Can anyone think of a way to create a rule that will take an appointment and convert it to a reminder note that can be delegated/forwarded to another user?

On our department calendar we use the reminder notes to designate time off and vacations, etc. We sync our iPhones with Notifylink, which doesn't sync tasks/notes. If I post an appointment using my iPhone I can add our department calendar as an invitee, but of course then it just shows up in the main portion of the calendar instead of in the notes. I'm trying to figure out a way to set up a rule for my account that can be triggered by keywords such as "late" which will then result in the appointment being forwarded/delegated to the department calendar as a note. So far I can't seem to figure out a way of doing this with rules.