inbox-digest

Inbox Digest

Purpose

Turn a chaotic event inbox into a prioritized, actionable digest classified by event stakeholder type.

Generic inbox triage tools treat all emails the same. Event production doesn't work that way. A venue contract revision three days before load-in outranks a sponsor asset submission with a two-week lead. A client asking "are we still on?" needs a same-hour response. A speaker requesting AV changes needs to reach your production team, not sit in your read pile.

This skill applies event production logic to your Gmail so you can walk into every production meeting, client call, or load-in day knowing exactly what needs to happen before anything else moves.

---

When to Use

• Starting your day on an active event project. Run this before opening anything else. Classify the overnight and early-morning messages before context-switching fragments your attention.
• Before a production meeting or client call. Pull a fresh digest for the specific event so you can speak to every open thread without scrambling through your inbox during the call.
• When you've been away and need to catch up. Extended time range (48h, 72h, or custom). Get a full picture of what moved while you were out and identify anything that stalled waiting on you.
• When multiple vendors, clients, and sponsors are emailing simultaneously. The final week before an event. Conflicting timelines, overlapping asks, everyone wants confirmation. Classification prevents you from mis-prioritizing based on email volume rather than production impact.

---

When NOT to Use

• Not for composing or drafting email replies. This skill triages and classifies — it does not write responses. Use it to decide what to respond to, then compose separately.
• Not for non-event email. Personal inbox, newsletters, or unrelated project threads should not be mixed in. Run this skill scoped to a specific event or project name.
• Not for real-time event monitoring. Use this for periodic triage (start of day, pre-meeting), not continuous inbox watching. It produces a point-in-time snapshot, not a live feed.
• Not for email migration or cleanup. This produces a prioritized digest, not inbox organization. It does not archive, label, move, or delete any messages.

---

Inputs

Input	Required	Default	Notes
Event / project name	Yes	—	Used as Gmail search query; match your email subject conventions (e.g., "Summit 2026", "Gala Oct")
Event date	Yes	—	YYYY-MM-DD format; drives phase detection and urgency calculations
Time range	No	24h	Accepts: 24h, 48h, 72h, 1w, or custom date range YYYY/MM/DD:YYYY/MM/DD
Sender domains	No	—	Comma-separated list to narrow scope (e.g., venuegroup.com,floraltrio.com)
Save path	No	{event-name}/digests/	Override destination folder for the dated digest file

---

Quick Reference

Stakeholder Types

Type	Key Signals
Vendor	AV, catering, security, decor, transport, staffing, rentals
Client	Paying organization, corporate domain, C-suite/VP titles
Sponsor	Activation, booth, logo placement, sponsor deck
Speaker	Bureau domain, rider, session, keynote, bio and headshot
Venue	Hotel/convention center, dock, load-in, COI, floor plan
Internal	Own domain, team aliases, automated notifications

Priority Tiers

Tier	Response Window	Default
1 — Immediate	1-2 hours	Vendor D-14, any cancellation/delay/safety
2 — Today	Business hours	Vendor (default), Client, Venue
3 — Tracking	No action	Sponsor, Speaker, Internal

---

Workflow by Task

Task 1: Event Inbox Triage

Objective: Pull all relevant email for the event and classify each thread by stakeholder type and priority tier.

Script mode (recommended for 20+ threads):

python skills/inbox-digest/scripts/triage.py \
  --event "Summit 2026" \
  --date 2026-05-15 \
  --range 24h \
  --output digests/2026-05-10-kgc-2026-inbox-digest.md

Interactive mode (Claude-guided with Composio tools):

1. Ask the user: "Which event or project should I triage?" Accept a name or project code.

2. Confirm event date, time range (default 24h), and any sender domain filters.

3. Fetch emails via Composio:

   GMAIL_FETCH_EMAILS: query="{event_name}", max_results=50, label="INBOX"
   

   If a time range other than 24h is specified, add after:YYYY/MM/DD before:YYYY/MM/DD to the query.

4. Cross-reference with calendar to confirm event proximity:

   GOOGLECALENDAR_EVENTS_LIST: query="{event_name}", time_min=now, time_max=+30d
   

5. For each thread returned, parse:

   • Sender name and domain
   • Subject line — scan for keywords: advance, rider, COI, contract, invoice, PO, load-in, run-of-show, ROS, confirmation, revision, approval, hold, deposit, balance, dietary, accreditation, credential, badge, AV, logistics
   • Thread age — time since last message
   • Body excerpt — first 300 characters for deadline/commitment signals

   MUST apply temporal override rules before finalizing tier assignments.

6. Classify each thread by Stakeholder Type:

   Type	Signals
   Vendor	Catering, AV, production company, trucking, decor, florist, entertainment, security, staffing agency, rentals, print shop
   Client	The contracting organization; often the event sponsor company paying the agency fee
   Sponsor	Brand partners contributing activation budgets or in-kind; distinct from the client even when the client also sponsors
   Speaker	Confirmed or prospective presenter; bureau reps count as Speaker-adjacent
   Venue	Hotel, convention center, outdoor site, venue coordinator, catering manager (venue-employed)
   Internal	Your own team, subcontractors on your roster, partner agencies on the same side of the table

   When classification is ambiguous, default to the stakeholder type with the higher production impact (Vendor > Speaker > Venue for operational threads).

7. Assign Priority Tier:

   Tier	Label	Criteria
   1	Immediate	Requires response or action today. Blocked deliverable, time-sensitive approval, payment deadline within 48h, venue or vendor escalation, client waiting on confirmation, load-in logistics unresolved within 72h of event
   2	Today	Needs attention this workday but not this hour. Advancing information requests, asset submissions for review, draft approvals, speaker logistics confirmations more than 72h out
   3	Tracking	No action needed now. FYIs, confirmations of receipt, vendor acknowledgments, automated notifications, threads you're CC'd on

   Special rules:

   • Any vendor email mentioning load-in, install, delivery window, or rider compliance is automatically Tier 1 if the event is within 14 days.
   • Any client email with a question mark in the subject or body is Tier 1.
   • Stale Tier 1 threads (no reply sent in 24h+) escalate to flagged status regardless of original priority.

---

Task 2: Generate Digest

Objective: Format the classified threads into a structured digest document and save it.

1. Use the output format defined in the Output Format section.
2. Check every thread for stale status: last message older than 24h with no outbound reply from your address. Flag these in the Stale Threads section.
3. Add a digest header with:
   • Event name
   • Digest generated timestamp
   • Event phase (Normal / Planning / Advance / Load-In / Show Day)
   • Time range covered
   • Total thread count by tier (e.g., "4 Immediate · 7 Today · 12 Tracking")
4. Save to a dated file:

   {save_path}/YYYY-MM-DD-{event-slug}-inbox-digest.md
   

   Example: summit-2026/digests/2026-03-23-summit-2026-inbox-digest.md
5. Confirm save path to user and offer to open the file.

---

Task 3: Action Item Extraction (Optional)

Objective: Surface concrete commitments and deadlines buried in Tier 1 and Tier 2 threads.

Script mode:

python skills/inbox-digest/scripts/triage.py \
  --event "Summit 2026" --date 2026-05-15 --json --output digest.json

python skills/inbox-digest/scripts/action_extractor.py \
  --digest digest.json --event "Summit 2026" --date 2026-05-15

Interactive mode:

Ask the user: "Would you like me to extract action items from Tier 1 and Tier 2 threads?"

If yes:

1. Re-read the body of each Tier 1 and Tier 2 thread:

   GMAIL_FETCH_MESSAGE_BY_THREAD_ID: thread_id={id}
   

2. Scan for:
   • Commitments you made ("I'll send", "we'll confirm", "will follow up")
   • Commitments others made ("will deliver", "sending over", "confirming by")
   • Hard deadlines (date + time mentions, "by EOD", "before load-in", "by Friday")
   • Approval gates (contracts awaiting signature, invoices awaiting PO, assets awaiting sign-off)
3. Format as a numbered action list appended to the digest:

   ## Action Items
   1. [YOUR ACTION] Send COI to Venue by 2026-03-24 — thread: RE: Insurance Requirements
   2. [AWAITING] AV vendor to deliver run-of-show by 2026-03-25 — thread: ROS Final Draft
   3. [APPROVAL NEEDED] Client sign-off on revised stage plot — thread: Stage Layout v3
   

---

Output Format

Digest Header

# Inbox Digest — {Event Name}
Generated: {timestamp}
Period: Last {time_range}
Phase: {phase_label} ({days} days to event)
Threads: {n} Immediate · {n} Today · {n} Tracking · {n} Stale Flagged

Tier 1 — Immediate Action Required

Sender	Type	Subject	Action Needed	Deadline
Sound Co. / soundco.com	Vendor	RE: Load-in window Tuesday	Confirm 6am access or request alternative	Today EOD
Sarah Chen (Client)	Client	Are we confirmed for AV walkthrough?	Reply with confirmation + logistics	ASAP
Grand Ballroom Venue	Venue	Certificate of Insurance — URGENT	Forward COI from broker	2026-03-24

Tier 2 — Action Today

Sender	Type	Subject	Status
Bloom Florals	Vendor	Centerpiece final count	Awaiting your headcount confirmation
Marcus Webb (Speaker)	Speaker	AV rider — updated version	Review and forward to AV vendor
TechCorp Sponsorship	Sponsor	Logo file submission	Assets received, needs review

Tier 3 — Tracking

• Sound Co. — RE: Contract countersigned (receipt confirmation, no action)
• Venue Catering — Menu confirmation (acknowledged previous selection)
• Badge Printer — Order #4821 processing (automated update)

Stale Threads — No Reply 24h+

Thread	Type	Age	Last Outbound	Recommended Action
RE: Vendor rider compliance	Vendor	36h	None	Send acknowledgment + ETA
Dressing room logistics	Venue	48h	None	Follow up; confirm details locked

---

Principles

1. Vendor emails are never low-priority. A late response to a vendor in the final days before an event doesn't cause a delay — it causes a crisis. A florist who doesn't hear back may not show up. An AV company whose rider questions go unanswered may arrive under-staffed. Vendor threads default to Tier 2 at minimum, and Tier 1 any time the event is within 14 days or the subject touches load-in, delivery, compliance, or payment.

2. Classify by what the email NEEDS, not who sent it. A venue coordinator sending a friendly check-in that contains a contract revision question is a Tier 1 thread, not a Tier 3 one. Read the ask. The stakeholder type determines your response channel and urgency framing; the content determines the tier.

3. Flag stale threads proactively. NEVER generate a digest without checking stale threads. The stale thread section is the highest-value output. In event production, silence is interpreted as confirmation or abandonment. A thread you haven't replied to in 24h is actively creating risk: the vendor assumes you approved their timeline, the client assumes you're handling it, the speaker assumes they don't need to prepare. Surface stale threads every time, without exception.

4. One digest, one event. Do not mix threads from multiple events in a single digest. If you're running parallel events, run separate digests. Cross-event context collapse is how production details fall through the cracks.

---

What to Avoid

1. Listing without classification. A raw email list sorted by time is not a digest — it's your inbox. Every thread in the output must have a stakeholder type and a tier. If you can't classify a thread, flag it as "Unclassified — review manually" rather than leaving it untagged.

2. Treating all vendor emails as urgent. Tier 1 is for threads that require action today. A vendor submitting their W-9 three weeks before the event is Tier 2 or Tier 3 depending on your payment timeline. Crying wolf on vendor urgency trains you to ignore the tier system the week it actually matters.

3. Missing timeline and deadline mentions in the body. Subject lines lie. ALWAYS scan the first 300 characters of every Tier 1 and Tier 2 thread body. "Quick question" subject lines often contain hard deadlines. "FYI" threads sometimes contain delivery windows that need verbal confirmation. If the body contains a date, a time, or the words "by", "before", "deadline", "due", or "confirm by" — that thread's tier may need to be upgraded.

4. Generating a digest without checking stale threads. The stale thread section is not optional. It is the highest-value output in the digest for active events. Skip it and you are producing a document that actively obscures risk.

5. Generic classification ignoring event context. A "catering" email from the hotel means something different when you're 72 hours from a 500-person gala than when you're 6 weeks out. Apply the event timeline. Apply the production phase (site visit, advance, production week, load-in, day-of, strike). A thread that would be Tier 3 in month one may be Tier 1 in week one.

---

Tool Integration

Composio Tools (Primary)

Tool	Action	Purpose	Safety Tier
Gmail — fetch	GMAIL_FETCH_EMAILS	Pull event threads by search query	T1 Read
Gmail — read thread	GMAIL_FETCH_MESSAGE_BY_THREAD_ID	Read full thread body for action items	T1 Read
Gmail — read message	GMAIL_FETCH_MESSAGE_BY_MESSAGE_ID	Read individual message details	T1 Read
Calendar — events	GOOGLECALENDAR_EVENTS_LIST	Cross-reference event dates for phase calculation	T1 Read
Sheets — read	GOOGLESHEETS_BATCH_GET	Load vendor/client/sponsor contact list for classification	T1 Read
Drive — upload	GOOGLEDRIVE_UPLOAD_FILE	Save completed digest to project Drive folder	T2 Write

Scripts

Script	Command	Purpose
triage.py	python skills/inbox-digest/scripts/triage.py --event "..." --date YYYY-MM-DD	Automated batch triage with stakeholder classification and phase-aware urgency
action_extractor.py	python skills/inbox-digest/scripts/action_extractor.py --digest digest.json --event "..." --date YYYY-MM-DD	Extract action items, commitments, and deadlines from classified threads

Workflow note: Run Calendar cross-reference before finalizing tier assignments. An email that looks like Tier 2 may escalate to Tier 1 when you confirm the event is 5 days away, not 3 weeks.

---

Composio Notes

Gmail Search Syntax

Composio's GMAIL_FETCH_EMAILS uses standard Gmail search syntax in the query parameter:

"Summit 2026" label:inbox             # Broad event match
"Summit 2026" after:2026/03/01        # With date filter
from:vendor@soundco.com "Summit"      # Specific sender

Thread Reading for Stale Detection

GMAIL_FETCH_EMAILS returns summaries. For accurate stale detection, read the full thread with GMAIL_FETCH_MESSAGE_BY_THREAD_ID and check the last message timestamp against phase-based thresholds.

Contact List for Classification

If a vendor/client spreadsheet is available, load it via GOOGLESHEETS_BATCH_GET before classification. Map sender domains to stakeholder types for higher accuracy than keyword matching alone.

---

Resources

• references/event-email-patterns.md — Subject line patterns, sender domain conventions, and keyword lists for each stakeholder type. Use when classification is ambiguous.
• references/priority-rules.md — Full decision tree for tier assignment including event-phase overrides, payment deadline escalation logic, and client communication SLAs.
• references/stale-thread-thresholds.md — Stale thresholds by stakeholder type and event phase. Vendor stale threshold differs from sponsor stale threshold. Day-of thresholds differ from advance thresholds.
• scripts/triage.py — CLI script for automated inbox triage.
• scripts/action_extractor.py — CLI script for action item extraction from classified threads.