read schedules, detect conflicts, create calendar events.
• feishu-send-message Link: https://playbooks.com/skills/openclaw/skills/feishu-send-message Purpose: Send reminders, meeting minutes, and daily scan results.
• agentmail Link: https://docs.agentmail.to/integrations/openclaw Purpose: Handle external scheduling emails and confirmation emails.
• todoist Link: https://playbooks.com/skills/openclaw/skills/todoist Purpose: Write post-meeting action items into your task management system.

Installation commands:

clawhub install skill-vetter
clawhub install caldav-calendar
clawhub install feishu-send-message
clawhub install agentmail
clawhub install todoist

Skill	Purpose	Without It
skill-vetter	Security scan before installation	Hard to identify high-risk skills in time
caldav-calendar	Free/busy lookup, conflict detection, event creation	Core meeting scheduling capability
feishu-send-message	Push reminders and meeting minute files	Information stays local, collaboration breaks down
agentmail	External scheduling and confirmation emails	Cross-org communication still requires manual handling
todoist	Write action items into task system	Post-meeting items lack ongoing tracking

feishu-cron-reminder currently has no stable slug — use the openclaw cron + feishu-send-message combination instead.

4. What You'll See Once It's Running

[Daily Calendar Scan]
Conflict: 14:00 Client Sync overlaps with 14:00 Delivery Standup by 30 minutes
Suggestion: Keep Client Sync, push Delivery Standup to 15:00

[Pre-Meeting Prep]
09:30 Product Review
- Goal: Confirm scope of homepage redesign
- Required materials: Requirements doc v2, last meeting notes
- Discussion points: Timeline, release window

[Meeting Minutes]
Conclusion: Only deliver the homepage Hero section this week
Action items:
- Li Si: Finalize UI design by Thursday
- Wang Wu: Submit frontend effort estimate by Friday

5. How to Set It Up Step by Step

Step 1: Capture Conflict Detection

Have Lobster scan today's and the next 3 days' schedule, confirm it can identify overlapping events, and output conflict windows with suggested resolutions.

Step 2: Lock In the Pre-Meeting Prep Template

Define a prep checklist for each key meeting (goals, required materials, open questions, required decisions) and have Lobster populate it continuously.

Step 3: Configure Post-Meeting Output and Action Items

Have Lobster generate meeting minutes 5 minutes after a meeting ends, including conclusions, decisions, risks, and action items (owner + deadline), then write them to Todoist.

Step 4: Add a cron Daily Scan

openclaw cron add \
  --name "calendar-health-check" \
  --cron "0 8 * * 1-5" \
  --message "Please scan today's and the next 3 days' schedule, and output conflicts, overlong meetings (>90 min), and meetings with no agenda, along with suggested resolutions."

Step 5: Verify the Closed Loop

Simulate a full flow against these checkpoints:

1. Conflict is surfaced with a suggested resolution
2. Meeting minutes arrive within 15 minutes of the meeting ending
3. All action items have an owner, a deadline, and are written to Todoist
4. Overdue action items receive a daily reminder

6. If There's No Ready-Made Skill, Have Claw Build One

When feishu-cron-reminder has no stable slug, have Claw combine openclaw cron + feishu-send-message to create the reminder action:

If the reminder fails, just return "Current notification channel is unavailable" — I will publish manually.

7. Further Optimization

• Automatically write weekly meeting quality metrics to Notion for long-term observation.
• For multi-timezone coverage, add timezone detection and configurable time slots to the cron logic.
• To keep each reminder shorter, limit output to 3 lines and include a "next action" nudge in the "suggestion."

8. FAQ

Q1: Too many conflicts — notification noise is overwhelming. What do I do? A: Set the threshold to "only alert when overlap exceeds 30 minutes" and restrict alerts to high-priority meetings only.

Q2: Meeting minutes frequently missing an owner? A: Make owner a required field in the prompt — when missing, require the response to return "TBD" rather than omitting it.

Q3: High risk of sending the wrong reschedule email to external parties? A: Default all outbound emails to "draft mode + manual confirmation before sending" — never auto-send externally.

Q4: Action items are written to the task system but nobody follows up? A: Add a daily reminder for P1 tasks, and auto-summarize "incomplete action items" before the weekly meeting.

9. Related Reading

• Email Assistant in Practice (163)
• Automated Research in Practice
• Vibe Coding in Practice
• Chapter 7: Tools and Scheduled Tasks