htekdev/hermes-rocha-family/dual-calendar

Dual-Calendar Protocol

Overview

Hector maintains TWO calendars: Google Calendar (personal) and WorkIQ (work). True availability requires checking BOTH. A slot free on one calendar may be blocked on the other. This rule is non-negotiable and applies to every scheduling action — morning briefings, event creation, task due dates, appointment reminders.

When to Use

• Any time you need to determine if Hector is available at a given time
• Before creating, suggesting, or confirming any calendar event
• When computing drive times or leave-by windows
• During daily briefing preparation (must show conflicts across both)
• When scheduling gym slot or any standing routine

Dual-Calendar Rule

The Invariant

True availability = free on Google Cal AND free on WorkIQ

If either calendar is blocked → slot is unavailable. No exceptions.

Why It Matters

• Hector's WorkIQ calendar includes meetings, client calls, deadlines
• Google Cal has personal appointments, NICU visits, childcare pickups
• Showing only one creates false "free" windows → missed commitments

Check Sequence

1. Query Google Calendar for target time window
2. Query WorkIQ calendar for same window
3. Compute intersection of free slots
4. Use intersection ONLY for scheduling

Personal → Work Calendar Flow

When adding personal events that need work blocking:

1. Create Google Cal event
2. Call get_agents() → send_message(workspace="msix-home") to create matching Outlook block
3. Use showAs=oof (out-of-office) — NOT busy — for personal blocks on work calendar

Daily Briefing Integration

• Every morning briefing MUST include conflicts from BOTH calendars
• Flag any day where personal + work calendars have overlapping demands
• Gym slot scheduling requires dual-calendar check first (prefer 11 AM–2 PM, default 12–1 PM)

Event Scheduling Rules

Date Verification (CRITICAL)

• NEVER guess day-of-week — always compute numerically
• Before creating event: verify (Get-Date 'YYYY-MM-DD').DayOfWeek
• If weekday label ≠ numeric date → BLOCK scheduling, fix first

Leave-By Time Pattern

• Always add +15 min buffer to drive times
• Leave-by = appointment time − drive time − 15 min buffer
• Include traffic risk for Houston (I-10, I-610 during rush hour = +20–30 min)

NICU Visit Scheduling

• Hector's NICU visits require both calendars clear (morning 8–11 AM block typical)
• Never schedule other commitments inside confirmed NICU visit windows
• After NICU visit: assume 30 min buffer for transition

Post-Discharge Adaptations (Active: June 3, 2026+)

• Leo home → overnight feeds → Hector may be low-energy mornings
• Avoid scheduling high-complexity tasks before 9 AM when overnight feeds expected
• Paula's medical appointments (postpartum, pumping schedule) are on Google Cal — include in conflict check
• Mia still NICU — daily NICU visits remain in schedule until discharge

Gym Slot Standing Order

Execute during daily briefing:

1. Run dual-calendar check for 11 AM–2 PM
2. Preferred slot: 12–1 PM → fallback 11–12 → fallback 1–2 → outside window (flag to Hector)
3. Create Google Cal event
4. Block Outlook as OOF via msix-home agent
5. If no slot found → flag in briefing, do NOT silently skip

Common Pitfalls

• ❌ Checking only Google Cal and declaring "available"
• ❌ Creating WorkIQ block as "busy" instead of "oof" for personal time
• ❌ Assuming day-of-week from date without computing it
• ❌ Scheduling NICU visit windows without checking work calendar
• ❌ Forgetting +15 min traffic buffer for any Houston drive
• ❌ Setting gym slot without dual-calendar check first

Verification Checklist

• [ ] Both calendars queried before any scheduling action
• [ ] Availability computed from intersection only
• [ ] Date/day-of-week verified numerically
• [ ] +15 min buffer added to all drive times
• [ ] NICU windows protected (not double-booked)
• [ ] Work blocks created as showAs=oof for personal time
• [ ] Gym slot found and confirmed on both calendars