Setup: Agenda Assistant
Why This Matters
The Agenda Assistant sends you a daily email summary of your priorities—appointments, tasks, birthdays, and key metrics—so you start every morning knowing exactly what needs attention. This one-time setup takes just minutes and runs automatically forever, eliminating the need to log into your CRM first thing to check your schedule.
Once configured, you'll receive an organized briefing in your inbox each morning with everything that matters for the day ahead. You maintain focus and never miss important events or opportunities because the system does the monitoring for you.
Before You Begin
Add at least one item to your system: The Agenda Assistant needs something to display. Before setup, make sure your account includes at least one to-do, appointment, birthday, or special event. If you don't have any yet, open a contact record and add a quick to-do or appointment first.
Create saved searches (optional but recommended): If you want to monitor specific metrics or activities in your daily email, create saved searches before configuring the Agenda Assistant. Examples include "New Contacts: Last 48 Hours," "Hot Prospects Not Contacted in 7 Days," or "Contracts Expiring in 60 Days." You can add up to five saved searches to your daily email.
Decide on recipients: Determine who should receive the daily briefing. You can send to up to three email addresses. Only include people authorized to view your CRM data since the email contains sensitive business information.
Choose your delivery schedule: Decide whether you want daily emails seven days a week or only on business days (Monday through Friday). Most users prefer weekday-only delivery.
Watch & Learn
🎥 Video: The Agenda Assistant
Step-by-Step Instructions
1. Navigate to the Agenda Assistant Settings
Go to Automation in your main navigation menu. Click Agenda Assistant.
The Agenda Assistant settings page opens, showing options for enabling the feature, choosing what to include, setting recipients, and configuring delivery frequency. This is the control center for your daily briefing. All configuration happens on this single page.
Time: 1 minute
2. Enable the Agenda Assistant
Click the Enable Agenda Assistant toggle to turn it on. The toggle switches from off (gray) to on (green or blue).
Enabling the feature activates daily email generation. Once enabled, the system will compile and send your briefing automatically according to your chosen schedule. Without enabling this toggle, no emails will send regardless of your other settings. This is the master switch that controls the entire feature.
Time: 30 seconds
3. Choose What Appears in Your Daily Email
Select which sections you want included in your daily briefing by checking the boxes next to each option. Check "Overdue To-Dos" to see tasks that haven't been completed by their due date. Check "To-Dos Due Today" to display items scheduled for completion today. Check "Today's Appointments" to list meetings, calls, or events scheduled for today. Check "Today's Birthdays" to show contacts celebrating a birthday. Check "Today's Special Events" to display anniversaries or other key dates recorded in contact records.
You can select all sections or only the ones most relevant to your workflow. The email adapts dynamically—if a section has no data for the day, it simply notes nothing is scheduled rather than appearing empty. Most users start by selecting all sections to see the full picture, then refine based on what they actually use each morning.
Time: 1-2 minutes
4. Add Saved Searches (Optional)
If you want to monitor specific metrics or activities, click Add Saved Search and select from your existing saved searches. You can include up to five saved searches. Each appears in your daily email with its name, result count, and a link to view the full list.
Saved searches transform your Agenda Assistant from a simple task list into a comprehensive daily dashboard. For example, include "New Leads This Week" to track lead flow, "Proposals Awaiting Response" to monitor your sales pipeline, or "Clients Not Contacted in 30 Days" to catch follow-up opportunities. If you don't have saved searches created yet, you can skip this step and add them later.
Time: 2-3 minutes
5. Set Recipients
Enter the email addresses of up to three people who should receive the daily briefing. Type each email address in the recipient fields provided. Each recipient receives identical content—there's no way to customize different versions for different people within one configuration.
The primary recipient is typically you, but you can add team members who need the same daily view of priorities and metrics. Only include people authorized to view your CRM data. Verify email addresses are correct before saving. Typos will prevent delivery and you won't receive error notifications.
Time: 1 minute
6. Choose Delivery Frequency
Select how often you want the Agenda Assistant delivered. Choose "Every Day" for seven-day-a-week delivery including weekends. Select "Monday Through Friday" for business days only (this skips weekends but still sends on holidays that fall on weekdays).
Most business users prefer "Monday Through Friday" to avoid weekend emails when they're not working. Sales teams or businesses that operate seven days a week may prefer "Every Day" for continuous monitoring. The email sends early each morning, typically between 6:00 AM and 8:00 AM in your account's time zone.
Time: 30 seconds
7. Preview Your Email (Recommended)
Click the Show Email Preview button to see exactly what your Agenda Assistant email will look like. Review the layout, verify that your selected sections appear correctly, and confirm that saved searches display with accurate names and links.
The preview shows you the email format and structure using your current data. This helps you catch configuration issues before the first automated email sends. If something doesn't look right, adjust your settings and preview again until you're satisfied.
Time: 2 minutes
8. Save Your Configuration
Click the Save button at the bottom of the page.
Your Agenda Assistant settings are now active. A confirmation message appears indicating your configuration was saved successfully. The system will generate and send your first daily briefing email the next morning at the scheduled time. Saving activates the feature immediately—you don't need to enable anything else or run the process manually.
Time: 30 seconds
9. Verify Your First Email (Next Day)
Check your inbox the following morning for an email with the subject line related to your daily agenda (typically "Your Daily Agenda" or similar). Open the email and verify that all selected sections appear with current data. Click through one or two links to ensure they direct you to the correct areas of your CRM.
If you don't receive the email, check your spam or junk folder. Add your CRM's sender address to your safe senders list to prevent future filtering. Verify that Enable Agenda Assistant is still toggled on and that your recipient email address is spelled correctly. This verification ensures everything is working correctly.
Time: 2-3 minutes (next morning)
Questions and Answers
Q: I didn't receive my Agenda Assistant email this morning. What should I check?
A: Verify that Enable Agenda Assistant is toggled on in your settings. Confirm your delivery frequency (Every Day vs Monday Through Friday) matches your expectation—if you chose weekdays only, you won't receive emails on Saturday or Sunday. Check that the recipient email address is spelled correctly. Look in your spam or junk folder and add your CRM's sender address to your safe senders list to prevent filtering.
Q: My email is missing tasks or appointments I know exist. Why?
A: The Agenda Assistant displays items based on assignment and due dates. Verify that tasks are assigned to you (or included in your saved searches if you're using those for tasks). Confirm items aren't already marked complete. Check that due dates and times are set correctly and match your account's time zone. Tasks assigned to other users may not appear unless you're using saved searches that include all users.
Q: I want birthdays to show in my email but don't see them. What's wrong?
A: Verify that contacts have birthdays recorded in their contact records. Go to a few Contact Cards and check the Birthday field to confirm dates are entered. Ensure "Today's Birthdays" is checked in your Agenda Assistant settings. Remember that birthdays appear only on the actual birthday date, not in advance.
Q: Can I pause the Agenda Assistant temporarily without deleting my settings?
A: Yes. Return to Automation → Agenda Assistant and toggle Enable Agenda Assistant to off (gray). Re-enable it later by turning the toggle back on and clicking Save. This is useful during vacations or busy periods when daily emails would be distracting.
Q: Can I send different versions of the Agenda Assistant to different team members?
A: No. All recipients listed in one configuration receive identical email content. To provide different team members with customized daily briefings, each person needs to configure their own Agenda Assistant with their preferred sections and saved searches. Each user can create a personalized version that matches their role and priorities.
Q: How do I add more saved searches after initial setup?
A: Return to Automation → Agenda Assistant at any time. Click Add Saved Search and select additional searches from the dropdown (up to five total). Click Save to update your configuration. The changes take effect immediately and will appear in the next morning's email.
Q: What happens if I don't have any appointments or tasks on a particular day?
A: You'll still receive your Agenda Assistant email on schedule. Sections with no data will display a message noting that nothing is scheduled rather than appearing blank or empty. This confirms the feature is working even when you have a light day.
Q: Can I customize the subject line or format of the Agenda Assistant email?
A: No. The Agenda Assistant uses a standard email format and subject line that cannot be customized. It's designed for functional clarity and quick scanning rather than branding or visual customization. The focus is on delivering organized, actionable information efficiently.
Q: Does the Agenda Assistant count against my email sending limits?
A: No. The Agenda Assistant is an internal system notification and does not count toward your marketing email quota or any sending limits. It operates independently from campaign email sending and can't be blocked by reaching email limits.
Q: Can I include saved searches that show other team members' data?
A: Yes. Saved searches display data based on their configured filters. If a saved search includes all users or specific team members, that data will appear in your Agenda Assistant regardless of assignment. This is useful for managers monitoring team metrics or coordinators tracking cross-functional activities.
Q: What if I change the filters in a saved search after adding it to my Agenda Assistant?
A: Changes to saved search filters take effect immediately. Your next Agenda Assistant email will reflect the updated search criteria. You don't need to reconfigure the Agenda Assistant when you modify saved searches—the feature automatically uses the current version of each saved search.
Guide Type: One-Time Setup Task
Estimated Time: 10-15 minutes
Next Guides: Agenda Assistant Overview, How to Create Saved Searches, How to Manage Tasks and Appointments
Video Transcript
The Agenda Assistant will send you an email each morning to let you know what’s going on in your database. The Agenda Assistant can be found here in the automation menu. To activate this feature, first check this box here. You can set up the Agenda Assistant to remind you about things like calendar events, to-do’s, birthdays, important dates, and more. The Agenda Assistant email can even include some of your Saved Searches. For example, you have a saved search called “New Contacts: Last 48 hours.” To stay informed about the number of leads you’ve received in the last 48 hours, you can instruct the Agenda Assistant to incorporate this saved search into your email. Here you will put the email address or addresses of the people you want to receive the Agenda Assistant Reminders each day. Lastly, clicking this button will show you what your Agenda Assistant emails will look like.