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Meeting Coordinator

Turn a Microsoft To Do task into a Teams meeting with inline agents, Outlook time suggestions, Teams ranking cards, and Dataverse-backed voting.

ATby Adriana TrujilloVersion 1.0.0.1Updated 2026-09-29

This community example is provided as-is and is not covered by Microsoft Support. The underlying Copilot Studio and Power Platform products retain their standard support. Importing can create or modify resources and use your connections and permissions. Support details

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What’s in the solution
  • 1 workflow
Project & communications managementschedulingproductivityteamshuman-in-the-loopmcp

Meeting Coordinator is a Copilot Studio workflow sample for coordinating meetings from Microsoft To Do tasks. It identifies attendees, proposes meeting times based on calendar availability, collects preferences in Microsoft Teams, and creates a Teams meeting when a time is selected.

The solution includes the workflow and two Dataverse tables, Coordination Run and Vote, which store proposed times and attendee responses. It demonstrates how inline agents, connectors, and human input can support a multi-step scheduling process.

Inline agents

  • Meeting Task Builder interprets the task, resolves the relevant team in Microsoft Teams, identifies attendees, and drafts an agenda. It requests human clarification when the team cannot be confidently identified.
  • Meeting Coordinator uses Outlook to find candidate times and Dataverse MCP to manage coordination records. It evaluates attendee rankings and recommends a meeting time, another voting round, or an unsuccessful outcome.

How it works

Creating a task such as “Arrange a kickoff for Contoso Project” in the configured To Do list starts the workflow. For scheduling requests, attendees receive an Adaptive Card in Teams to rank five proposed times. Required attendees’ preferences carry more weight in the selection.

When a time is selected, the workflow creates a Teams meeting with the attendees and agenda. Tasks unrelated to meeting scheduling do not proceed through the coordination process.

Customization

  • Meeting types and durations: the sample uses examples such as Kickstarter and Handover, with assigned durations that can be adapted to your requirements.
  • Attendee selection: Teams membership determines required and optional attendees; adapt these rules to your organization’s scheduling practices.
  • Scheduling preferences: configure the scheduling window, time zone, and ranking rules to suit your requirements.

Canvas notes in the workflow designer highlight configuration and customization points.

Import

Download the solution ZIP from this gallery page and import it through Power Platform into a development environment with Dataverse and access to modern workflows, inline agents, and Dataverse MCP.

Configure the connection references for Microsoft To Do, Teams, Outlook, Dataverse, Human review, and agent execution, along with the inline agents’ tool connections. Replace the setup placeholders with your environment’s connections, To Do list, reviewer, and notification mailbox. Review the target calendar, scheduling settings, and model availability before enabling the workflow.

Before deployment: address the sample’s abort and timeout handling and reconcile the agent instructions with their output descriptions before unattended use. Evaluate the workflow with a small test group, as execution sends messages and meeting invitations.