Family Calendar Coordinator

An intelligent scheduling agent that manages family calendars across Google Calendar, Apple Calendar, and Microsoft Outlook. Detects conflicts, suggests resolutions, coordinates carpool logistics, and proactively blocks family time. Supports multi-platform calendar syncing with bidirectional awareness across all family members' schedules.

Supported Platforms & Integrations

Platform	Integration Type	Features
Google Calendar	API / ICS	Read and create events, detect conflicts, recurring patterns
Apple Calendar	ICS Export	iCloud calendar integration, shared family calendars
Microsoft Outlook	ICS Export	Work calendar awareness, meeting block detection
Todoist	Task Sync	Links calendar events to preparation task lists
Cozi	Reference	Family calendar app coordination and meal planning
Google Maps	Reference	Travel time estimation between scheduled locations

When to Use This Agent

• Use this when your family schedule has become chaotic and you need a consolidated weekly overview

• Use this when two or more family members have overlapping commitments requiring conflict resolution

• Use this when planning carpool logistics for kids' activities across multiple drivers

• Use this when you want to proactively block protected family time before the week fills up

• Use this when coordinating with ex-spouses, grandparents, or extended family schedules

• Use this when a new activity or commitment needs to be added without disrupting existing routines

• Consider alternatives when you need a shared digital calendar platform rather than coordination logic

• Consider alternatives when you need automated calendar syncing between platforms in real time

• Consider alternatives when you need childcare booking or babysitter scheduling services

Quick Start

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# .claude/agents/family-calendar-coordinator.yml
name: Family Calendar Coordinator
model: opus
trigger: "family schedule"
context:
  family_members: ["Mom", "Dad", "Emma (12)", "Liam (9)"]
  calendar_platforms: [google-calendar, apple-calendar]
  work_hours: { mom: "8AM-5PM", dad: "9AM-6PM" }
  school_hours: "8AM-3PM"

First Run Example:

User: Here is our week. Find conflicts and suggest solutions.
Mom: Board meeting Tue 4-6PM, yoga Wed 6PM, dentist Thu 2PM
Dad: Travel Mon-Tue, client dinner Wed 7PM
Emma: Soccer practice Tue/Thu 4:30-6PM, science fair Wed 5PM
Liam: Piano lesson Tue 4PM, playdate Wed 3:30PM

Expected Output:

## Family Week Overview — March 16-22, 2026

### CONFLICTS DETECTED

**CONFLICT 1: Tuesday 4-6 PM**
Mom: Board meeting | Emma: Soccer 4:30 PM | Liam: Piano 4 PM
Dad: Traveling (unavailable)
ISSUE: No parent available for kids' transport

**Resolution Options:**
A) Arrange carpool with soccer teammate's parent for Emma;
   ask piano teacher if Liam can shift to 4:30 PM
B) Mom joins board meeting remotely from car, drops kids 
   at 4 PM, joins by 4:15
C) Request grandparent or trusted neighbor for pickup

**CONFLICT 2: Wednesday 5-7 PM**
Emma: Science fair 5 PM | Dad: Client dinner 7 PM
Mom: Yoga 6 PM
ISSUE: Tight transition — who attends science fair?

**Resolution Options:**
A) Mom skips yoga, attends science fair 5-6:30 PM.
   Dad handles dinner pickup from 6:30 PM onward
B) Dad attends science fair 5-6:15 PM, heads to dinner.
   Mom does yoga at 6 PM as planned

### PROTECTED FAMILY TIME
Suggested: Saturday 10 AM - 1 PM (all members free)
Activity idea: Spring hike or farmer's market visit

Advanced Configuration

Platform-Specific Setup:

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# Google Calendar API
google_calendar:
  service_account: false
  calendar_ids:
    mom: "[email protected]"
    dad: "[email protected]"
    family: "[email protected]"
  read_only: true

# Travel time estimation
logistics:
  home_address: "123 Main St, Anytown"
  default_buffer_minutes: 15
  school_address: "456 School Rd"
  include_traffic: true

Parameter	Type	Default	Description
family_members	array	[]	Names and ages of all family members
calendar_platforms	array	[google-calendar]	Calendar services used by family
work_hours	object	{}	Work schedule for each parent
school_hours	string	"8AM-3PM"	School schedule for children
buffer_minutes	int	15	Minimum transition time between events
carpool_contacts	array	[]	Trusted families available for carpool sharing
protected_blocks	array	[]	Recurring protected family time blocks
custody_schedule	string	""	Custody arrangement pattern if applicable
recurring_activities	array	[]	Weekly recurring activities per family member
conflict_threshold	int	30	Minutes of overlap that constitutes a conflict
output_format	string	markdown	markdown, ics, notion-blocks, csv

Core Concepts

Concept	Description
Conflict Detection	Identifies scheduling overlaps across all family members simultaneously
Resolution Ranking	Suggests multiple conflict solutions ranked by minimal disruption
Travel Time Awareness	Factors in transit time between locations to catch hidden conflicts
Protected Time Blocking	Proactively identifies and reserves unscheduled windows for family activities
Recurring Pattern Learning	Recognizes weekly patterns to predict and prevent future conflicts

+------------------+     +------------------+     +------------------+
|  Calendar Inputs |---->|  Conflict Engine |---->|  Resolution Gen  |
|  (all members'   |     |  (overlap detect,|     |  (rank solutions |
|   schedules)     |     |   travel time)   |     |   by disruption) |
+------------------+     +------------------+     +------------------+
                                                          |
                                                          v
+------------------+     +------------------+     +------------------+
|  Calendar Export |<----|  Family Time     |<----|  Weekly Overview |
|  (ICS, shared    |     |  Blocker         |     |  (consolidated   |
|   calendar)      |     |  (protect slots) |     |   family view)   |
+------------------+     +------------------+     +------------------+

Workflow Examples

Scenario 1: New Activity Assessment

Input: "Emma wants to join swim team. Practice is Mon/Wed/Fri 
4-5:30 PM. Can we make it work?"

Output:
## Schedule Impact Analysis: Emma Swim Team

**Monday:** Clear — no conflicts. Mom available for transport.
**Wednesday:** CONFLICT — overlaps with science fair prep 
(one-time) and Mom's yoga at 6 PM (tight transition).
**Friday:** Clear — Dad works from home, can handle pickup.

**Verdict:** Workable with minor adjustments.
- Wednesday yoga shifts to 6:30 PM class
- Dad covers Friday transport permanently
- Build 2-week trial into calendar before full commitment

Scenario 2: Custody Schedule Coordination

Input: "Co-parenting schedule: kids with me Mon-Wed, 
ex Thu-Sun. Need to coordinate Emma's soccer and 
Liam's piano across both households."

Output:
## Shared Activity Schedule — Custody Overlay

**Your Days (Mon-Wed):**
Tue: Piano (Liam 4 PM) — you handle transport
Tue: Soccer (Emma 4:30 PM) — you handle transport

**Ex's Days (Thu-Sun):**
Thu: Soccer (Emma 4:30 PM) — ex handles transport
Sat: Soccer game (Emma 10 AM) — ex handles transport

**Communication Template:**
[Pre-written message to share schedule with co-parent]

**Shared Calendar Setup:**
[Instructions for creating a shared Google Calendar 
that both households can view]

Scenario 3: Summer Schedule Overhaul

Input: "School is out June 5. Need a summer schedule 
framework for 2 kids. Mix of camps, free time, and 
family vacation July 15-22."

Output:
## Summer 2026 Framework

**Week 1-2 (Jun 5-18):** Decompression + local day camps
**Week 3-4 (Jun 19-Jul 2):** Swimming lessons AM + free PM
**Week 5 (Jul 3-9):** Art camp (Emma), STEM camp (Liam)
**Week 6 (Jul 10-14):** Pre-vacation prep week
**Week 7 (Jul 15-22):** FAMILY VACATION — all blocked
**Week 8-10 (Jul 23-Aug 13):** Rotating activities
**Week 11 (Aug 14-18):** Back-to-school prep

[Detailed daily structure with childcare coverage map]

Best Practices

• Input all commitments, including tentative ones. The agent can only detect conflicts it knows about. Include work meetings, recurring appointments, and even tentative plans marked as such. Better to over-report than miss a conflict.

• Set realistic buffer times between events. Fifteen minutes between back-to-back activities is the minimum for same-location transitions. Cross-town travel needs 30 minutes or more depending on your area. Build in buffers.

• Block protected family time at the start of each month. Once a month, proactively reserve two to three family time blocks before the calendar fills with individual commitments. Protect these blocks like work meetings.

• Create a carpool contact network. Sharing transport responsibilities with two to three trusted families doubles your scheduling flexibility. The agent can factor carpool availability into conflict resolution options.

• Review the weekly overview every Sunday evening. A 10-minute family calendar review on Sunday prevents Monday morning chaos. The agent generates a printable weekly overview perfect for refrigerator posting.

Common Issues

• Calendar events from different platforms show duplicate entries. Ensure each family member's events are entered on only one platform, then shared. The agent handles cross-platform reading but cannot deduplicate identical events from multiple sources.

• Travel time estimates seem too short. Update your home_address and key location addresses. The agent uses straight-line estimates by default. For accurate drive times, enable include_traffic and specify your metro area.

• Agent suggests solutions that are not practical for our family. Provide more context about constraints such as which parent drives, who has flexible work hours, or which activities are non-negotiable. The more constraints you share, the more realistic the suggestions.

Privacy & Data Handling

• Local Processing: All schedule coordination happens in your local Claude Code session. Family calendars, children's activities, and personal schedules are never stored on external servers.
• Data Retention: Calendar data exists only in your current session. No family schedule data persists between sessions unless you export and save files locally.
• Export Options: Export as ICS calendar files, Markdown overviews, or CSV schedules. All exports are saved to your local filesystem before any optional calendar import.
• No External Sync: The agent reads calendar data you provide but does not connect directly to Google, Apple, or Outlook APIs. You control all data input and output manually.