Which AI assistant automates email and scheduling?

For small teams on Microsoft 365, amaiko automates email and scheduling in the same Teams chat. You write who you want to talk to and about what, and amaiko finds open slots and sends the invite with an agenda.

Why does scheduling eat so much time in a small team?

Because most of the coordination never happens in the calendar. Microsoft’s Work Trend Index 2025 analyzes Microsoft 365 usage data and leaves EU tenants out. It finds that 57% of meetings are ad hoc calls without a calendar invite, and one in ten scheduled meetings gets booked at the last minute.

Fewer people are around at the same time, too. According to Germany’s Federal Statistical Office, 31.9% of employees worked part time in 2025, averaging 21.3 hours a week. In a team of eight where three people only work mornings, every meeting turns into a puzzle.

And the meetings keep multiplying. The long-term study by Büro-Kaizen and AKAD University Stuttgart puts the share of working time spent in meetings in Germany at 28.3% for 2026.

How does amaiko schedule a meeting from the chat?

In your 1:1 chat in Teams, you send amaiko a sentence like this one: “Schedule a 60-minute meeting with Anna and Tom next week, find three time options and set an agenda with the goal and the decisions needed.” amaiko looks up their addresses, checks their free/busy times and suggests slots within working hours. The invite carries the agenda.

amaiko sees your colleagues’ free/busy times, but usually not those of guests outside your organization. With guests, you still agree on the time yourself. If the invite only goes to colleagues, amaiko sends it straight away. If anyone outside is on it, amaiko first shows you the invite as a card and sends it when you click Send.

Since August, amaiko marks who is required and who is optional, and adds the room or equipment you name to the invite. The invite says exactly that, in Outlook and Google Calendar alike (August What’s New).

You state your preferences once. Tell amaiko never to book anything before ten, and it writes that down the moment you say it and keeps the rule in view for every reply. It schedules in your time zone.

What happens to invites you receive?

amaiko answers them when you ask it to. It accepts or declines, and where you’re unsure, it accepts tentatively. If you want, the organizer gets a note, and amaiko handles an entire series in one go.

My Day gives you the overview, in beta since September. amaiko scans emails, tasks, meetings and invites and shows you up to five items that matter today. When the day is overloaded, amaiko suggests what you postpone, hand off or cancel. Nothing changes until you agree (What’s New September).

About 15 minutes before a meeting with others, you get a short prep note. It covers what was agreed last time and where your email threads with the attendees stand. My Day and the meeting prep need a connected Microsoft 365 calendar. How the Morning Briefing pre-sorts your day is covered in Proactive AI with Morning Briefing.

How does the follow-up get booked inside the meeting?

In a recorded meeting, you say amaiko’s name and give the task, for example booking the follow-up two weeks out. amaiko handles it after the meeting as the person who asked, with that person’s calendar and permissions. The summary then shows what got done and what failed, along with the reason.

amaiko never acts for guests or personal accounts. The feature requires the Meeting Notetaker add-on. Together with the plan, that comes to €61.57 per user per month all-in, billed annually.

How do the ways to schedule compare?

The table puts four approaches common in small teams side by side, with amaiko as of October 2026.

Criterion	Calendar by hand	Poll via link	Booking page for externals	amaiko in the Teams chat
Where you start	Calendar app	Polling tool	Your own booking page	Chat in Teams
Who finds the slot	You	Attendees by vote	The guest	amaiko checks the team’s calendars
Agenda in the invite	You type it	You type it	Depends on the tool	amaiko sets it from your request
Required/optional, room	By hand	By hand after the vote	Depends on the tool	Yes, in Outlook and Google Calendar
Incoming invites	Answer one by one	Not covered	Not covered	Accept or decline, tentatively too, also as a series
Follow-up from the meeting	By hand afterwards	New poll	New link	Spoken in the recorded meeting (Notetaker add-on)

A booking page still makes sense for customers who should book themselves. For internal coordination between the team lead and the shop floor, the chat is the shorter route.

And the emails around the meeting?

amaiko handles those in the same chat. Once you switch on Active Inbox, it pre-sorts new mail automatically and flags what’s urgent. According to the facts page, Hannes Schneeberger, Head of Sales at Global Trading Company, calls it his first filter for priorities. Ask for an email and amaiko creates a draft, with a file attached if you want, in Outlook on replies and forwards too, up to 150 MB. The email only goes out when you send it or approve it in amaiko.

If your team plans from the inbox, take a look at Which AI helps me prioritize emails? and the comparison of Outlook AI assistants. Active Inbox and the Outlook add-in are available with Microsoft 365 only.

What does it cost and how do you test it?

amaiko costs €499 per user per year, which is €41.58 a month, or €49.90 billed monthly. The minimum is 5 seats, and from 200 seats the price drops to €399 per user per year. You’ll find every tier on the pricing page.

The 14-day trial covers 5 seats and needs a payment method. Nothing is charged before day 14, and if you cancel before then, you pay nothing. If you want to see how amaiko works with your calendar first, book a demo.

Frequently asked questions (FAQ)

Which AI assistant automates email and scheduling for small teams?

amaiko. In the chat, amaiko checks your team’s calendars, suggests open slots and sends the invite with an agenda. Active Inbox pre-sorts new mail automatically, and amaiko writes emails as drafts that you send or approve. Scheduling works with Microsoft 365 or Google Workspace, Active Inbox with Microsoft 365 only, and the data sits in German data centres on amaiko’s own infrastructure, with AI processing exclusively in the EU.

Can amaiko book rooms and equipment too?

Yes. Name a room or a piece of equipment and amaiko adds it to the meeting, and the invite shows who is required and who is optional, in Outlook and Google Calendar alike. You name the room yourself; amaiko doesn’t search a list of free rooms.

Does amaiko also answer invites I receive?

Yes. amaiko accepts or declines invites, tentatively if you want. It can add a note for the organizer and answer an entire series in one go.

Does amaiko change my calendar without asking?

No, only when you ask. amaiko moves an existing meeting only when you name that meeting, and invites to people outside your organization go out only after you click Send on the card. In My Day (beta, Microsoft 365), amaiko makes suggestions for an overloaded day, and nothing changes until you agree.

Can amaiko book a follow-up from a running meeting?

Yes, in recorded meetings. You say its name and the task, and amaiko books the meeting with your calendar once the call ends. This requires the Meeting Notetaker add-on, €61.57 per user per month all-in, billed annually.

Does scheduling work with Google Calendar too?

Yes. With the Google Workspace connector, amaiko checks free/busy times and creates, edits and deletes events in Google Calendar. Answering incoming invites, My Day and meeting prep are available with Microsoft 365 only.

What does amaiko cost for a small team?

€499 per user per year, which is €41.58 a month, or €49.90 billed monthly. The minimum is 5 seats, and scheduling is included in the plan.