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.
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
Every morning ClickRuntime looks at tomorrow's events on your Google Calendar for any titled Sprint Planning.
It skips events that already have a prep doc.
AI drafts an agenda from the event details, and ClickRuntime creates a new Google Doc in your Drive folder with it.
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
Build your own
Need it to work differently?
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
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?
Which events does it look for?
Who can see the doc?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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