Skip to content

On a schedule

Email a weekly sprint report to stakeholders

Every Friday stakeholders get an email with the sprint's progress: what is done, in progress and at risk, with a short written summary.

Runs
On a schedule
Apps
Gmail, Jira
AI
Optional
Access
Jira browse; gmail.send

Send this to your assistant

Create a ClickRuntime automation: every Friday at 3, collect the open sprint's tickets in Jira project ENG, count done, in progress and to do, list blocked items, have AI write a short summary, and email it to stakeholders@acme.example.

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 delivery lead spends Friday afternoons writing a sprint update for the client and senior managers, copying numbers from Jira into an email and explaining what slipped. It is useful, but it takes an hour every week.

A report built from the sprint itself, with the numbers and a written summary, arrives on time every week. The lead adds a sentence of context if needed, and stakeholders get the same clear update without having to log in to Jira.

What you get out of it

  • Stakeholders stay informed

    A regular email answers 'how is it going?' before anyone asks. Fewer interruptions for the team.

  • Numbers straight from Jira

    Counts of done, in progress and to do come from the sprint itself. No copying mistakes.

  • Risks are named

    Blocked and overdue tickets are listed. Problems are raised early rather than discovered at the review.

  • Readable by non-engineers

    With AI turned on, a few sentences explain the progress in plain words. Clients and executives understand it at a glance.

How it works

What happens, step by step

  1. Every Friday, ClickRuntime collects the tickets in your project's open sprint.

  2. It counts tickets by status and picks out blocked and overdue ones.

  3. If you turn on AI, it writes a short summary of progress and risks.

  4. The report is emailed from your Gmail to your stakeholders.

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 Jira

What you get

RunsOn a schedule
Email a weekly sprint report to stakeholderstoday, 9:00Succeeded
Email · Sprint updateThe team has finished 14 of 22 tickets. Two items are blocked on the payment provider. Done: 14 · In progress: 5 · To do: 3

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 Jira 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.
sprint_and_backlog_reports_emailed.pyexample
import base64
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from collections import Counter
from datetime import date
from clickruntime import on_trigger, credentials, http, ai

JIRA, SITE = "https://api.atlassian.com/ex/jira/your-cloud-id", "https://acme.atlassian.net/browse/"
adf = lambda text: {"type": "doc", "version": 1, "content": [{"type": "paragraph", "content": [{"type": "text", "text": text}]}]}

def jira(method, path, **kw):
    resp = http.request(method, JIRA + path, headers={"Authorization": f"Bearer {credentials.connection('jira', 'work')}", "Accept": "application/json"}, **kw)
    return resp.raise_for_status() or (resp.json() if resp.content else None)
gmail = lambda: build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).users()

def send(to, subject, body, cc=None):
    msg = MIMEText(body)
    msg["To"], msg["Subject"] = to, subject
    if cc: msg["Cc"] = cc
    gmail().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()

TO = "stakeholders@acme.example"

@on_trigger
def run(event):
    issues = jira("POST", "/rest/api/3/search/jql", json={"jql": "project = ENG AND sprint in openSprints()",
                  "fields": ["summary", "status", "duedate", "flagged"], "maxResults": 200})["issues"]
    counts = Counter(i["fields"]["status"]["statusCategory"]["name"] for i in issues)
    risky = [f"{i['key']} {i['fields']['summary']}" for i in issues
             if i["fields"]["status"]["name"] == "Blocked" or (i["fields"].get("duedate") and i["fields"]["status"]["statusCategory"]["key"] != "done"
                                                               and i["fields"]["duedate"] < date.today().isoformat())]
    body = (f"Done: {counts.get('Done', 0)}\nIn progress: {counts.get('In Progress', 0)}\nTo do: {counts.get('To Do', 0)}\n\n"
            "At risk:\n" + ("\n".join(risky) or "none"))
    try:
        body = ai.generate(body, system="Write a 3-sentence plain-language sprint update for stakeholders.", max_output_tokens=200).text + "\n\n" + body
    except (ai.AINotIncluded, ai.AILimitReached):
        pass
    send(TO, "Sprint update", body)
    return dict(counts)

FAQ

Common questions

Who receives the email?
The addresses you list, sent from your connected Gmail. Replies come back to you.
Can it send a daily digest instead?
Yes. Ask for a daily run and it will report on tickets changed in the last day.
Does it work for Kanban boards without sprints?
Yes. Give it a Jira filter instead of the open sprint, such as tickets updated this week.
What permissions does it need?
Jira browse; 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 (on a schedule). 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 “Email a weekly sprint report to stakeholders” from your assistant

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