Skip to content

Daily

Send an agenda the day before Sprint Planning

Attendees get an agenda built from your notes the day before each Sprint Planning meeting.

Runs
Daily
Apps
Gmail, Google Calendar
AI
Yes, uses the built-in AI allowance
Access
Calendar read; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: the day before any 'Sprint Planning' event, build an agenda from my notes and email it to all attendees.

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

An engineering lead runs sprint planning every two weeks. She keeps notes all fortnight, but the agenda goes out ten minutes before the meeting, if at all. People arrive without having looked at the open items, and the first twenty minutes are spent catching up.

An agenda in everyone's inbox the day before gives the team time to read, think and come ready to decide.

What you get out of it

  • Shorter, more focused meetings

    When people have read the agenda beforehand, the meeting starts with decisions instead of background.

  • Your notes turn into the agenda

    You keep writing notes the way you already do. The agenda is drafted from them, so there is no separate document to prepare.

  • Sent on time, every time

    The agenda goes out the day before every Sprint Planning, even in a busy week when you would otherwise forget.

  • Everyone invited gets it

    The email goes to the attendee list on the calendar event, so new team members are included without updating a mailing list.

How it works

What happens, step by step

  1. Every day ClickRuntime checks your Google Calendar for a Sprint Planning event tomorrow.

  2. If there is one, it reads your planning notes.

  3. AI turns the notes into a short agenda with topics, decisions needed and owners.

  4. The agenda is emailed to everyone invited to the meeting.

Before it runs live

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

What you get

RunsDaily
Send an agenda the day before Sprint Planningtoday, 9:00Succeeded
Email · AgendaAgenda: Sprint Planning tomorrow. 1. Checkout bug carry-over (decide owner) 2. Northwind API deadline 3. Capacity for week 2.

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 Gmail and Google Calendar 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.
prep_pack_before_recurring_team_meetings.pyexample
import base64
from datetime import datetime, timedelta, timezone
from email.message import EmailMessage
from googleapiclient.discovery import build
from google.oauth2.credentials import Credentials
from clickruntime import on_trigger, credentials, ai, http

NOTES_DOC = "your-notes-doc-id"

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    start = datetime.now(timezone.utc) + timedelta(days=1)
    events = build("calendar", "v3", credentials=creds, cache_discovery=False).events().list(calendarId="primary", q="Sprint Planning",
             timeMin=start.replace(hour=0).isoformat(), timeMax=start.replace(hour=23).isoformat(), singleEvents=True).execute()["items"]
    if not events:
        return {"meeting": None}
    notes = http.get(f"https://www.googleapis.com/drive/v3/files/{NOTES_DOC}/export", params={"mimeType": "text/plain"},
                     headers={"Authorization": f"Bearer {creds.token}"}).text[:8000]
    agenda = ai.generate(f"Write a sprint planning agenda with topics, decisions and owners from these notes:\n{notes}", max_output_tokens=600).text
    msg = EmailMessage()
    msg["To"] = ", ".join(a["email"] for a in events[0].get("attendees", []))
    msg["Subject"] = f"Agenda: {events[0]['summary']} tomorrow"
    msg.set_content(agenda)
    build("gmail", "v1", credentials=creds, cache_discovery=False).users().messages().send(
        userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
    return {"sent_to": msg["To"].count("@")}

FAQ

Common questions

Where do my notes need to be?
In a Google Doc or a file you point to. Write freely; headings or bullet points help, but are not required.
Does it work for other recurring meetings?
Yes. Change the meeting name it looks for, such as Retro or Board Review, or list several names, each with its own notes.
Can I review the agenda before it goes out?
Yes. It can email you the draft first, and send to attendees only after you reply or at a set time if you do not change anything.
What permissions does it need?
Calendar read; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly 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.

Set up “Send an agenda the day before Sprint Planning” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.