Agenda Assistant Overview
Why This Matters
The Agenda Assistant is your automated morning briefing system. Each day, it sends an email summary of what's happening in your database—upcoming appointments, overdue tasks, birthdays, special events, and saved searches you choose to monitor. Instead of logging into your CRM first thing to check your schedule and priorities, the Agenda Assistant delivers everything you need to know directly to your inbox.
Starting your day with clarity rather than chaos makes you more productive and less likely to miss important opportunities. When your morning email shows overdue tasks, today's appointments, and follow-ups in one place, you can prioritize in seconds instead of spending your first hour figuring out what needs attention.
The Agenda Assistant keeps you proactive instead of reactive. It surfaces the right information at the right time so you never miss birthdays, let tasks slip, or forget about important meetings.
What the Agenda Assistant Does
The Agenda Assistant generates and sends a daily email containing a customized summary of your priorities and activities. You control what's included by selecting from several sections: overdue to-dos, tasks due today, today's appointments, birthdays, and special events. You can also include up to five saved searches, turning your morning email into a personalized dashboard that tracks lead flow, monitors opportunities, or flags follow-ups automatically.
The email arrives early each morning so it's waiting in your inbox when your day begins. You don't need to log into your CRM to see what's urgent. Everything that needs your attention is summarized in one organized message with links back to your system for quick action.
Multiple team members can receive the same Agenda Assistant email, keeping everyone aligned on daily priorities without morning meetings or status updates. The system handles all the compilation and delivery automatically once you complete the initial setup.
Watch & Learn
🎥 Video: The Agenda Assistant
How the Agenda Assistant Works
Enabling the Feature: Navigate to Automation → Agenda Assistant in your system. Click the toggle to Enable Agenda Assistant. Once enabled, the system generates and sends your daily email automatically based on the schedule you choose.
Choosing What to Include: Select which sections appear in your daily email by checking the boxes next to each option. "Overdue To-Dos" shows tasks that haven't been completed by their due date. "To-Dos Due Today" displays items scheduled for completion today. "Today's Appointments" lists meetings, calls, or events scheduled for today. "Today's Birthdays" shows contacts celebrating a birthday. "Today's Special Events" displays anniversaries or other key dates you've recorded in contact records.
You can include all sections or just what's most relevant to your workflow. The email adjusts dynamically—if you have no appointments scheduled, that section simply notes nothing is scheduled rather than sending an empty list.
Adding Saved Searches: Include up to five saved searches to monitor specific metrics or activities automatically. Each saved search displays its name, the count of results, and a quick link to view the full list in your CRM. This transforms your Agenda Assistant from a simple task list into a comprehensive daily dashboard.
Common saved search examples include "New Contacts: Last 48 Hours" to track lead flow, "Hot Prospects Not Contacted in 7 Days" to catch opportunities before they go cold, "Contracts Expiring in 60 Days" to stay proactive with renewals, or "Proposals Awaiting Response" to monitor sales pipeline activity.
Setting Recipients: Enter up to three email addresses to receive the Agenda Assistant. Each recipient gets the identical summary, keeping your team synchronized on priorities without additional communication. Only share the Agenda Assistant with individuals authorized to view your CRM data since it contains sensitive business information.
Choosing Delivery Frequency: Select how often you want the Agenda Assistant delivered. "Every Day" sends seven days a week including weekends. "Monday Through Friday" delivers on business days only, skipping weekends but not holidays. The email sends early each morning.
Previewing Your Email: Click Show Email Preview before saving to see exactly what your Agenda Assistant email will look like. This lets you verify that your selections and saved searches display correctly. Make any adjustments needed, then click Save to finalize your configuration. Your first email will arrive the next morning at the scheduled time.
Common Use Cases
Personal Daily Briefing: Include your appointments, to-dos, and birthdays to start each morning fully prepared. You'll know exactly what meetings are scheduled, which tasks need completion, and which clients deserve personal birthday recognition.
Sales Team Dashboard: Add saved searches like "New Leads This Week," "Proposals Awaiting Response," and "Opportunities Over $10K" so your sales team begins each day with performance insights and knows exactly where to focus their efforts.
Account Management Tool: Monitor "Contracts Expiring in 60 Days," "Annual Review Due This Month," and "Clients Not Contacted in 30 Days" to stay proactive with retention and relationship management rather than reacting to problems.
Real Estate Agent Assistant: See "Listings Expiring Soon," "Buyers Ready to Tour," "Today's Closings," and "New Leads Yesterday"—all consolidated in one morning email so you can plan your day strategically.
Event Coordinator Checklist: Keep "Events This Week," "RSVPs Pending," "Overdue Follow-Ups," and "Vendor Payments Due" at your fingertips for seamless event management without logging into multiple systems.
Team Coordination: Send the Agenda Assistant to multiple team members so everyone has a unified view of daily tasks, appointments, and key metrics. This eliminates morning standup meetings and ensures alignment without additional communication overhead.
Executive Summary: Configure saved searches that track high-level metrics like "Revenue This Month," "New Client Count," and "Outstanding Proposals" so executives get a daily snapshot of business health without running reports.
Understanding What Gets Included
The Agenda Assistant displays data based on visibility and assignment. By default, it includes all system data visible to your user role. If you want to narrow the view to show only your assigned tasks or contacts, use saved searches with filters for ownership or assignment.
For example, create a saved search called "My Open Tasks" that filters for tasks assigned to you, or "My Appointments Today" that shows only appointments where you're the assigned user. Include these saved searches in your Agenda Assistant for a personalized view rather than seeing the entire team's workload.
Tasks and appointments appear based on their due date and completion status. Overdue items remain in that section until marked complete. Today's items appear only on their scheduled date. The system automatically updates what appears each day based on your current data.
Team Configuration Options
If multiple team members want different Agenda Assistant configurations, each person needs to set up their own. The same email content goes to all recipients listed in a single configuration—there's no way to customize different versions for different recipients within one setup.
However, each user can configure their own Agenda Assistant with their preferred sections, saved searches, and delivery schedule. This allows personalization while maintaining the efficiency of automated daily briefings.
Relationship to Other Features
The Agenda Assistant works alongside other automation features like the Birthday Assistant and workflow automation. While the Birthday Assistant sends birthday recognition emails to clients, the Agenda Assistant surfaces those same birthdays in your morning briefing so you know to follow up personally with important contacts.
Similarly, workflows can create tasks automatically based on triggers, and those tasks then appear in your Agenda Assistant email when they're due. These features work together to create a comprehensive automation ecosystem that keeps you informed and organized.
Questions and Answers
Q: What time does the Agenda Assistant email arrive?
A: It sends early each morning, typically between 6:00 AM and 8:00 AM in your account's time zone, so it's waiting in your inbox when your day begins. The exact send time is optimized for deliverability and may vary slightly.
Q: Can I send the Agenda Assistant to people outside my organization?
A: Technically yes, but only share it with individuals authorized to view your CRM data. The email contains sensitive business information including client names, appointments, tasks, and potentially confidential data from your saved searches. Use discretion when adding external recipients.
Q: What if I have no appointments or tasks scheduled for today?
A: You'll still receive the Agenda Assistant email. Sections with no data will simply note that nothing is scheduled rather than appearing blank. This confirms the feature is working even on light days.
Q: Can I change what's included after I've saved my settings?
A: Yes. Return to Automation → Agenda Assistant anytime to update your selections. Changes take effect immediately and apply to the next morning's email. You can add or remove sections, update saved searches, change recipients, or modify your delivery schedule.
Q: Does the Agenda Assistant show everyone's data or just mine?
A: By default, it includes all system data visible to your user role. To narrow the view to show only your assigned items, use saved searches filtered for your ownership or assignment. For example, create saved searches like "My Tasks Due Today" or "My Appointments This Week" and include those instead of relying on the standard sections.
Q: Can I include more than five saved searches?
A: The system supports up to five saved searches in the Agenda Assistant. If you need to monitor more metrics, combine filters within your saved searches to cover broader criteria. For example, instead of separate searches for "New Leads Yesterday" and "New Leads This Week," create one search with date range parameters.
Q: Can different team members receive different versions of the Agenda Assistant?
A: No. The same email content goes to all recipients listed in a single configuration. For unique versions, each person needs to configure their own Agenda Assistant with their preferred sections and saved searches. This allows complete personalization at the cost of separate setup.
Q: Does the Agenda Assistant count against my email sending limits?
A: No. The Agenda Assistant is an internal notification and does not affect your marketing email quota or count toward any sending limits. It operates independently from campaign email sending.
Q: Can I pause the Agenda Assistant temporarily without losing my configuration?
A: Yes. Return to Automation → Agenda Assistant and uncheck Enable Agenda Assistant. You can re-enable the feature later by turning the toggle back on. This is useful during vacations or busy periods when daily emails would be distracting.
Q: I didn't receive my Agenda Assistant email this morning. What should I check?
A: Verify that Enable Agenda Assistant is toggled on, confirm your delivery frequency matches your expectation (Every Day vs Monday Through Friday), and check that the recipient email address is correct. Also look in your spam or junk folder and add your CRM's sender address to your safe senders list to prevent filtering.
Guide Type: Feature Overview
Estimated Time: 7 minutes
Next Guides: Setup: Agenda Assistant, How to Create Saved Searches, How to Manage Tasks and Appointments
Video Transcript
Finding your way around the system is easy. Let’s start here from the dashboard.
The dashboard is like a quick summary of all the things happening in your database.
To find your contacts you can either use the Sticky Rolodex… Or you can search for a contact up here.
With our easy navigation, you can jump from one part of the system to another. Like this.
You can find whatever you are looking for just by hovering over these main menu items.
Here, under contacts will be everything about the contacts.
Under automation, you will find all the functions that can be automated, and so on…
Settings is an important part of the system, especially when you are configuring the system for the first time.
Here you will decide what to name your categories, tags and custom fields. This is also the place where you will build your email and SMS templates.
Account Settings can be found here where you can make changes to your overall account.
Finally, you will see this help icon at the bottom right of each page. This serves two purposes.
1. Under Answers you will find articles and videos with information about the page you are on. You can also search the entire help system by typing a keyword here.
2. You can also request help from our support staff by clicking Ask. You should expect a response to your specific question in a few hours.