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Daily

Create a prep doc before every sprint planning meeting

The day before each Sprint Planning event, a prep document with a drafted agenda is created in Drive and linked on the calendar event.

Runs
Daily
Apps
Google Calendar, Google Drive
AI
Yes, uses the built-in AI allowance
Access
calendar.events; drive.file

Send this to your assistant

Create a ClickRuntime automation: a day before any 'Sprint Planning' event in my Google Calendar, create a prep doc in Drive with an AI-drafted agenda and add the link to the event.

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 scrum master at a software company runs planning every two weeks. The meeting always starts with ten minutes of 'what are we covering?' because nobody has a shared agenda, and the one she means to write the day before rarely gets done.

Having a prep doc waiting on the calendar event a day ahead gives everyone something to read and add to, so planning starts with decisions rather than a recap.

What you get out of it

  • Every planning meeting has an agenda

    The doc exists before every session, including the ones in busy weeks.

  • Attendees prepare in advance

    The link is on the event itself, so people open it from the invite and add their topics the day before.

  • A consistent structure

    Each agenda follows the same outline, such as review, goals, capacity and risks, which makes sessions quicker to run.

  • A history of past plans

    The docs collect in one Drive folder, so you can look back at what each sprint set out to do.

How it works

What happens, step by step

  1. Every morning ClickRuntime looks at tomorrow's events on your Google Calendar for any titled Sprint Planning.

  2. It skips events that already have a prep doc.

  3. AI drafts an agenda from the event details, and ClickRuntime creates a new Google Doc in your Drive folder with it.

  4. A link to the doc is added to the calendar event's description, so every attendee can open it.

Before it runs live

  • Connect Google Calendar
  • Connect Google Drive

What you get

RunsDaily
Create a prep doc before every sprint planning meetingtoday, 9:00Succeeded
Google Calendar · Sprint PlanningPrep doc: Prep: Sprint 42 Planning 2026-10-21, linked in the event description

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 Google Calendar and Google Drive 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_planning_and_refinement_prep.pyexample
import json
from datetime import date, timedelta
from clickruntime import on_trigger, credentials, http, state, ai

FOLDER = "your-sprint-docs-folder-id"
CAL = "https://www.googleapis.com/calendar/v3/calendars/primary/events"

@on_trigger
def run(event):
    h = {"Authorization": f"Bearer {credentials.connection('google', 'work')}"}
    tomorrow = date.today() + timedelta(days=1)
    items = http.get(CAL, headers=h, params={"q": "Sprint Planning", "singleEvents": True,
                     "timeMin": f"{tomorrow}T00:00:00Z", "timeMax": f"{tomorrow + timedelta(days=1)}T00:00:00Z"}).json().get("items", [])
    done = set(state.get("done") or [])
    for e in [e for e in items if e["id"] not in done]:
        agenda = ai.generate(f"Draft a sprint planning agenda with sections for review, goals, capacity, carry-over and risks.\n"
                             f"Event: {e.get('summary')}\n{(e.get('description') or '')[:2000]}", max_output_tokens=500).text
        doc = http.post("https://www.googleapis.com/upload/drive/v3/files?uploadType=multipart&fields=id,webViewLink", headers=h, files={
            "metadata": (None, json.dumps({"name": f"Prep: {e.get('summary')} {tomorrow}", "parents": [FOLDER],
                                           "mimeType": "application/vnd.google-apps.document"}), "application/json"),
            "file": ("agenda.txt", agenda.encode(), "text/plain")}).json()
        http.patch(f"{CAL}/{e['id']}", headers=h, json={"description": f"Prep doc: {doc['webViewLink']}\n\n{e.get('description', '')}"})
        done.add(e["id"])
    state.set("done", list(done)[-200:])
    return {"docs": len(items)}

FAQ

Common questions

What goes into the agenda?
A standard planning outline drafted from the event title and description, with space for goals, capacity, carry-over work and risks. You can describe your own outline.
Which events does it look for?
Events with Sprint Planning in the title. You can add others, such as Refinement or Retro.
Who can see the doc?
It is created in the Drive folder you choose, and anyone on the calendar invite who has access to that folder can open it.
What permissions does it need?
calendar.events; drive.file. 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 “Create a prep doc before every sprint planning meeting” from your assistant

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