What it does today · and what's still coming

What Your Assistant Does

A plain list of everything the SmitaVA assistant can do, how far each piece has been tested, and what was discussed but isn't built yet. It works from your Gmail, Calendar and Google Drive (plus GoHighLevel, ClickUp and Fathom if you connect them), and it never sends anything to a client: you review and hit send.

As of October 24, 2026 · Every label below comes from a dated test record

How to read the labels

Five labels

Ran on its own · test account

Ran by itself, with nobody starting it, on KP's test Google account (fake clients). Only your SmitaVA Apps Script's email has done this so far.

Tried by hand · test account

Claude followed the assistant's instructions step by step, started and watched by hand, on KP's test account. It did what it should there, but it hasn't yet run as the hourly task on its own, and its emails to you were sent once to the test inbox in the Sep 26 run by hand; later tests saved them as drafts, and no run that started on its own has sent one.

Simulated only

Checked with automated tests on made-up data, never on a real account.

Built, not run yet

The instructions are written, but it has never run: it needs something the test account doesn't have (GoHighLevel, Plaud, emails from clients, an uploaded skill).

Not built

Came up in our conversations or the plan, but nothing does it yet.

Two caveats for everything: nothing has run on your own accounts yet, and the hourly assistant has never yet finished a run that started on its own: every run so far was started and watched by hand. Its first run on its own, and the first email sent by a run that started on its own, are in your setup session, with KP watching. The known limits are listed below.

Features

Grouped by what they do for you

Morning brief

An email to you each work morning with your whole book of business on one screen.

Arrives at your chosen time on work daysTried by hand · test accountProduced by hand on test data (Oct 5, Oct 13). The hourly schedule that sends it at your time hasn't yet completed a run on its own; the first is in your setup session.
Held off while your calendar shows you out of office (your Preferences choose: wait until it ends, the default; skip the brief; skip the day; or carry on)Tried by hand · test accountRun by hand on Oct 24 with an event titled "Out of office" covering the time: the run did nothing. An event you made titled "Out of office" or "OOO" (alone or followed by a dash, ":" or "("), or Google's own out-of-office event, counts. Your Workspace calendar's own out-of-office events are first confirmed after setup.
"Reach out today": who you haven't spoken to in 2 business days (48 hours), most overdue firstTried by hand · test accountProduced by hand on test data (Oct 5, Oct 13).
Meetings today and billing dates this weekTried by hand · test accountProduced by hand on test data (Oct 5, Oct 13); meetings saved with no guests are matched by title since the Oct 20 run.
Open promises: what you said you'd send and haven't, and what clients owe youTried by hand · test accountFound in the Oct 5 run by hand.
ClickUp: overdue tasks and tasks waiting on someone, by client (only when there's something to list)Tried by hand · test accountNeeds ClickUp connected. Run by hand on KP's test workspace (Oct 20). Clients are found by name; a line in your Preferences doc fixes a name that doesn't match.
Appointments and ad spend so far this billing cycle, next to each client's budgetBuilt, not run yetComes from GoHighLevel, which can't be tested on a free account. Its first run is on your account, with KP watching. Until then the brief says "not available" rather than guessing.
A backup "Your day" email 30 minutes after your brief time (your choice; never on your setup day), only if the brief hasn't arrived, following your out-of-office choiceSimulated onlySent by your SmitaVA Apps Script. Checked against a simulated calendar and settings, including each out-of-office choice. Not yet run for real.
Subject line always carries the dateTried by hand · test accountRun by hand on Oct 13. So a brief is never sent twice in one day, whatever subject wording you choose.
Catches up after a missed day ("No brief went out on Monday; this one covers everything since Thursday")Tried by hand · test accountRun by hand on Oct 13.

Client health flags

Who looks at risk and who's ready for an upsell. Every flag shows its evidence: what it saw, where, and the date.

At risk: complaints about lead quality or results, talk of rethinking the budget, appointments dropping (from call notes)Tried by hand · test accountRun by hand on Oct 5.
Ready for an upsell: expansion (new crew, new territory), asking what it would take to do more, steadily strong resultsTried by hand · test accountRun by hand on Oct 5.
Other warning signs you can list: no reply to 2+ messages, missed meetings, billing soon plus another signBuilt, not run yetThe test data didn't include these cases.
Number-based flags: appointments up or down 30%+, ad spend running ahead of or behind budgetBuilt, not run yetNeeds GoHighLevel connected.
Counts a client's reply (email, text, call) as "spoken to"; your own unanswered message doesn't countBuilt, not run yetThe test data had no emails coming in from clients, so this rule hasn't been exercised yet.

Check-in emails

For clients who are due, a short, specific check-in is already sitting in your Gmail Drafts.

Up to 5 a day (your number), written as a reply in your latest thread with that client, in your voiceTried by hand · test accountRun by hand (Sep 26, Oct 13).
No pile-up: if an unsent draft to that client is already waiting, it links that one instead of writing anotherTried by hand · test accountRun by hand (Oct 5, Oct 8).

Meeting prep

Before each client call, a one-page prep email: snapshot, what's happened since you last spoke, results, open items, what to watch for, a suggested agenda and one question to ask.

About an hour before each client meeting: 30 to 100 minutes before, depending on when the hourly run fallsTried by hand · test accountRun by hand on Oct 21: prep drafted 39 minutes before a test call (12:15 pm Central; the event had been added 4 minutes earlier), inside the default 30–100 minute window.
Any lead time you choose (e.g. 45 minutes), plus calls booked at short noticeTried by hand · test accountRun by hand with 45 minutes (Oct 8).
Campaign numbers in the prep (appointments, ad spend)Built, not run yetNeeds GoHighLevel connected.
Open ClickUp tasks for that clientTried by hand · test accountNeeds ClickUp connected. Lookups checked by hand on a test workspace (Oct 16).

Call recaps

After a call, a recap email to the client is drafted for you: what you decided, what you'll do, what you need from them, with dates. You also get a short "recaps ready" note with your own action items.

Written from all your call notes: Google Meet's automatic notes, Fathom (below), your own notes and emails, and the calendar eventTried by hand · test accountRun by hand with notes typed into the calendar event (Oct 6), a hand-made Google Meet "Notes by Gemini" document (Oct 21) and Fathom (Oct 24). Real Google Meet "Take notes for me" emails are first confirmed at your first Meet call after setup.
Never guesses: calls with no notes are listed so you can dictate two sentencesTried by hand · test accountRun by hand (Oct 6).
Each call is mentioned once, not again every hourTried by hand · test accountRun by hand over four hourly steps (Oct 6).
Catches up calls missed by a delayed run, overnight or over a weekendTried by hand · test accountRun by hand (Oct 8).
No recap pile-up: one unsent recap per client at a time; newer calls are summarized in the "recaps ready" noteTried by hand · test accountRun by hand (Oct 8).
Notes from a Plaud recorderBuilt, not run yetNo Plaud account to test with.
Notes from Fathom: each call's summary, action items and transcript, combined with your Google Meet notes and emails (no one source wins; calls Fathom didn't record still use the others)Tried by hand · test accountConnect Fathom in Claude (setup step 2). Run by hand on practice calls on KP's test account (Oct 23–24); not yet on your own calls, and not yet in a run that started on its own.
The "Meetings to add" email comes from your own SmitaVA Apps Script, within seconds, so the button opens with no Google warning pageRan on its own · test accountOn KP's test account the script sent it by itself, about 5 seconds after the hand-off (Oct 16) and 6 seconds after (Oct 24, with the small Drive file that tells your assistant where the hand-off calendar is). In those tests the hand-off itself was written by hand (on Oct 21 the assistant couldn't see the hidden calendar; the Oct 22 fix was checked by looking the calendar up without writing to it). The whole chain in one run, from your call notes to this email, happens for the first time in your setup session or after it. If a hand-off ever fails, the meetings go into your next morning brief.
Putting your next meeting on the calendar, in one tapTried by hand · test accountKP tapped the button on his phone and computer (Oct 15): it opened Google Calendar filled in. KP also saved a meeting and tapped its button again (Oct 16): the page said it was already on the calendar, and Open it opened the event. When a call sets a next meeting, you get one "Meetings to add" email: the client, why, when, the length and a short agenda, with an Add to calendar button. Change anything and tap Save, or close it to skip. Nothing goes on your calendar by itself and no one is invited: you add the client to send the invite.

Your client list

Your assistant's first run builds the "SmitaVA Clients" sheet from your GoHighLevel sub-accounts plus 90 days of email and calendar, so you don't type it in (you can rebuild it any time by pasting its prompt in a chat)Tried by hand · test accountRun by hand on Oct 24 without GoHighLevel: it built the sheet and Preferences doc from email and calendar and emailed the links. Not yet run with GoHighLevel or on a real inbox. Built into the first scheduled run on Oct 26 (once only, from a saved prompt file it checks first); that part not yet run.
New GoHighLevel sub-accounts are pointed out in the brief, not added automatically (you can see colleagues' clients too)Built, not run yetNeeds GoHighLevel connected.

Help while you set it up

A "Stuck on this step?" box under every setup step: say what you see, and the reply appears right thereSimulated onlyThe page and its message store pass automated tests; no message has been posted and answered on the live site yet. Replies are written by Claude from KP's Mac while it's on: within about 10 minutes during your setup session, otherwise within a few hours. Text only; your messages are private to you and KP.

Asking in chat

"Who haven't I talked to?", "Prep my next call", "Draft a recap for my last call": answers in the Claude app, any time, and drafts only when you say yesBuilt, not run yetThese are the three optional skills on the setup page. They use the same instructions as the scheduled assistant, but haven't been tried as uploaded skills yet.
Talking instead of typingNo build neededmacOS dictation works in the Claude app, the same as anywhere else on your Mac.

Discussed, not built yet

Reading Slack, or sending you things in SlackNot builtMani or Oscar would need to approve the Claude app for the RoofIgnite workspace. For now everything comes by email.
Creating ClickUp tasksNot builtIt can read open tasks (once connected) but doesn't create them.
A report sent to other people (Mani, the team, clients)Not builtToday the only email it sends goes to you.
Reading the RoofIgnite dashboardNot builtWe don't know yet what it's built on (a Round 2 question).
A living per-client file that's kept up to dateNot builtPrep pulls everything fresh each time instead.
A custom-built assistant with its own approval screen ("Phase 2")Not builtPlanned only if the current setup isn't enough.

Calendar invites

Can it create invites?

Not by itself: it never puts anything on your calendar. You do, in one tap. This part was tried by hand: Tried by hand · test account. A Google Calendar invite notifies the guest the moment they're added, which would break the "nothing goes to a client without you" rule, so it works like this:

When a call's notes set a next meeting ("Next call Oct 15 at 10"), you get one "Meetings to add" email. Each meeting shows the client, why (the line from your notes), when, the length and a short agenda.
Each has an Add to calendar button. It opens Google Calendar's new-event screen already filled in. Change anything you like and tap Save; or just close it, and nothing remains. It works the same on your phone or your computer, in Gmail or any other mail app.
No one is invited. To send the invite, open the event and add the client (Calendar suggests the address as you type the name). The event itself holds just the title, time and agenda, so it's ready for the client to see.
Each meeting is emailed once. If it's still not on your calendar two work days later, your morning brief mentions it once more, then never again. At most one per client, and none once its date has passed. Once KP has approved your page's address (setup step 4), tap the button again later and a small page from your own Google account says whether it's already on your calendar, with Open it to change or delete it, or Add to calendar if not, so you don't save it twice. If a copy still slips through, your SmitaVA Apps Script emails you once ("Saved twice"), with a link to each copy. It never deletes either one.

Side by side

This assistant and your ChatGPT Work setup

Your column now comes from your ChatGPT's own description of what it does for you (KP shared it on Oct 22). Tell KP what's wrong or missing. The two fit together: ChatGPT is where you ask for help with a task; this assistant watches your accounts every hour and has the drafts and notes waiting.

Feature	This assistant (SmitaVA)	Your ChatGPT Work setupas it describes itself, Oct 22
Watches your accounts without being asked	Built, not run yet Every hour: Gmail, Calendar, your client sheet, and GoHighLevel, ClickUp and Fathom if connected. Its first run on its own is in your setup session.	No: it works when you ask
Daily account review	Tried by hand · test account The morning brief each work day: who's due a check-in, at-risk and upsell flags with evidence, meetings, billing this week, open promises	Suggested, not set up: "one reliable daily account review"
Weekly plan	Not built	Yes: a Monday 8 am ET plan, from the priorities you post in its chat (its one automation)
End-of-day report, daily action lists, account audits	Not built as separate reports; the morning brief covers the daily action list	Yes, when you ask
Drafts emails for you	Tried by hand · test account Check-ins and recaps, as Gmail drafts you send. When you ask in chat: Built, not run yet (the chat skills haven't been tried as uploaded skills)	Yes, when you ask; sends only when you say so
Meeting prep before each call	Tried by hand · test account About an hour before each call	Prepares meeting notes when you ask, and blocks prep time
Notes, recaps and action items from calls	Tried by hand · test account From all your call notes (Google Meet, Fathom, your emails, the event; Plaud not run yet), drafted after each call	Yes, from emails and Fathom calls, when you ask
Reads Fathom	Tried by hand · test account Read-only, with your other notes, after each call once your hourly task runs	Yes, when you ask
Billing help (prorated fees, appointment lists, billing emails)	Billing dates and numbers in the brief; no fee maths	Yes, when you ask
Proposals and offers; complaints, payment issues, cancellations, performance concerns	Flags the risk with evidence; drafts a reply when you ask in chat	Yes, when you ask
Campaign support (ZIP lists, creative briefs)	Not built	Yes, when you ask
ClickUp	Tried by hand · test account Reads overdue and waiting tasks for your clients; never changes ClickUp	Creates or updates tasks and checks for missing assignments when you ask
Reads GoHighLevel	Built, not run yet Appointments, ad spend, billing, conversations	Not mentioned
Reads Slack	Not built Needs Mani or Oscar to approve the app	Doesn't watch it; not described further
Puts meetings on your calendar	Tried by hand · test account Emails you an Add to calendar button; you tap Save and invite the client	Blocks work time when you ask; leaves client meeting descriptions untouched
Emails clients by itself	Never. Drafts only.	Only when you authorize it
You change its rules in plain English	Tried by hand · test account Your Preferences doc, plus replies to the brief	Not mentioned

Ground rules

What it never does

Never emails a client or anyone else. Everything for a client is a Gmail draft you send yourself. The only emails it sends go to you.
Never deletes, archives or changes your email, calendar events or files. It never adds anything to your calendar itself: meetings to add come as a button you tap.
Never sends a calendar invite. Adding the client as a guest is always your step.
Never invents facts. If a number isn't available it says so, and every flag shows its evidence.
Doesn't do the same job twice. It checks your Drafts and Sent mail first.

Known limits

What it can't do yet, or hasn't proven yet

Not yet run on its own. Every run so far was started and watched by hand on KP's test account. The first hourly run that starts by itself is in your setup session, with KP watching.
Not yet run on your accounts. Your real inbox and calendar may show cases the test data didn't.
GoHighLevel has never run. It can't be tested on a free account, so its first run (appointments, ad spend, your client list) is on your account. If a number can't be read, the brief says "not available" instead of guessing.
Never run yet: client replies counting as "spoken to", Plaud notes, and the chat skills as uploaded skills. The backup "Your day" and "Saved twice" emails were checked on simulated data only.
The Claude app has to be open on your Mac. A run that comes due while it's closed or asleep is skipped; when it opens or wakes, Claude runs it once for the most recent missed time, possibly hours late. A run is also skipped while another scheduled task is running. If the brief is late, your script's "Your day" email covers the morning, 30 minutes after your brief time.
Each tool asks for permission once. Choose Always allow; a question left unanswered stops that run and every later one.
Calls with no notes anywhere get no recap, just a "no notes found" line, and one unsent recap per client waits at a time.
It doesn't create ClickUp tasks, read Slack or the RoofIgnite dashboard, do fee maths, proposals, ZIP lists or end-of-day reports. Your ChatGPT setup still does those when you ask.
Your RoofIgnite Google admin may block the Apps Script or connectors. That hasn't been checked; if a step is refused, KP checks with Mani or Oscar.
The backup "Your day" email waits 30 minutes after your brief time on your work days (you can change both in your Preferences doc), and follows your out-of-office choice.
It never edits your client sheet. You keep Health, budget and billing day up to date; nothing fills them in for you.
A meeting saved from a button is recognized by the client's name in its title until you invite the client. Rename it without the name and it's no longer treated as that client's meeting. A meeting with no client invited also doesn't count as "spoken to" (on purpose: nobody from the client was there). It also gets your calendar's default reminders.
Every SmitaVA email comes from your own script (brief, prep, recaps ready, meetings to add), so its links open in one tap. Only if the assistant can't reach your script does it send one directly, and says so at the bottom: those links may show a Google notice page first. The one-time "client list is ready" setup email is always sent directly. Built and checked with simulated runs; not yet run on a real account.
Fixes don't install themselves. Your assistant's instructions, your script and your skills are copies in your accounts. Your script checks once a day and emails you when one is behind, with exactly what to re-paste or re-upload (setup page, When the assistant is updated).
No zero-setup trial. Even the shortest way to try it needs Claude Pro, the Mac app, three Google connectors, your client list and two skills.

What it needs

To run

Claude Pro and the Claude desktop app on your Mac, with Gmail, Google Calendar and Google Drive connected. GoHighLevel and ClickUp are optional; without them, those parts say "not available". Fathom is optional too; without it the brief says once that Fathom isn't connected.
Call notes for recap drafts: Google Meet's automatic notes ("Take notes for me"), Fathom, or your own notes and emails. Only a call with no notes anywhere gets a "no notes found" line.
One scheduled task in the Claude app, running every hour at your brief time's minute while your Mac is awake and the Claude app is open. Its first scheduled run is watched in your setup session.
Approving each tool once. The first time it reads your Gmail, Calendar or Drive, Claude asks. Choose "Always allow", or later runs will stop and wait.

You're in charge

What you can change in your Preferences doc

A plain-English Google Doc ("SmitaVA Preferences"). Change a sentence and the next run follows it. For a quick one-off change, reply to any brief (for example "skip" and a client's name, "this week"); replies count for 14 days.

When the brief arrives, your time zone and work days, how drafts are signed, and their tone
Which sections the brief has and in what order, and the subject lines for the brief and prep
The check-in rule (2 business days by default), faster check-ins for some clients, clients never to flag, and how many drafts a day
How long the "Reach out today" list can be
Prep on or off, and how many minutes before a call; recaps on or off, and the "recaps ready" note
Proposed next meetings: on or off
What counts as "spoken to", your at-risk and upsell signals, and where your numbers come from

Try it

Try it on your own accounts

There's no way to try it without any setup yet. The shortest way in still needs Claude Pro and the Mac app, the Gmail, Calendar and Drive connectors, your client list (it creates a sheet and a doc in your Drive) and two uploaded skills, about 15 minutes. After that you ask in a chat, nothing keeps running, and nothing reaches a client. The steps are in Setting Up Your Assistant → Try it on your own accounts.