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Daily

Email reminders for Airtable records due today

Each morning you get an email about every Airtable record whose next action is due today, and those records are marked as reminded.

Runs
Daily
Apps
Airtable, Gmail
AI
Optional
Access
Airtable read+write; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: every morning, email me about Airtable records whose next-action date is today, and mark them as sent.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A recruitment agency tracks candidates and client follow-ups in Airtable, each with a next-action date. The dates are there, but nobody filters for today every morning, so calls slip by a day or two and candidates go elsewhere.

An email each morning listing what is due turns those dates into a to-do list. Marking each record as reminded keeps a record of what was flagged and stops repeats.

What you get out of it

  • Dates turn into action

    A next-action field only helps if someone looks at it. A morning email makes sure they do.

  • Nothing slips by a day

    Every record due today appears, whether it was set last week or last quarter.

  • No repeat reminders

    Records are marked once reminded, so the same item does not keep appearing.

  • A trail of what was flagged

    The reminded field shows which follow-ups were raised and when, which helps when reviewing missed ones.

How it works

What happens, step by step

  1. Every morning, ClickRuntime finds the records in your Airtable base whose next-action date is today.

  2. It skips records already marked as reminded.

  3. It emails you a list of the due actions, with an optional AI note on what to do first.

  4. Each record is marked as reminded in Airtable.

Before it runs live

  • Connect Airtable
  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail

What you get

RunsDaily
Email reminders for Airtable records due todaytoday, 9:00Succeeded
Email · 3 actions due today- Acme Logistics: call about the warehouse lead role. - Northwind Bank: send two shortlisted CVs

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Run it at a different time, more or less often, or only on weekdays
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Airtable and Gmail steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
due_action_alerts_from_airtable_by_email.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http

def send(gmail, to, subject, text):
    msg = EmailMessage()
    msg["To"], msg["Subject"] = to, subject
    msg.set_content(text)
    gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()

@on_trigger
def run(event):
    url = "https://api.airtable.com/v0/appYourBaseId/Contacts"
    headers = {"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"}
    records = http.get(url, headers=headers, params={
        "filterByFormula": "AND(IS_SAME({Next action date}, TODAY(), 'day'), NOT({Reminded}))"}).json()["records"]
    if not records:
        return {"due": 0}
    lines = [f"- {r['fields'].get('Name')}: {r['fields'].get('Next action')}" for r in records]
    gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    send(gmail, "me", f"{len(records)} actions due today", "\n".join(lines))
    for i in range(0, len(records), 10):
        http.patch(url, headers=headers, json={"records": [{"id": r["id"], "fields": {"Reminded": True}} for r in records[i:i + 10]]})
    return {"due": len(records)}

FAQ

Common questions

What does the email include?
The record's name, the action due and a link to open it in Airtable. With AI on, it can also suggest which items to tackle first.
What if I change the date after a reminder?
Changing the next-action date clears the reminded mark in most setups, so the record is picked up again on its new date.
Can reminders go to different people?
Yes. If records have an owner field with an email address, each owner can get their own list.
What permissions does it need?
Airtable read+write; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run each time it runs (daily). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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