Manage Team Schedules Using the Calendar API

The example below shows how your app can help a manager track the weekly schedule of their team using the Nylas Calendar. It also provides more context and insight into upcoming meetings with external clients using the Nylas Contacts API. For more information, check out our blog post about helping users streamline scheduling with the Nylas Calendar API.

from nylas import APIClient
import os
import datetime

CLIENT_ID = os.environ['CLIENT_ID']
CLIENT_SECRET = os.environ['CLIENT_SECRET']
ACCESS_TOKEN = os.environ['ACCESS_TOKEN']

nylas = APIClient(
    CLIENT_ID,
    CLIENT_SECRET,
    ACCESS_TOKEN,
)

# Retun all calendars for a user account
calendars = nylas.calendars.all()
# Get the ID of the "Prospect Meetings" calendar
calendar_id = [ calendar['id'] for calendar in calendars if 'Prospect Meetings' in calendar['name'] ][0]

today = datetime.date.today()

# Get Monday's datetime and convert it to a unix timestamp
monday = today + datetime.timedelta(days=-today.weekday(), weeks=1)
monday_unix = monday.strftime("%s")

# Get Friday's datetime and convert it to a unix timestamp
friday = monday + datetime.timedelta(days=5)
friday_unix = friday.strftime("%s")

# Find all events on the Prospect Meetings calendar between this Monday and Friday
events = nylas.events.where(
  calendar_id=calendar_id, 
  starts_after=monday_unix, 
  ends_before=friday_unix
)

internal_employees = []
external_prospects = []
this_meeting = {}
for event in events:
    for participant in event["participants"]:
        # If our company domain is in the participant's email, they're our employee
        if '@my_company.com' in participant["email"]:
            if participant["email"] not in internal_employees:
                internal_employees.append(participant["email"])
        # Anyone who isn't in our company should be appended to external_prospects
        else:
            if participant["email"] not in external_prospects:
                external_prospects.append(participant["email"])
                this_meeting[participant["email"]] =  event["when"]["start_time"]

for employee in internal_employees:
    total_hours = 0
    for event in events:
        if employee in [participant["email"] for participant in event["participants"]]:
            # Nylas represents time as seconds since epoch time, we need to convert this to hours
            total_seconds = event["when"]["end_time"] - event["when"]["start_time"]
            total_hours += total_seconds / 60 / 60
    print("{} is spending {}% of their time in meetings this week".format(
        employee,
        ( total_hours / 25 ) * 100 ))
    

for prospect in external_prospects:
    contacts = nylas.contacts.where(email=prospect).all()
    if contacts:
        contact = contacts[0]
        # A contact can have multiple email addresses and pgone numbers
        phone_number = next(iter(list(contact['phone_numbers'].values())), None)
        email = next(iter(list(contact['emails'].values())), None)

        print("Full Name: {} | Email: {} | Company Name: {} | Job Title: {} | Phone Number: {}".format(
            contact['given_name'] + " " + contact['surname'],
            email,
            contact['company_name'],
            contact['job_title'],
            phone_number,
            ))
   
for prospect in external_prospects:
    # Search the user's contact book for any that have the email address of the event participant
    contacts = nylas.contacts.where(email=prospect).all()
    if contacts:
        contact = contacts[0]
        # Check to see if the contact already has a status statement in the notes field.
        if contact["notes"] and 'Status: ' in contact["notes"]:
            calendar_id = [ calendar['id'] for calendar in calendars if 'Prospect Meetings' in calendar['name'] ][0]
            all_events = nylas.events.where(calendar_id=calendar_id).all()
            for event in all_events:
                # Look for events on the calendar that include the prospect as a participant
                if prospect in [participant["email"] for participant in event["participants"]]:
                    # Return the dates we previously met with the prospect in a human-readable format
                    print("Met with {} on {}".format(
                        prospect,
                        datetime.datetime.fromtimestamp(event["when"]["start_time"]).strftime("%B %d, %Y - %H:%M:%S")
                        ))
        else:
            # If we've never met with this prospect before, record our upcoming meeting as the first meeting we've had with them.
            contact.notes = "Status: Prospect\nFirst Meeting: {}".format(
                    datetime.datetime.fromtimestamp(this_meeting[prospect]).strftime("%B %d, %Y - %H:%M:%S")
                    )
            contact.save()

What's Next?

For code-minimal solutions, refer to the following:

Nylas Scheduler