Personal assistant

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What it is for

Every other template serves your customers. This one serves you. The agent calls once a day, at the hour you pick, and goes through three things:

1. new mail - who wrote and what about (senders and subjects, not bodies),
2. today’s calendar - in order, with times,
3. what is still open - whatever you asked it to remember on earlier calls.

Then it asks whether there is anything to note down. What you tell it is stored and comes back in later calls - which is what makes it an assistant rather than a news reader.

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What you need

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Setting it up

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1. Create the agent

Create agent → Personal assistant. The form asks for your name (how the assistant addresses you), what you do and what matters right now. That last field earns its place: the agent uses it to decide what to flag in the briefing.

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2. Switch the briefing on

Under What your agent can do, enable “Call me every day with a briefing” and set:

• your phone number in international format (+48...),
• the time in your own local time (07:30),
• the timezone (Europe/Warsaw),
• the days - weekdays or every day.

The same settings are editable later in the agent editor, under Integrations → Daily briefing. Moving the briefing half an hour does not mean recreating the agent.

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3. Connect the mailbox (optional)

The briefing reads mail over IMAP, not OAuth, so it works with Gmail, Microsoft 365 and any mail server you already pay for. For Gmail: turn on two-step verification, generate an app password, then enter imap.gmail.com, port 993, your address and that password. The agent reads headers only - sender, subject and date - of unread mail from the last 24 hours. It never opens a message body.

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4. Connect the calendar (optional)

The calendar is read from a private iCal address, the read-only link the calendar itself hands out:

• Google Calendar: settings for the calendar → Secret address in iCal format,
• Outlook / Microsoft 365: Settings → Share → publish calendar → ICS link,
• Apple iCloud: make the calendar public and copy the link.

All-day and recurring events (RRULE) are expanded correctly; cancelled ones are dropped.

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5. Assign a number

The agent needs its own number, assigned on the Telephony page in the side menu - that is what the call goes out from. Without one the briefing is skipped, with the reason in the logs.

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Memory

With “Remember what I tell it” enabled, the agent gets three tools during the call: Notes come in three kinds: fact (durable), task (something to do) and reminder (a task with a date). Open tasks come back in every briefing until you say they are handled. Memory belongs to the agent, not to the calling number - this is one person’s assistant.

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How it works underneath

A background sweep runs every minute and looks for agents whose briefing is due now, in their timezone. For each one it:

1. claims the day in Redis (so two workers cannot both dial),
2. checks the plan, the balance and whether the agent has a number,
3. fetches mail, calendar and open items before dialling,
4. places the call, handing the gathered material over as call context.

Step 3 happens before the phone rings on purpose: you answer within three seconds, and an IMAP round trip inside that window is dead air. If a source fails - the mailbox rejects the password, the calendar does not answer - the agent says so in one sentence and moves on. A briefing without mail is still worth the call.

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Privacy

• The mailbox password and calendar address live in the agent’s configuration and never reach the prompt or the transcript.
• Only message headers are fetched - sender, subject, date.
• Stored notes belong to the agent and are visible to anyone in your organization with access to it.