Lessons from Designing Zara, a Fully Agentic AI Scheduling Assistant
What AI can and cannot do in the new Agentic World.
Zara - TEAMCAL AI powered Scheduling Assistant
What Is an Agentic AI?
AI that can not only generate content but alsomake decisions, execute tasks, learn, and adapt,and is quickly evolving from concept to workplace reality. Organizations must start preparing now for a hybrid workforce of humans and AI agents.
Beyond Generative AI:While generative AI like ChatGPT responds to prompts, Agentic AI takes initiative, observing, deciding, acting, and learning from outcomes.
These agents can act autonomously on behalf of organizations, effectively becoming digital coworkers.
Impact on Work and Organizations
AI is enabling higher productivity and even zero-FTE departments (entire functions run by AI agents).
Some companies see AI as a way to reduce headcount, while others use it to amplify human capacity.
Agentic AI is leading to new workflows, better customer experiences, and enhanced personalization.
Looking Ahead
Widespread deployment of AI agents is expected withintwo years. But success depends on:
Robust data and tech infrastructure.
Addressing security and bias risks.
Ensuring excellent user experience and customer trust.
Building an Agentic AI Assistant
Everyone wants an AI assistant that just "gets it" something that understands natural language, knows your preferences, and handles the busywork. Work in a fully autonomous manner. But when you sit down to actually build one, you quickly realize: AI alone isn't enough.
This article is a behind-the-scenes look at how we're buildingZara, a fully autonomous scheduling assistant designed for busy executives and their teams. From natural conversations to calendar commands, here's what AI/LLM like ChatGPT can handle and what they can't.
Zara: The Vision
Zara is an AI scheduling assistant that:
Understands conversational requests ("Is John free tomorrow afternoon?")
Checks internal and external calendars
Schedules, reschedules, and cancels meetings
Reads invite replies and RSVP status
Suggests optimal times across time zones
Remembers your preferences (like "no meetings after 5 PM")
Zara Architecture
We’re building Zara to support two users:
Daniella, a busy executive assistant who uses Zara to schedule on behalf of others.
John, a senior executive who relies on Zara as a digital assistant.
The Problem with Pure LLMs
ChatGPT is amazing at understanding natural language, generating friendly responses, and holding context-aware conversations. But there are real limitations:
It can’t access real-time calendars or external APIs out-of-the-box.
It doesn’t know your organization’s rules or defaults unless you inject them in prompts.
It can’t enforce time zones, focus hours, or meeting templates on its own.
It can’t trigger actual actions like sending invites or modifying calendar events.
That’s where the rest of the system comes in.
The Hybrid Model: ChatGPT + APIs
To build a truly useful assistant, Zara uses a hybrid architecture. Here is how the most essential workflow uses AI (ChatGPT) and other APIs
What AI/LLM Can Do And Can’t
This hybrid architecture makes Zara feel smart, proactive, and useful while being grounded in real calendar data.
How does Zara Works
Zara processes requests in six key steps. First, it understands the user's input and current calendar state. It then stores relevant preferences, past decisions, and historical context. Based on the user’s goals and situational context, Zara selects the most appropriate next actions. These actions are executed through calendar integrations. Zara continuously learns from past actions to enhance future responses. Finally, a feedback loop ensures the system updates its memory, preferences, or retry logic if an action fails, enabling continuous improvement.
Key Design Principles
To make Zara truly helpful and trustworthy, we focused on five core design principles:
Intent Design– Mapping natural user input into accurate, actionable scheduling tasks.
Tone and UX Consistency– Creating a personality and conversational style that feels helpful, human, and professional.
Calendar Reliability– Ensuring Zara respects existing meetings, time zones, buffers, and organizational policies.
Memory and Preferences– Remembering user defaults and adapting over time to their unique workflows.
Proactive Help– Offering suggestions, follow-ups, and preemptive nudges before the user even asks.
Making Zara Truly Agentic
To elevate Zara from assistant to autonomous agent, it also needs:
Short Term Memory, to tracks corrections and follow ups
Long Term Preferences to learns user defaults
Self Initiated Actions: Zara acts before being asked
Correction Handling: Adjusts actions mid dialog
Adaptive Tone: Changes tone based on user feedback and relationship
Trust and Safety layer: Avoids risky actions without confirmation
This allows Zara to say things like:
“You usually avoid late Friday meetings. Should I skip that time?”
Zara' Agentic AI Architecture
Autonomous Behavior Examples
Zara initiates action with:
“You haven’t heard back from Priya. Want me to follow up?”
“You're usually free Wednesday afternoons. Want me to block that for focus time?”
“Your calendar looks tight. Should I auto suggest breaks?”
Zara's Initial Intent Stack
For our pilot rollout, we focused on the most essential scheduling workflows:
Check Availability
Schedule a Meeting
Reschedule Meeting
Cancel Meeting
Suggest Times
Read RSVP Status
Show Today’s Schedule
Greet and Sign Off
Help / Troubleshooting
These cover over 90% of the day to day scheduling needs for executives and assistants.
What a Full Zara Dialog Looks Like
User:"Hi Zara, can you find 45 minutes next week for me, Alex in London, and Priya in SF?"
This dialog looks simple, but it spans:
Natural language understanding (ChatGPT)
Time zone resolution logic (backend)
Availability query (Calendar API)
Invite creation (Calendar API)
Conversational UX (ChatGPT)
Closing Thoughts: Agentic AI Needs Smart Integration
AI assistants like Zara aren’t magic. They’re a smart combination of conversational AI, context management, and real world system integration.
As LLMs become more powerful, their true value isn’t just in chatting, it’s in helping people get things done. And that only works when you connect the conversation to the real world.
If you're building an AI assistant, remember: LLM is your brain. APIs are your hands. Combine both, and you've got something special.
About the AuthorRaj is the founder of TEAMCAL AI, building Zara, an AI powered scheduling assistant that helps executives and teams schedule smarter, faster, and with less friction. Previously, he led UX at MobileIron and SpaceIQ, and has been building intelligent interfaces for over a decade.
