SmitaVA Logbook

Step numbers fixed after setup became six steps: your Preferences doc and the brief's "your brief came late" note now point to step 5 (your scheduled task) for changing its minute, not step 6. Setup step 4 now also says there's no backup "Your day" email on your setup day. Nothing else changes. If you already set things up: re-paste the assistant prompt (step 5), re-paste your script over Code.gs (step 4; then Deploy → Manage deployments → pencil → New version, and run installEverything once), and upload daily-brief.zip again (step 6). In your Preferences doc, change "setup step 6" to "setup step 5" in the "Send it at" line.

The three skill zips now unzip into a folder that opens on any computer (a tester found the folder came out locked when unzipped from the command line). What's inside each zip is unchanged. Uploading them in Claude shouldn't be affected (only the folder permission changed); a rebuilt zip hasn't been uploaded yet. Nothing to do: you don't need to upload them again.

Before building your client list on its first run, your assistant now checks the prompt file your script saved: that it's yours, plain text, and in your "SmitaVA hand-off" folder. If not, it builds nothing and tells you in the brief. Built and checked with automated checks; not yet run on a real account. If you already set things up: re-paste the assistant prompt (step 5) and upload daily-brief.zip again (step 6).

On the test account the backup "Your day" email came three hours late, and your script's log didn't say why. Now every 15-minute check writes one line saying what it decided and why, a busy Gmail is tried again a few times within the check, and a send that fails is tried again 15 minutes later instead of being lost. Built and checked with simulated runs; not yet run on a real account. If you already set things up: re-paste your script (select everything in Code.gs, paste, Save, run installEverything, then Deploy → Manage deployments → pencil → New version).

The update steps now warn about one easy mistake: to update your script, change the deployment you already have (Deploy → Manage deployments → your web app → pencil → Version: New version → Deploy), not Deploy → New deployment, which makes a second web app with a new address. They also say how to check: still one web app, with the same Deployment ID and Web app URL. Nothing to do now.

Your SmitaVA script now checks again for anything new before it finishes, so an email your assistant hands over while the script is busy goes out straight away instead of up to 30 minutes later. And a hand-over it couldn't read (marked REJECTED on your hidden "SmitaVA hand-off" calendar) is now cleared away after 7 days, with a note in your script log first; nothing on your own calendar is touched. Built and checked with simulated runs; not yet run on a real account. If you already set things up: re-paste your script (select everything in Code.gs, paste, Save, run installEverything, then Deploy → Manage deployments → pencil → New version).

Your backup "Your day" email now waits until your assistant has saved your settings at least once, and never comes on the day you set up your script, so you don't get one straight away during setup or at the wrong time of day. If your settings haven't been saved for over two days, the backup says so in one line. Built and checked with simulated runs; not yet run on a real account. If you already set things up: re-paste your script (select everything in Code.gs, paste, Save, run installEverything, then Deploy → Manage deployments → pencil → New version).

If Gmail (or another tool) briefly says it's busy ("Resource has been exhausted"), your assistant now tries that step again a few times instead of giving up on the whole run. Only that one step is skipped if it still fails, and your brief or email says in one line what's missing. Before, one busy moment could cost you the brief and your recaps for that hour. Built and checked with automated checks; not yet run on a real account. If you already set things up: re-paste the assistant prompt (step 5) and upload daily-brief.zip again (step 6).

Tested on KP's test account: timers your script sets for an exact time fired between 13 seconds early and 23 seconds late, in three tries. So the "draft the recap" email that's being built (nothing to do yet) should arrive about a minute after a call ends. Nothing changes for you today.

Tested on KP's test account: an email with an "Open in Claude" link, plus the same request as plain text for a phone. KP's report: "both worked" (on the Mac and on the phone). Not yet confirmed: whether the phone used the link itself or the copied text. This is the first step toward a "draft the recap" link in your emails after a call (being built; nothing to do yet).

Setup is now six steps. Your SmitaVA script is one file instead of three (one copy button, one paste into Code.gs, then one installEverything → Run), and your client list is built by your assistant's first scheduled run instead of a separate prompt. You can still build or rebuild the list any time by pasting its prompt in a chat (Your client list). The three chat skills stay separate, so you can turn any of them off on its own. Built and checked with simulated runs; not yet run on a real account. If you already set things up: replace your script with the one file (select everything in Code.gs, paste, Save; delete the meetings-mail and daily-checks files), run installEverything once, then Deploy → Manage deployments → pencil → New version; re-paste the assistant prompt (step 5); and upload daily-brief.zip again (step 6). If you installed the three skills, keep them: nothing changes for them except daily-brief's new copy. Step numbers in the older entries below now follow the six steps.

Your assistant is now one scheduled task again, timed to your brief: it runs every hour at the minute of your brief time, so the brief starts a few minutes after it. Two tasks could get in each other's way, because Claude skips a scheduled run while another one is running, which could have made the brief late and sent the backup email too. Setup step 5 now walks through Claude's task form (Only on this computer, a folder, Manual permissions, the Custom schedule) and Keep computer awake. The backup "Your day" email now waits at least 20 minutes, and holds off while today's brief is still on its way. Built and checked with simulated runs; not yet run on a real account. If you already set things up: delete the "SmitaVA brief time" task, change "SmitaVA assistant" to Custom 0 * * * * (step 5), re-paste the assistant prompt and script 3 (daily-checks), and upload daily-brief.zip again (step 6).

Every SmitaVA email now comes from your own SmitaVA script, not just "Meetings to add": the morning brief, prep emails and "Recaps ready" too, so every link in them opens in one tap with no Google warning page. Built and checked with simulated runs; not yet run on a real account. If you already set things up: re-paste script 2 (meetings-mail) and script 3 (daily-checks) first, then the assistant prompt in both scheduled tasks, upload daily-brief.zip again (step 6), then click Run now once on each task and choose Always allow for any new question; your script's "An update is ready" email will say the same. The one-time email that says your client list is ready is still sent by Claude directly, so its links may show Google's notice page first.

Your SmitaVA script now checks once a day whether a newer version of your assistant's instructions, your scripts or your chat skills is on the site, and emails you "An update is ready" with exactly what to re-paste or re-upload. If you already set things up: re-paste all three scripts (each now carries its version number) and run installDailyChecks straight away (it asks for one more permission; until you allow it, the scripts' timers stop and Google emails you that they failed), then for script 1 (meeting-check) Deploy → Manage deployments → pencil → New version, re-paste the assistant prompt in both scheduled tasks, and upload daily-brief.zip again (step 6).

You choose your brief time, time zone and how long the backup "Your day" email waits (30 minutes by default) in your Preferences doc, and what being marked out of office does: nothing, a pause until the block ends (the default), no brief that day, or nothing at all that day. Only out-of-office events on your own calendar count, not someone else's invite. A second scheduled task makes the brief arrive on time; the two sending it twice is unlikely, though not impossible. Superseded on Oct 25: it's one task again (see the Oct 25 entry). If a settings line is wrong or missing, the script keeps the last good settings it read. The defaults are now 8:00 am Eastern; KP will confirm them with you in your setup session. Built and checked with simulated runs; not yet run on a real account. If you already set things up: re-paste script 3 (daily-checks), run installDailyChecks again, re-paste the assistant prompt, upload daily-brief.zip again (step 6), and add the "SmitaVA brief time" task (step 5). Then click Run now once on each of the two tasks while you're at the Mac and choose Always allow for each question (the assistant now also saves a small settings file to Drive, which asks once), or the scheduled runs stop and wait.

From two tests: your assistant now treats an event titled "Out of office" or "OOO" the same as Google's own out-of-office event, and the setup email for your client list now says which time zone it set (from your Google Calendar) and doesn't mention Active rows when there are none. Tests 2 and 4 (your client list without GoHighLevel, and an out-of-office day) both worked. If you already set things up: re-paste the assistant prompt and upload daily-brief.zip again (step 6).

Two of the three chat skills couldn't be uploaded: Claude refuses a skill description containing anything that looks like a tag, and ours used "<client>" as a placeholder. Both are fixed: if meeting-prep or client-follow-up was refused when you uploaded it, upload it again from step 6; daily-brief is unchanged. A check now stops this from happening again.

A test that was done but never written down is now recorded: on Oct 16 KP saved a test meeting and tapped its button again, and the page said it was already on the calendar, with Open it opening the event. From now on every finished test is written down the same day. The setup guide now lists what we'll confirm together after setup, including your first Google Meet notes email.

The features page now says exactly how far each part has been tested: almost everything was tried by hand, step by step, on KP's test account, and only your script's "Meetings to add" email has run on its own so far. It also lists the known limits in one place. "Test drive" is now "Try it on your own accounts", because it still needs a short setup. Corrections to earlier entries: the Sep 26 entry said the assistant "runs on its own" and that setup takes about 20 minutes; so far it has only been run by hand on test data, and setup is about 25 minutes of steps plus staying for the first hourly run. The Oct 19 entry said KP gets a note on his phone; a test note did reach him on Oct 20 (KP confirmed it later), but none has come from a scheduled run yet. The earlier Oct 24 entry said the guides were brought up to date; a closer check the same evening found more to fix, done here. The setup guide now also says how updates reach you (When the assistant is updated).

Every change to the assistant is now checked for its guides: a list kept with the code says which pages describe each part (the setup guide, the features page, the one-pager, this logbook and the rest), and a change can't go in until those pages are updated too, or someone writes down why one still fits. For your setup session: KP will stay for the first scheduled run of your hourly task and tap Always allow on each question it asks, so later runs never get stuck waiting. The setup guide now says the same in step 5, and the setup guide, this logbook, the one-pager and the sample brief now fit a phone screen.

The updated script is now on KP's test account, and a meeting hand-off worked end to end again: the "Meetings to add" email arrived about 6 seconds later, and the script kept the small Drive file your assistant uses to find the hand-off calendar. The setup guide, features page and one-pager were checked against what's built and brought up to date (Fathom, call notes from every source, the hand-off file).

Tested Fathom with a practice call. Fathom's notes had the decisions, numbers and next call right, but it can list a task under the wrong person (for example everything under whoever recorded the call) and miscount "by Friday" as a date. Your assistant now works out who does what, and by when, from what was actually said. It also finds a Fathom call when Fathom didn't tie it to your calendar event, for example a call that started late.

If you record calls with Fathom, your assistant can now read them too: connect Fathom in Claude (step 2 of the setup guide). Recaps, meeting prep and the morning brief then combine Fathom's summary and action items with your Google Meet notes and emails, and calls Fathom didn't record are still covered. Built; a test call comes next.

The what it can do page's side-by-side with your ChatGPT setup now uses ChatGPT's own description of what it does for you. In short: ChatGPT helps when you ask; this assistant watches your accounts every hour. The daily account review ChatGPT suggested is what your morning brief already does.

The "SmitaVA hand-off" calendar your script uses still starts out hidden, but you can now show or hide it in Google Calendar's own settings and it stays the way you leave it (step 4 of the setup guide says how). Your assistant now finds that calendar through a small file the script keeps in your Drive, because hidden calendars weren't visible to it. If it ever can't hand meetings over, they show up in your next morning brief instead of going missing.

A meeting you save from a "Meetings to add" button now gets its prep email and recap draft even before you invite the client, and shows under Meetings today in the morning brief. Overdue ClickUp tasks now include ones due earlier the same day. Both came from a supervised test run on Oct 20.

At step 5 of the setup guide you now paste your script's address into a box and tap Save, instead of sending it to KP. It waits for KP's OK (he gets a note on his phone), then your "Already on your calendar" page switches on.

Step 5 of the setup guide now shows exactly where to find your script's web address after you deploy it, what it looks like, and how to get it to KP.

NewEvery step of the setup guide has a Stuck on this step? box. Say what you see, and a reply appears right under it, written by Claude from KP's Mac: within about 10 minutes during your setup session, otherwise within a few hours. Your messages are private to you and KP.

The worksheet's saved answers are now private: the site only says which questions were answered, and only KP's Mac can read the answers themselves. The worksheet still shows the answers you saved from that browser.

The setup guide is easier to follow: every step starts with the app it happens in, links go straight to the right page, the script files are on the page as copy buttons (nothing has to be sent), and the script step now comes before the scheduled task, in the order they need to happen.

The one-pager now lives only here on the SmitaVA site. Its Save as PDF button makes a clean PDF to send (full colours, nothing split across pages). Also fixed: its "Next steps" list showed one word per line for the first step.

This logbook now lives only here, on the SmitaVA site, and every change to the assistant adds an entry. The one-pager is brought up to date with what's built, ready to share with RoofIgnite leadership. New entries in the Decision log and updated Open questions.

NewA small script in Smita's own Google account now sends the "Meetings to add" email within seconds, so its Add to calendar buttons open with no Google warning page. The same script emails her if a meeting got saved twice, and sends a plain "Your day" list at 8 am if the morning brief hasn't arrived. The morning brief can also list overdue and waiting ClickUp tasks once ClickUp is connected; clients are matched by name, and she can fix a mismatch in her Preferences doc. The meetings email worked end to end on test data; the backup email, the saved-twice note and the ClickUp section are built but not yet tested. Nothing has run on her accounts yet.

NewWhen a call's notes set a next meeting, Smita gets one email with an Add to calendar button per meeting: it opens Google Calendar already filled in, nothing is on her calendar until she taps Save, and no one is invited. Tapping it again later shows whether the meeting is already on her calendar. A what it can do page lists every feature and how far it's been tested.

Round 2 of the worksheet hadn't been answered, so the assistant runs on sensible defaults built from her Round 1 wish list: appointments and ad spend from GoHighLevel, billing dates from her client sheet, the at-risk and upsell signals listed in her Preferences doc. She can change any of them there in plain English.

NewThe assistant's first version is designed and tested: a morning brief in Smita's inbox with check-in emails already drafted, meeting prep before each client call, and recap drafts after. It runs on its own; Smita reviews and hits send, and it never emails a client. She controls timing, content and subject lines from a plain-English preferences doc. Setup takes about 20 minutes. One more Round 2 question: whether GoHighLevel can be the definitive client list.

Smita answered the whole worksheet (on Sep 6). Her answers cleared every gate and changed the build order: the proactive daily brief, planned as the last layer, now comes first. New sections: What Smita told us and the first entries in the Decision log. The recommendation and Open questions are updated, and the worksheet has a short Round 2 of follow-ups.

The docs moved to their own site — this one — so the worksheet finally works the way it was meant to: tap an answer, hit Save, and it's stored instantly with a timestamp. Change or remove answers any time; nothing is ever silently deleted. Same look, same links between docs, no accounts needed.

The docs became directly shareable pages and the worksheet became an interactive page — tap-to-answer questions with timestamped, changeable, removable-with-review responses. The Drive folder stays as the backup copy.

All docs rebuilt in RoofIgnite branding — palette and typography sampled from the live roofignite.com site — after a formatting overhaul (proper section bars, styled tables, callout panels, answer boxes). Content unchanged; only the look is new.

Docs now live in a shared Google Drive folder ("SmitaVA") so Smita can be given access by email — no public link — and can type answers directly. Added the SmitaVA Worksheet there: her fill-in doc for the time audit, the five gating questions, and a tool inventory. The Drive copies are the canonical ones for Smita; this page mirrors them.

First entry. Captured the two voice memos that started this, the diagnosis, the three-layer recommendation, the options weighed, guardrails, and the open questions awaiting answers.