Schedule Teams meetings, plan and run AGMs, generate briefing documents, and notify stakeholders; all from a single instruction in Microsoft Teams

Overview #

Coordinating strata meetings; whether a quick committee check-in or a formal Annual General Meeting; involves multiple steps: scheduling the event, creating a Teams meeting link for remote attendees, generating briefing documents, and notifying all relevant parties. Done manually, this process is time-consuming and prone to gaps.

Merlo AI consolidates the entire meeting and AGM workflow into a single instruction from Microsoft Teams. You describe what you need, and Merlo handles scheduling, document generation, Teams meeting creation, and stakeholder notifications; all in one chained action without any system switching.

Key Capabilities at a Glance #

Capability	What Merlo Does	When to Use It
Create a Teams meeting	Schedules the meeting in your calendar, generates a Teams link, and sends invitations to specified participants	Committee reviews, team catch-ups, contractor briefings, any ad hoc meeting requiring a Teams link
Schedule an AGM	Creates the AGM record, sets the date and time, and generates a Teams meeting link for remote attendees	Annual General Meetings for any strata plan in your portfolio
Generate an AGM briefing document	Produces a structured briefing document containing agenda items, plan details, and relevant meeting information	Preparing committee members and owners ahead of the AGM
Send AGM notifications	Distributes email notifications to lot owners, committee members, or both; retrieved automatically from the strata system	Notifying all stakeholders of the AGM date, time, and Teams link
Bulk AGM scheduling	Processes a CSV file containing multiple plan numbers and dates to schedule AGMs across your portfolio simultaneously	Portfolio-wide AGM scheduling without repeating individual requests
Combined chained requests	Executes scheduling, briefing generation, and notifications in a single instruction with no intermediate steps required	Any scenario where multiple AGM tasks need to happen at once

Important:  Merlo can execute multiple tasks in a single chained request. For example, you can schedule an AGM, create the Teams meeting link, generate the briefing document, and send notifications to all owners and committee members; all from one instruction.

How It Works #

Whether you are creating a single Teams meeting or managing a full AGM workflow, Merlo follows the same simple process. You describe what you need in plain English, and Merlo retrieves the relevant data, executes each step, and confirms the outcome.

1	You describe the meeting or AGM	Type your request in plain English in the Merlo AI Teams chat. Include the strata plan number, the meeting type, date, time, and any additional instructions such as generating a briefing document or sending notifications.
2	Merlo retrieves the relevant data	Merlo connects to your strata management system and pulls the required information automatically; committee contacts, lot owner lists, plan details, and any existing meeting records.
3	Merlo schedules the meeting	Merlo creates the meeting or AGM record, schedules it in the calendar, and generates a Microsoft Teams meeting link for remote attendance if required.
4	Merlo generates documents	If requested, Merlo produces the AGM briefing document, structured with the agenda, plan details, and relevant meeting information, ready for distribution.
5	Merlo sends notifications	Merlo dispatches email notifications to lot owners, committee members, or both via Outlook; including the meeting date, time, Teams link, and any attached documents.

Tip:  For AGM workflows, all five stages can be triggered from a single instruction. You do not need to make separate requests for scheduling, document generation, and notifications; Merlo chains them automatically.

Creating a Teams Meeting #

You can create a Microsoft Teams meeting for any strata-related purpose directly from the Merlo AI Teams chat. Merlo schedules the meeting, generates the Teams link, and sends invitations to the participants you specify; all without leaving Teams.

This is useful for committee reviews, works update calls, contractor briefings, team check-ins, or any meeting where you need a scheduled Teams link distributed quickly.

What to Include in Your Request #

To create a Teams meeting, provide the following in your instruction:

• Meeting title

• Date and time

• Strata plan number (if applicable)

• Participants to invite (by name, role, or group; Merlo will look up contact details)

Example Prompts #

“Create a Teams meeting for SP 12345 on 2 April at 11 AM titled ‘Committee Review.’”

“Set up a Teams meeting tomorrow at 4 PM for the strata team titled ‘Works Update.’”

“Schedule a Teams meeting for the committee of plan 77889 on Friday at 2 PM to discuss the maintenance schedule.”

“Create a Teams meeting for plan 55321 with the building manager and the committee chair on 15 May at 10 AM titled ‘Roof Repair Debrief.’”

What Merlo Does:

• Schedules the meeting in your calendar at the specified date and time

• Generates a Microsoft Teams meeting link for all participants

• Sends meeting invitations to the specified participants via Outlook

• Confirms the meeting details in the Teams chat once created

Scheduling an AGM #

Merlo can schedule a full Annual General Meeting for any strata plan in your portfolio. Beyond simply setting a date and time, Merlo can simultaneously create the Teams meeting link for remote attendees, generate the AGM briefing document, and send notifications to lot owners and committee members; all from a single instruction.

Scheduling a Standard AGM #

For a straightforward AGM scheduling request, include the strata plan number, the date, and the time. Merlo will create the AGM record and confirm the details.

Example Prompts #

“Schedule an AGM for plan 12345 on 10 May at 3 PM.”

“Book the AGM for SP 77889 on 4 May at 9:30 AM.”

“Set up the AGM for strata plan 44100 on 22 June at 11 AM.”

Scheduling an AGM with a Teams Meeting Link #

If the AGM will include remote attendees, ask Merlo to create a Teams meeting link as part of the same request. Merlo will schedule the AGM and generate the link simultaneously.

Example Prompts #

“Schedule an AGM for plan 12345 on 10 May at 3 PM and create a Teams meeting link for remote attendees.”

“Book the AGM for SP 55667 on 18 June at 10 AM and set up a Teams meeting so owners can join remotely.”

Scheduling an AGM with Briefing Document and Notifications #

For a fully automated AGM setup, Merlo can schedule the AGM, generate the briefing document, create the Teams link, and send email notifications to lot owners and committee members; all in one combined request.

Example Prompts #

“Schedule an AGM for plan 12345 on 10 May at 3 PM, send an email notification to the committee, and create a Teams meeting link for remote attendees.”

“Book the AGM for SP 77889 on 4 May at 9:30 AM and generate the AGM briefing document.”

“Schedule an AGM for plan 98765 on 1 June at 2 PM, generate the briefing document, create a Teams link, and send notifications to all lot owners and committee members.”

What Merlo Does:

• Creates the AGM record in the strata system at the specified date and time

• Generates a Microsoft Teams meeting link for remote attendees

• Produces the AGM briefing document with agenda and plan details

• Retrieves lot owner and committee member contact lists from the strata system

• Sends personalised notification emails to all relevant parties via Outlook

• Confirms all completed actions in the Teams chat

Bulk AGM Scheduling #

If you need to schedule AGMs across multiple strata plans simultaneously; for example, at the beginning of a new financial year; Merlo can process a CSV file containing all the plan numbers, dates, and times in one instruction. Merlo will create individual AGM records for each entry in the file without requiring you to repeat the request for each plan.

How to Use Bulk Scheduling #

Prepare a CSV file containing the required details for each AGM. Upload the file to the Merlo AI Teams chat and include a scheduling instruction.

Your CSV file should include the following columns:

• Strata plan number

• AGM date

• AGM time

• Any additional notes or instructions per plan (optional)

Example Prompts #

“Schedule AGM meetings for multiple plans using the CSV file I’ve uploaded.”

“Process this CSV and schedule AGMs for all plans listed with the dates and times provided.”

“Use the uploaded CSV to bulk-schedule AGMs across my portfolio and send notifications to each plan’s committee.”

What Merlo Does:

• Reads the CSV file and extracts each plan number, date, and time

• Creates individual AGM records for each entry

• Confirms each scheduled AGM in the Teams chat

• Can also generate briefing documents or send notifications per plan if instructed

Tip:  You can combine bulk scheduling with additional instructions. For example, asking Merlo to also generate briefing documents for each plan or send committee notifications after scheduling will execute all actions across every entry in the CSV.

Generating AGM Briefing Documents #

Merlo can generate a structured AGM briefing document for any strata plan. The document is populated with the plan’s details, agenda structure, and relevant meeting information, providing committee members and owners with everything they need to prepare ahead of the AGM.

Briefing documents can be generated as part of an AGM scheduling request or independently at any point before the meeting.

Example Prompts #

“Generate the AGM briefing document for plan 12345.”

“Book the AGM for SP 77889 on 4 May at 9:30 AM and generate the AGM briefing document.

“Create an AGM briefing document for strata plan 44100 and email it to all committee members.”

“Generate the AGM briefing for plan 98765 and attach it to the notification email going out to lot owners.”

What Merlo Produces:

• A structured briefing document with the plan’s details and AGM agenda

• Relevant meeting information including date, time, and location or Teams link

• A document ready for distribution to committee members and lot owners

Sending AGM Notifications #

Once an AGM has been scheduled, Merlo can send notification emails to lot owners, committee members, or both. Merlo retrieves the contact lists automatically from your strata management system, so you do not need to compile or copy email addresses manually.

Notifications can be sent as part of the initial AGM scheduling request or as a separate step once the AGM has been confirmed.

Example Prompts #

“Schedule an AGM for plan 12345 on 10 May at 3 PM and send an email notification to the committee.”

“Send AGM notifications to all lot owners for plan 77889 for the meeting on 4 May.”

“Notify all committee members and lot owners of the AGM for SP 98765 on 1 June at 2 PM; include the Teams link in the email.”

“Send a notification to all owners in plan 44100 about the upcoming AGM and attach the briefing document.”

What Merlo Does:

• Retrieves lot owner and committee member contact details from the strata system

• Drafts personalised notification emails including the AGM date, time, location, and Teams link

• Attaches the briefing document if generated or uploaded

• Sends emails via Outlook on your behalf

• Saves a copy of each sent notification in your Outlook Sent Items folder

Real-World Usage Scenarios #

The following examples illustrate how Merlo’s meeting and AGM features are used in everyday strata management situations, and the type of prompt that would generate each outcome.

Situation	How Merlo Helps
You need a committee meeting set up quickly for a works discussion	Ask Merlo: “Create a Teams meeting for SP 12345 on Friday at 2 PM titled ‘Works Update’ and invite the committee.” Merlo schedules the meeting, generates the Teams link, and sends invitations to all committee members in one step.
An AGM is coming up and you need to notify owners and generate a briefing document	Ask Merlo: “Schedule an AGM for plan 12345 on 10 May at 3 PM, generate the AGM briefing document, and send notifications to all lot owners.” Merlo completes all three tasks from a single instruction.
Remote owners need a Teams link for the AGM	Ask Merlo: “Schedule an AGM for SP 77889 on 4 May at 9:30 AM and create a Teams meeting link for remote attendees.” Merlo schedules the AGM and generates the link simultaneously.
You need to schedule AGMs across 20 plans before the end of the month	Upload a CSV with the plan numbers, dates, and times and ask Merlo: “Schedule AGMs for all plans in this CSV file.” Merlo processes every entry and creates individual AGM records without you repeating the request.
You want the briefing document sent to the committee before the AGM	Ask Merlo: “Generate the AGM briefing document for plan 98765 and email it to all committee members.” Merlo generates the document and sends it to the committee via Outlook.
The AGM notification needs to include the Teams link for remote attendees	Ask Merlo: “Notify all lot owners for plan 55667 of the AGM on 18 June at 10 AM and include the Teams link in the email.” Merlo retrieves all owner contacts and sends personalised notifications with the link included.
A contractor needs to be included in a committee review call	Ask Merlo: “Set up a Teams meeting for plan 44100 on Monday at 11 AM with the committee chair and the building manager, titled ‘Maintenance Review.’” Merlo creates the meeting and sends invitations to all named parties.

Tips for Getting the Best Results #

Best Practice	Guidance
Always include the plan number	The strata plan number is how Merlo identifies the correct committee list, owner contacts, and plan records. Always include it in your meeting or AGM request.
Combine tasks in a single instruction	Merlo supports chained requests. Rather than making separate requests to schedule the AGM, generate the briefing document, and send notifications, include all three in one instruction to save time.
Specify participants by role, not just name	You can reference participants by role; such as ‘the committee’ or ‘all lot owners’ or ‘the building manager’; and Merlo will look up the correct contact details from the strata system automatically.
Include date and time clearly	Always specify both the date and the time in your request to avoid ambiguity. Use formats like ‘10 May at 3 PM’ or ‘tomorrow at 4 PM’; Merlo will interpret both correctly.
Upload CSV files for bulk scheduling	For portfolio-wide AGM scheduling, prepare your CSV with plan numbers, dates, and times before making your request. Upload the file to the Teams chat alongside your instruction.
Request the briefing document at scheduling time	It is more efficient to request the AGM briefing document as part of the initial scheduling instruction rather than as a separate step. Merlo will generate and attach it in the same workflow.
Specify if remote attendance is required	If the meeting or AGM includes remote attendees, include this in your request so Merlo creates the Teams meeting link and includes it in the notification email.
Keep contact details current in the strata system	Merlo retrieves owner and committee contact details from your strata management system. If contact information is outdated, update it in the system so Merlo uses the correct details in notifications and invitations.

Frequently Asked Questions #

Can Merlo create a Teams meeting link for an AGM so remote owners can attend? #

Yes. Include this in your request when scheduling the AGM; for example, ‘Schedule an AGM for plan 12345 on 10 May at 3 PM and create a Teams meeting link for remote attendees.’ Merlo will generate the Teams link and include it in the notification email sent to owners and committee members.

Can Merlo schedule an AGM, generate the briefing document, and send notifications all at once? #

Yes. Merlo supports chained instructions, meaning you can combine multiple tasks in a single request. Simply describe everything you need in one instruction and Merlo will execute each step in sequence and confirm all completed actions in the Teams chat.

How do I schedule AGMs for multiple plans at the same time? #

Upload a CSV file to the Merlo AI Teams chat containing the strata plan numbers, AGM dates, and times. Then instruct Merlo to schedule AGMs using the file. Merlo will process each entry and create individual AGM records for every plan listed; no need to repeat the request for each plan individually.

What should I include in the CSV file for bulk AGM scheduling? #

Your CSV file should include at minimum the strata plan number, the AGM date, and the AGM time for each entry. You can also include optional columns for notes or additional instructions per plan. Upload the file to the Teams chat alongside your scheduling instruction.

Can Merlo send AGM notification emails to all lot owners automatically? #

Yes. Merlo retrieves lot owner contact details directly from your strata management system and sends personalised notification emails via Outlook on your behalf. You do not need to compile or paste email addresses manually; simply reference the plan number and the intended audience in your request.

Can I include the AGM briefing document as an attachment in the notification email? #

Yes. If you ask Merlo to generate the briefing document and send notifications in the same request, Merlo will attach the document to the notification email automatically. You can also generate the briefing document separately and then ask Merlo to email it to the relevant parties.

Can Merlo schedule a Teams meeting for a committee review rather than an AGM? #

Yes. Merlo can create a Microsoft Teams meeting for any strata-related purpose, not just AGMs. Provide the meeting title, date, time, plan number, and the participants you want to invite, and Merlo will schedule the meeting and send invitations via Outlook

Who appears as the organiser of the Teams meeting or AGM notification? #

Meetings are created through your connected Microsoft Teams and Outlook account. The meeting invitation and notification emails will appear as coming from you directly, using your name and email address. A copy of each sent notification is also saved in your Outlook Sent Items folder.

What if a lot owner’s or committee member’s contact details are wrong? #

Merlo retrieves contact details from your strata management system. If any information is incorrect or outdated, update it in the strata system. Once corrected there, Merlo will use the updated details automatically in all future notifications and invitations.

Can I ask Merlo to generate a briefing document for an AGM that has already been scheduled? #

Yes. You can request the AGM briefing document at any point, not just at the time of scheduling. Simply ask Merlo to generate the document for the relevant plan and it will produce it on demand, ready for distribution or review.