Google Calendar and Meet MCP Server

# 🔄 Escalation Flows - When to Use Google UI vs MCP ## 📋 Overview This guide defines clear escalation patterns for when to use the Google Meet MCP Server versus directing users to Google's native interfaces. Understanding these patterns ensures optimal user experience while maintaining security and compliance. ## 🎯 Decision Framework ### **Use MCP Server For:** ✅ **Routine Operations** - Standard calendar and meeting management ✅ **Automation** - Batch operations and workflow automation ✅ **Analytics** - Meeting data analysis and reporting ✅ **AI Integration** - Natural language processing and smart suggestions ### **Escalate to Google UI For:** 🔄 **Advanced Configuration** - Complex settings requiring visual interface 🔄 **Hardware Integration** - Physical meeting room and device setup 🔄 **Administrative Functions** - Workspace-level policy management 🔄 **Troubleshooting** - Technical issues requiring Google's diagnostic tools ## 📅 Calendar Operations Escalation ### **✅ MCP Server Handles** #### **Event Management** ```yaml ✅ Use MCP For: - Creating single or recurring events - Updating event details (time, attendees, description) - Deleting events you have permission to modify - Adding/removing attendees from existing events - Setting basic event permissions (guest can modify, etc.) Example Interactions: "Schedule a team meeting for tomorrow at 2pm" "Move the client call from Tuesday to Wednesday" "Add Alice and Bob to the marketing meeting" "Cancel the standup meeting for Friday" ``` #### **Availability & Scheduling** ```yaml ✅ Use MCP For: - Checking free/busy status across multiple calendars - Finding optimal meeting times for groups - Analyzing calendar patterns and conflicts - Suggesting alternative meeting times Example Interactions: "When is everyone free for a 2-hour planning session this week?" "Check if I'm available Thursday afternoon" "Find the best time for a meeting with the London team" ``` #### **Calendar Analysis** ```yaml ✅ Use MCP For: - Meeting frequency analysis - Attendance pattern reporting - Calendar utilization metrics - Meeting effectiveness insights Example Interactions: "How many meetings did our team have last month?" "Show me my meeting patterns for the quarter" "Which meetings had the best attendance rates?" ``` ### **🔄 Escalate to Google UI For** #### **Advanced Calendar Configuration** ```yaml 🔄 Escalate For: - Setting up calendar sharing with complex permissions - Configuring calendar delegation and proxy access - Creating custom calendar views and filters - Setting up calendar notifications and reminders - Configuring working hours and time zone preferences Escalation Message: "For advanced calendar sharing and delegation setup, please use Google Calendar directly at calendar.google.com. This requires the visual interface for complex permission configuration." ``` #### **Calendar Integration & Sync** ```yaml 🔄 Escalate For: - Syncing with external calendar systems - Setting up calendar subscriptions (ICS feeds) - Configuring mobile app sync settings - Managing calendar backup and export Escalation Message: "Calendar sync and external integration settings are best managed through Google Calendar settings. Please visit calendar.google.com > Settings > Import & Export." ``` ## 🎥 Google Meet Operations Escalation ### **✅ MCP Server Handles** #### **Meeting Space Management** ```yaml ✅ Use MCP For: - Creating Meet spaces with standard security settings - Updating basic meeting configurations - Ending active conferences - Managing participant permissions during meetings Example Interactions: "Create a secure Meet space for our board meeting" "Update the client meeting to enable recording" "End the current meeting in the project space" ``` #### **Meeting Data & Analytics** ```yaml ✅ Use MCP For: - Accessing meeting recordings and transcripts - Retrieving participant attendance data - Analyzing meeting patterns and engagement - Generating meeting effectiveness reports Example Interactions: "Get the transcript from yesterday's client meeting" "Who attended the sprint planning session?" "Show me our team's meeting analytics for Q1" ``` ### **🔄 Escalate to Google UI For** #### **Hardware & Room Systems** ```yaml 🔄 Escalate For: - Setting up Google Meet hardware devices - Configuring conference room systems - Managing Chromebox and Chromebase devices - Troubleshooting hardware connectivity issues Escalation Message: "Hardware setup and conference room integration requires Google Admin Console access. Please contact your IT administrator or visit admin.google.com > Devices > Meet hardware." ``` #### **Advanced Meeting Features** ```yaml 🔄 Escalate For: - Setting up live streaming and broadcasting - Configuring breakout rooms (when available) - Managing large-scale webinars and events - Setting up dial-in numbers for international access Escalation Message: "Advanced broadcasting and large-scale event features require Google Meet's web interface. Please visit meet.google.com for full feature access." ``` #### **Meet Policy & Administration** ```yaml 🔄 Escalate For: - Company-wide Meet security policies - Domain-level meeting restrictions - External participant controls at org level - Meet feature enablement/restriction Escalation Message: "Organization-wide Meet policies require Google Workspace Admin access. Please contact your administrator or visit admin.google.com > Apps > Google Workspace > Google Meet." ``` ## 🔐 Security & Compliance Escalation ### **✅ MCP Server Handles** #### **Meeting-Level Security** ```yaml ✅ Use MCP For: - Setting access controls (OPEN/TRUSTED/RESTRICTED) - Enabling/disabling recording per meeting - Managing meeting moderation settings - Controlling participant permissions Example Interactions: "Create a restricted meeting for the legal team" "Enable recording for the compliance training" "Set up moderated access for the client presentation" ``` #### **Data Access & Reporting** ```yaml ✅ Use MCP For: - Accessing meeting data you have permission to view - Generating compliance reports for your scope - Analyzing meeting patterns for security insights - Tracking recording and transcript access Example Interactions: "Show me all recorded meetings from last month" "Generate an attendance report for audit purposes" "Who has accessed the board meeting recording?" ``` ### **🔄 Escalate to Google UI For** #### **Organization Security Policies** ```yaml 🔄 Escalate For: - Domain-wide recording policies - External sharing restrictions - Data loss prevention (DLP) rules - Advanced audit and compliance configuration Escalation Message: "Organization-wide security policies require Google Workspace Admin Console access. Please contact your security team or visit admin.google.com > Security." ``` #### **Advanced Compliance Features** ```yaml 🔄 Escalate For: - Legal hold and eDiscovery setup - Advanced audit log configuration - Data retention policy management - Regulatory compliance reporting Escalation Message: "Advanced compliance and legal features require specialized admin access. Please contact your legal/compliance team or visit admin.google.com > Rules." ``` ## 🚨 Error Handling & Troubleshooting ### **✅ MCP Server Handles** #### **Common User Errors** ```yaml ✅ Use MCP For: - Authentication and permission issues - Basic API errors and retries - User guidance and error explanation - Workflow troubleshooting Example Responses: "I encountered an authentication error. Let me guide you through re-authorizing your Google account." "It looks like you don't have permission to modify that calendar. Let me suggest alternatives." ``` #### **Usage Guidance** ```yaml ✅ Use MCP For: - Explaining feature limitations - Suggesting alternative approaches - Providing usage examples - Teaching best practices Example Responses: "Recording needs to be manually activated during the meeting. Let me show you how to prepare the meeting for recording." "For this type of advanced calendar sharing, I recommend using Google Calendar directly. Here's how..." ``` ### **🔄 Escalate to Google UI For** #### **Technical Issues** ```yaml 🔄 Escalate For: - Google service outages and status issues - Account suspension or billing problems - Advanced troubleshooting requiring Google tools - Integration issues with other Google services Escalation Message: "This appears to be a technical issue with Google's services. Please check status.google.com for service status or contact Google Workspace support at support.google.com." ``` #### **Account & Billing Issues** ```yaml 🔄 Escalate For: - Workspace subscription and billing questions - Account access and recovery issues - License and feature availability questions - Domain verification and setup problems Escalation Message: "Account and billing issues require direct Google support. Please visit admin.google.com for admin access or support.google.com for general support." ``` ## 📊 Escalation Decision Matrix ### **Quick Reference Table** | Task Category | MCP Server | Google UI | Decision Criteria | |---------------|------------|-----------|-------------------| | **Basic Calendar Operations** | ✅ Primary | 🔄 Fallback | Standard CRUD operations | | **Advanced Calendar Setup** | 🔄 Escalate | ✅ Primary | Complex permissions, delegation | | **Meeting Creation** | ✅ Primary | 🔄 Fallback | Standard meeting types | | **Hardware Setup** | 🔄 Escalate | ✅ Primary | Physical devices involved | | **Organization Policies** | 🔄 Escalate | ✅ Primary | Admin-level configuration | | **Meeting Analytics** | ✅ Primary | 🔄 Fallback | Data analysis and reporting | | **Troubleshooting** | ✅ First Attempt | 🔄 Escalate | Start with MCP, escalate if needed | ### **Escalation Triggers** #### **Automatic Escalation** ```yaml Trigger Immediate Escalation For: - Admin console requirements detected - Hardware device configuration requests - Organization-wide policy changes - Billing and account issues - Service outage situations ``` #### **Conditional Escalation** ```yaml Consider Escalation When: - User repeatedly encounters permission errors - Feature complexity exceeds MCP capabilities - User explicitly requests Google UI guidance - Workflow requires visual interface - Integration with non-supported services needed ``` ## 🎯 Best Practices for Context Engineers ### **Escalation Communication** #### **Clear Direction** ```yaml Good Escalation Messages: ✅ "For this advanced calendar sharing setup, please use Google Calendar at calendar.google.com > Settings > Share with specific people" ✅ "Conference room hardware setup requires admin access. Please contact IT or visit admin.google.com > Devices > Meet hardware" ✅ "This feature requires Google Workspace Admin permissions. I'll help with what I can access, but for the full setup, please contact your administrator" Avoid: ❌ "I can't do that" ❌ "That's not supported" ❌ "Use Google instead" ``` #### **Helpful Context** ```yaml Include in Escalation: - Specific URL or location in Google UI - Required permission level - Alternative approaches if available - What the MCP can help with as follow-up ``` ### **Training Users on Escalation** #### **Setting Expectations** ```yaml Educate Users About: - What MCP excels at vs. Google UI strengths - When to try MCP first vs. go directly to Google - How to recognize escalation situations - Who to contact for different types of issues ``` #### **Building Confidence** ```yaml Help Users Understand: - MCP and Google UI are complementary, not competing - Escalation is normal and expected for certain tasks - Using the right tool for each task improves efficiency - Both approaches maintain the same security and compliance ``` --- **🎯 Effective escalation patterns ensure users get the best possible experience while maintaining clear boundaries between MCP capabilities and Google's native interfaces. Train your users to recognize these patterns for optimal productivity.**