AI AGENTS
Grant Deadline Watcher with Escalating Reminders
Watches your grant pipeline for approaching submission deadlines and sends escalating reminders by email and calendar invite so no fundable opportunity lapses unsubmitted.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily deadline scan
- ActionRead active applicationsNotion
- LogicCompute days remaining and tier
- ActionEmail owner the reminderGmail
- OutputBlock final review time on calendarGoogle Calendar
What it does
Monitors the deadline field on every active opportunity in your Notion grants database and triggers a tiered reminder sequence as each deadline nears. It emails the assigned owner, drops a calendar hold for the final work session, and flags anything still marked "not started" close to the cutoff.
When to use it
Your team tracks many grants at once and has missed deadlines or scrambled at the last minute. You want automatic, owner-specific nudges tied to each application's real due date.
How it works
- 1A daily schedule scans the Notion grants database.
- 2For each open application, logic computes days remaining until the deadline.
- 3A branch routes the record into a reminder tier: 14 days, 7 days, or 2 days out.
- 4Records still flagged "not started" inside 7 days are marked urgent.
- 5A reminder email is sent to the application owner via Gmail with the funder, amount, and checklist link.
- 6For the 2-day tier, a Google Calendar event is created to block final review time.
Set it up
What you configure once, before turning it on.
- 1Connect NotionPages, databases, comments.
- 2Connect GmailRead, draft, send, label.
- 3Connect Google CalendarEvents, attendees, availability.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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