User Guide & Documentation

Viewing Your Schedule

• → "What meetings do I have this week?"
• → "Show me my schedule for next Monday."

Creating Events

• → "Block 30 minutes tomorrow at 2pm for lunch."
• → "Add a meeting with Alex on Friday at 10am."
• → "Create a recurring event 'Workout' every Monday at 8am."

Finding Free Time

• → "When am I free tomorrow afternoon?"
• → "Find me 1 hour this week for a project."
• → "What's my availability next Monday?"

What You Can Include

• → Get your day or week's schedule every morning
• → See news headlines relevant to your meetings
• → Research the people you're meeting with
• → Create any custom prompt you want

Example Prompts

• "Show me my week ahead and any scheduling conflicts."
• "Pull news about the companies I'm meeting with today."
• "Research the people on my calendar and brief me."
• "Give me travel time estimates for all meetings."

Add Your Calendars

Do you use multiple calendars? You can add them all under Accounts and Calendars. If you want Carly to ignore certain sub-calendars when checking availability, deselect them.

Set Your Preferences

On your Preferences tab, you can:

• Set your working hours (when do you want Carly to propose availability), including dinner hours (when do you want Carly to propose availability for dinner or drinks)
• Set your phone number for phone calls
  "If I say a meeting is a phone call, set the location to '[Guest's name] to call [my name] at [my number].'"
• Set your office location
  "My office is located at 100 Grand Street. In-person meetings are always there unless I say otherwise."
• Set default location preferences
  "If I don't specify the type of meeting, assume it is a video call."

Set Your Video Call Provider

By default, all video meetings include a Google Meet link. If you want to use Zoom or Microsoft Teams, head to the Integrations tab on your dashboard, where you can integrate your account and set it as the default provider.

Adding People

Carly automatically adds people to your contacts when they email you and Carly or when you email them with Carly on the email. You can also manually tell Carly about the people in your life so she can schedule with them easily:

• → "Remember that my brother is David and his email is [email protected]."
• → "Add my dentist, Dr. Smith, with email [email protected]."
• → "Save that Mark Rosen's email is [email protected] and he prefers morning meetings."

Using People in Requests

Once you've added someone, just use their name or relationship:

• → "Schedule lunch with my brother next week."
• → "Email Dr. Smith to reschedule my appointment."
• → "Set up a call with Mark for Friday afternoon."

Managing Your People

You can view and manage all your saved people from the People tab on your dashboard, or simply email Carly to update or remove someone.

Creating Groups

Create groups for teams, family members, or any collection of people:

• → "Create a group called 'Sales Team' with John, Sarah, and Mike."
• → "Add my family group with Mom, Dad, and my brother."
• → "Make a group for the project team: [email protected], [email protected], [email protected]."

Using Groups

Reference your groups in any request:

• → "Reach out to my sales team to schedule a time to meet next week."
• → "Reach out to my family to gather dinner orders."
• → "Schedule a project team sync for Monday morning."
• → "Email my sales team about the new product launch."

Delegate Outreach to Groups

Have Carly reach out to your groups on your behalf and handle the back-and-forth:

• → "Reach out to my family to gather takeout orders for Saturday."
• → "Email my sales team and find a time for our quarterly review next week."
• → "Contact the project team about rescheduling Friday's meeting."
• → "Ask my book club when everyone is free for our next meeting."

Carly drafts professional emails, sends them on your behalf, and handles the responses until the task is complete.

Managing Groups

Add or remove people from groups at any time through the Groups tab on your dashboard, or by emailing Carly directly.

Email Carly Directly

Send an email to [email protected] and ask:

"What's on my calendar this week?"

CC Carly on Scheduling Threads

Include Carly (cc: [email protected]) when coordinating meetings. Carly will check availability, propose times, and send calendar invites — all in the same thread.

Forwarding Invitations

Forward event schedules, conference invites, or appointment confirmations to [email protected]. Carly parses the details and adds them to your calendar.

Update Your Settings via Email

You can set up and manage everything just by emailing Carly — no need to visit the dashboard:

• → People: "Remember that my sister is Emily and her email is [email protected]."
• → Groups: "Create a group called 'Book Club' with Sarah, Lisa, and Tom."
• → Preferences: "Update my working hours to 9am-5pm Monday through Friday."
• → Calendar Selection: "Don't check my 'Personal' calendar when looking at my availability."

Carly will confirm the changes and they'll be reflected immediately.

Text Carly Directly

Add your number(s) to your dashboard, then text with any request:

• → "What's on my calendar today?"
• → "Block 2 hours Friday for project work."
• → "Cancel my 4pm meeting."
• → "Reschedule tomorrow's 10am to 2pm instead."

Carly responds within 2 minutes and updates your calendar instantly.

Send Screenshots

Text screenshots of:

• → WhatsApp or text conversations where plans are being made
• → Pictures of invitations or flyers

Carly will extract event details and add them to your calendar.

Quick Research

• → "Find a restaurant near my next meeting."
• → "What's a good coffee shop in downtown SF?"
• → "Research the person I'm meeting at 2pm."
• → "What time is sunset today?"

Coordinate on the Go

• → "Email [email protected] and ask if he can meet next week."
• → "Add lunch with Mark at noon tomorrow and invite Mark."

Your Schedule, Right in Gmail

Click the Carly icon in Gmail to open a floating sidebar that shows your next 14 days of calendar events. See your meetings with times and titles — no more switching tabs to check your calendar.

View Your Free Time Slots

Click "Show Availability" to see exactly when you're free. Carly calculates the gaps between your meetings during business hours and shows you a clean list of available time slots you can copy and paste.

One-Click to Add Carly

A button appears in your Gmail compose window to add [email protected] with one click. Carly handles the scheduling coordination while your calendar stays visible in the sidebar.

Get Started

Install the extension from the Chrome Web Store, reload Gmail, and start using your calendar right away.

The End-to-End Flow

When someone emails asking to schedule, just CC Carly and let her handle everything:

The Send-the-Invite Flow

You agreed on a time, and you loop Carly in at the end to send an invitation:

The Reschedule Flow

You or another person needs to reschedule. You loop Carly in to handle it:

The Group Thread

10+ people need to meet? Let Carly do the mental gymnastics:

Advanced Coordination

• → "Schedule a recurring weekly team sync, Mondays at 10am, with everyone cc'd."
• → "Add all the events attached to my calendar. If the event says MANDATORY, also include Mark on the invite."

How Polls Work

Just ask Carly to find a time for a group, and she'll create a poll and share the link:

Carly automatically adds all participants from the email thread and pre-fills calendar data for anyone who's a Carly user.

The Participant Experience

When participants open the poll link, they see an interactive grid where they can:

• → Connect their calendar: Link their Google or Microsoft calendar to auto-populate busy times — no Carly account required
• → Drag to mark availability: Click and drag on time slots to mark when they're free or unavailable
• → See group availability: A heat map shows which times have the most people available
• → View participant dots: See exactly who is available for each time slot
• → Filter by person: Click on participant names to filter the view

Finding the Best Time

The poll automatically ranks time slots by how many people are available and shows the top options in a "Group Results" section. When you're ready:

• → Click "Finalize" on the best time slot
• → Carly checks everyone's calendars one more time for last-minute conflicts
• → A calendar event is created and confirmation emails are sent to all participants

Managing Your Poll

• → Add participants: Invite new people mid-poll from the poll page
• → Send reminders: Nudge non-responders with one click
• → Track responses: See who has responded and who is still pending
• → Navigate weeks: Polls can span multiple weeks with easy navigation

Example Requests

• → "Create an availability poll for the team for next week."
• → "Find a time that works for everyone to meet."
• → "Set up a poll to schedule our quarterly planning session."
• → "When can everyone on this thread meet next Monday through Wednesday?"

How It Works

Just ask Carly in natural language:

• → "When are me and Sarah available next week?"
• → "Find times that work for both of us."
• → "What does my schedule and Alex's schedule look like on Thursday?"

Carly looks at both calendars and proposes times when everyone is free. If you have booking links enabled, she'll turn those proposals into clickable links so the other person can confirm with one click.

What is Delegated Outreach?

Delegated outreach means asking Carly to contact people directly for you. When you delegate outreach, Carly starts a new email thread with that person (or people) without you on the thread, allowing her to handle the entire coordination independently.

You'll receive email updates about progress, and you can monitor the full conversation in the Conversations tab—but you don't need to be CC'd on every email exchange.

How Delegated Outreach Works

Here's the typical flow when you ask Carly to reach out to someone:

Examples of Delegated Outreach

You can ask Carly to reach out to people for any coordination task:

• → Scheduling: "Schedule lunch with my brother next week."
• → Rescheduling: "Email Dr. Smith to reschedule my appointment."
• → Setting up calls: "Set up a call with Mark for Friday afternoon."
• → Group coordination: "Reach out to my sales team to find a time for our quarterly review."
• → Follow-ups: "Follow up with Sarah about rescheduling our call."
• → Gathering information: "Reach out to my family to gather dinner orders for Saturday."

Carly will draft professional emails tailored to the situation, send them on your behalf, and handle all responses until the task is complete. You can monitor everything in the Conversations tab.

Monitoring Delegated Outreach

When you delegate outreach, all interactions are tracked in the Conversations tab:

• → See the full thread: View every email Carly sends and receives, even though you're not on the thread
• → Track progress: See message count, last activity time, and current status
• → Receive updates: Get email notifications when a time is confirmed, if there are issues, or when coordination is complete
• → Stay informed: Know exactly what Carly is saying on your behalf without being CC'd on every message

This gives you complete transparency while allowing Carly to handle the coordination independently and efficiently.

What Are Conversations?

The Conversations tab is your centralized dashboard for monitoring everything Carly does via email. This includes:

• → Delegated outreach: When you ask Carly to reach out to people (she starts new threads without you)
• → Threads you CC'd her on: When you CC Carly on scheduling threads and she responds
• → Coordination on your behalf: Any email thread where Carly is actively working on scheduling or coordination
• → Group coordination: Threads where Carly is coordinating with multiple people

Conversations give you complete transparency: you can see every email Carly sends, how people respond, and the full back-and-forth—whether you're on the thread or not.

Where to Find Conversations

Access the Conversations tab from your dashboard to see all threads where Carly is active on your behalf. This is your centralized view of all email interactions happening behind the scenes.

Adding Tasks

Mention a to-do in any message to Carly — no special formatting needed:

• → "Send the invoice to Acme Corp"
• → "Add dentist appointment to my todos"
• → "Return War and Peace"
• → "Remind me to pick up dry cleaning"

Carly recognizes the task and adds it to your list. She'll organize your todos by category (Work, Personal, etc.) as your list grows.

Managing Your List

You can ask Carly to update or check your list at any time:

• → Check your list: "What's on my todo list?"
• → Remove a task: "Remove the dentist todo. I already called."
• → Update a task: "Change the invoice task to say it's due Friday."

To Dos on Your Dashboard

Your full to-do list lives in the To Dos tab on your dashboard. You can edit, reorganize, or remove items directly. A change history tracks every update Carly makes, so you always know what changed and when.

Access From Anywhere

Your to-do list stays in sync whether you add tasks via email, text (SMS), Chat with Cal, or your dashboard. Use whichever channel is most convenient — it's all the same list.

Configuring Reminders

Set up reminders in your dashboard under Preferences → Reminders:

• → Enable/Disable: Turn reminders on or off for all your meetings
• → Lead Time: Choose how far in advance reminders are sent (15 minutes to 24 hours)
• → Include Organizer: Choose whether you (as the organizer) also receive reminder emails

Once configured, reminders are automatically scheduled for all meetings you organize — no need to ask for them each time.

How Reminders Work

When you schedule a meeting with attendees, Carly automatically:

• → Schedules reminder emails for all attendees based on your configured lead time
• → Sends reminders at the exact time you specified (e.g., 1 hour before the meeting)
• → Includes meeting details: time, date, location or video link, and meeting title
• → Handles cancellations and reschedules automatically

Reminders are sent via email and work for both Google Calendar and Microsoft Outlook events.

Example Settings

• → 15 minutes before: Perfect for quick check-ins or calls
• → 1 hour before: Great for most meetings — gives attendees time to prepare
• → 1 day before: Ideal for important meetings or events requiring preparation

Delegate Communication

See the Delegate Outreach section above for detailed information on having Carly reach out to people on your behalf. This feature allows Carly to:

• → Start new email threads with people without you on them
• → Draft professional emails tailored to the situation
• → Handle the back-and-forth until the task is complete
• → Keep you updated via email while you monitor the full conversation in the Conversations tab

All delegated outreach conversations are tracked in the Conversations tab, giving you complete visibility into what Carly is saying on your behalf.

Trusted Contacts

Mark contacts as "trusted" so they can schedule directly with Carly without needing your approval each time.

Two ways to add trusted contacts:

• → Dashboard: Go to the Trusted Contacts section to add or manage contacts who can schedule with you directly.
• → On-the-fly: When someone new emails Carly (with you CC'd), Carly will ask if you want to respond. Click "Yes, always" to trust them permanently, or "Yes, 24 hrs" for temporary access.

Trusted contacts can email Carly directly, and she'll schedule meetings on your calendar without waiting for your confirmation.

Click-to-Book

When Carly proposes meeting times, each option becomes a clickable booking link. Recipients click a time, see a professional booking page, and confirm — the meeting is scheduled on everyone's calendars instantly. No more back-and-forth emails.

Key features:

• → Works with Google Calendar and Outlook: Full support for both, including Meet and Teams video links
• → Group meetings: All attendees from the email thread are pre-filled on the booking page
• → Real-time conflict checking: The booking page checks the organizer's calendar in real time — if the time is no longer available, recipients see a message and can try another option
• → Guest calendar check: Recipients can connect their Google or Microsoft calendar right on the booking page to see if they're free or have a conflict — no need to be a Carly user
• → Automatic timezone conversion: Times are displayed in the recipient's local timezone, with dual-timezone display when it differs from the organizer's
• → Post-booking management: After confirming, recipients can cancel or add guests directly from the confirmation page

Enable this feature in your dashboard under Advanced → Clickable Event Links.

CRM

A lightweight contact manager built into Carly. Add custom columns to track whatever matters to you — deal stage, interview status, follow-up dates — and pair them with Skills to keep things updated.

Skills

Give Carly custom instructions for a wide variety of tasks. Just describe when a skill should kick in and what she should do — update your CRM, search the web, send an email, and more.