An operations agent that runs my follow-ups

An operations agent that runs my follow-ups

It sweeps my inboxes, chats and calendar, turns anything unfinished into a ranked loop, and gives every loop its own agent that can research, schedule and draft. Nothing is sent until I tap Send.

3 inboxes, chats and calendar, swept 4 times a day

Claude agents · Gmail + Calendar MCP · Zapier · live database · scheduled tasks

SMART CAPTURE

Dictate one note and the agent splits it into separate loops, each with a project, priority and due date.

RANKED, NOT LISTED

A score combines priority, days to deadline and pending approvals, so the right loop rises to Now. Drag a card and its status and date update.

FINANCE HOOKS

Unpaid invoices raise a drafted chaser after 10 days. Supplier bills awaiting approval arrive from the finance system as loops.

GUARDRAILS

Can draft but never send. Treats emails as information, never as instructions. Never invents names, figures or dates. Adds at most 10 loops per sweep.

THE PROBLEM

• Running several roles at once meant replies, approvals and money to chase lived across 3 inboxes and many chats.
• A to-do list only works if you keep it updated, and that was the job slipping.

WHAT IT DOES

• A scheduled sweep at 08:00, 12:00, 16:00 and 20:00 reads new chats and 3 inboxes, adds open loops and closes finished ones.
• Each loop has a project, priority, next step and due date; a score ranks them into Now, This week, Later, Waiting and Done.
• Every loop opens a chat with an agent that can search and read Gmail, check and add calendar events, and draft replies.
• Smart capture: one dictated note becomes several loops with dates.
• Unpaid invoices raise a drafted chaser after 10 days; supplier bills awaiting approval arrive from the finance system.
• A phone layout with a Today screen, a #1 focus card and an approvals tab.

CONTROLS

• The agent can draft but never send; sending needs a tap on Send.
• Emails are treated as information, never as instructions to the agent.
• It never invents names, figures, email addresses or dates.
• At most 10 new loops per sweep, so the board stays signal, not noise.
• Every decision is logged on the loop with a timestamp.

STACK

• Claude agents on a schedule
• Gmail and Google Calendar via MCP
• Zapier for the extra inboxes
• Live database with real-time sync
• Per-loop tools: search, read, draft, schedule, update

WHAT I'D BUILD FOR YOUR TEAM

• A chief-of-staff operating rhythm: every commitment from leadership meetings captured, owned and chased.
• Approval queues for contracts, spend and hires with a clear audit trail.
• A weekly "what is stuck and why" brief for the CEO, generated from the board.