summit-morning-triage

name

summit-morning-triage

description

Daily morning lead triage for Summit Home Renovations. Run this skill whenever the user says "run the morning triage", "process today's emails", "check for new leads", "run my morning routine", "triage the inbox", or anything about reviewing new renovation requests and getting them into ClickUp. This skill reads the Zapier Gmail inbox, scores each email against the Summit business profile loaded from the Zapier Tables Brain, creates ClickUp tasks for strong fits and possibles, logs non-fits for the record, and produces a clean morning report for Mike to review. Always use this skill for any daily lead processing workflow at Summit.

Summit Morning Lead Triage

A daily routine that reads incoming renovation request emails, filters them against the Summit Home Renovations business profile, creates ClickUp tasks for anything worth pursuing, and delivers a morning summary report.

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Key System Details (Hardcoded)

These IDs and names are fixed — do not look them up, use them directly:

Thing	Value
Zapier Workspace ID	90141093988
ClickUp Space	Summit Home Renovations (name, not ID)
ClickUp List	Leads Pipeline (name, not ID)
Brain Table	Your Brain (Zapier Tables)
Gmail account	[e-mail] (via Zapier Gmail tool)

⚠️ ClickUp task creation tip: Always reference Space and List by name in the instructions field, not by ID. The Zapier resolver reliably finds them by name but inconsistently resolves hardcoded IDs. Always include team_id: 90141093988. If a task creation fails with "Space missing", retry using only name-based references in the instructions string.

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Step 1 — Load the Brain

Pull all memory records from the Your Brain table to understand who Summit is and what jobs they take.

Tool: Zapier:zapier_tables_find_records

• Instructions: "Find all records in the Your Brain table where Type equals memory"
• Output hint: "id, name, type, and full content of each record"

Read every memory record carefully. Key things to extract:

• What work do they do (and NOT do)?
• Geographic range and budget sweet spot?
• Any scheduling constraints? (e.g. tile sub Ray booked through May)
• How do they communicate with clients?
• Any pre-1980 home rules or deposit requirements?

Do not proceed until you have a clear picture of the business profile.

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Step 2 — Fetch Today's Emails

Pull new emails from the inbox using the Zapier Gmail tool.

Tool: Zapier:gmail_find_email

• Instructions: "Find the most recent emails in the inbox"
• Output hint: "subject, sender name and email, date, full body"
• Query: in:inbox newer_than:1d

If today's batch is empty, try newer_than:2d as a fallback. Collect all emails before proceeding to triage — do not evaluate one at a time.

Note: This reads from [e-mail] via the Zapier MCP connection. If results are empty, the Zapier Gmail account connection may need to be re-authenticated at mcp.zapier.com.

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Step 3 — Triage Each Email Against the Brain

For every email, score it using the business profile loaded in Step 1. Assign one of three tiers:

✅ Strong Fit

ALL of these must be true:

• Project type matches what Summit does (kitchen, bathroom, deck, finished basement)
• Budget is within or close to $15K–$75K
• Location is within ~30 miles of Springfield, MA
• Homeowner has a clear vision (not asking Summit to design from scratch)
• No red flags (commercial work, roofing, electrical-only, new construction)

⚠️ Possible

• Right project type but budget is at the edge of the range
• Unusual scope that overlaps with Summit's skills (e.g. bar conversion, gym buildout)
• Insurance or water damage jobs — good money but Mike should decide
• Missing info that makes it hard to fully judge

❌ Not a Fit

• Wrong trade entirely (concrete, landscaping, roofing, HVAC, electrical-only)
• Budget clearly too small (under ~$10K for standalone work)
• Flip investors just needing crew (no homeowner relationship)
• Commercial or new construction

Extra Flags to Note

• ⏰ URGENT: Needs response same day or next day (water damage, adjuster visit)
• 🪟 TILE DELAY: Heavy tile work → Ray booked through May → note June+ start

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Step 4 — Create ClickUp Tasks

Create one task per Strong Fit and Possible email. Skip Not-a-Fits for now (they go in the report only).

Tool: Zapier:clickup_create_task

For each task, use this pattern:

name: "[Contact Name] — [Project Type]"

content:
  [TIER EMOJI] [TIER LABEL] — [URGENT flag if applicable]

  Contact: [Name] | [Phone if provided]
  Location: [City] | Budget: [Range]

  Summary: [2-3 sentence plain-English description of what they want]

  [Any flags: tile delay, insurance, HOA, historic district, etc.]

instructions: "Create a [priority] priority task named '[name]' in the Leads
  Pipeline list in the Summit Home Renovations space."

priority: "urgent" (water damage / same-day) | "high" (strong fit) | "normal" (possible)
team_id: "90141093988"

Tier emojis:

• ✅ STRONG FIT
• ⚠️ POSSIBLE
• 🚨 URGENT (add to strong fit or possible as needed)

On failures: If a task creation fails with a Space/Folder error, retry once using only natural language space/list names in the instructions string — do not pass raw IDs in those fields.

Process all tasks before moving to the report.

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Step 5 — Build the Morning Report

After all tasks are created, produce a clean summary for Mike. Format it clearly in the chat — this is his morning briefing.

📋 SUMMIT MORNING TRIAGE — [Today's Date]
[X] emails reviewed | [X] tasks created in ClickUp

━━━━━━━━━━━━━━━━━━━━━━━━
🚨 URGENT (Call Today)
━━━━━━━━━━━━━━━━━━━━━━━━
• [Name] — [Project] | [Phone] | [1-line reason it's urgent]

━━━━━━━━━━━━━━━━━━━━━━━━
✅ STRONG FITS ([count])
━━━━━━━━━━━━━━━━━━━━━━━━
• [Name] — [Project] | $[Budget] | [City] | [1-line note]
• ...

━━━━━━━━━━━━━━━━━━━━━━━━
⚠️ POSSIBLES ([count])
━━━━━━━━━━━━━━━━━━━━━━━━
• [Name] — [Project] | $[Budget] | [1-line note]
• ...

━━━━━━━━━━━━━━━━━━━━━━━━
❌ NOT A FIT ([count]) — logged only, no ClickUp task
━━━━━━━━━━━━━━━━━━━━━━━━
• [Name] — [Project] | Reason: [why it's not a fit]
• ...

━━━━━━━━━━━━━━━━━━━━━━━━
📌 NOTES FOR TODAY
━━━━━━━━━━━━━━━━━━━━━━━━
[Any pattern observations, scheduling notes (e.g. tile delay on X jobs),
 or anything Mike should know before starting his day]

Keep each line tight. Mike reads this fast in the morning — no paragraphs, just bullets and key facts.

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Edge Cases & Gotchas

• Empty inbox: If no emails come back, say so and confirm the Zapier Gmail connection is pointed at [e-mail].
• Ambiguous budget: If an email has no budget, note it as "Budget: not stated" and still create a task if the project type fits — Mike can qualify on the call.
• Bounce-back emails (from Mail Delivery Subsystem): Skip entirely, don't score.
• Newsletter / promotional emails: Skip, not renovation requests.
• Existing ClickUp tasks: This skill doesn't check for duplicates. If running daily, Mike should archive or move processed tasks to avoid re-processing the same leads. A future improvement could add a "processed" Gmail label.
• Pre-1980 homes: Flag these with "⚠️ Add 15% contingency" in the task notes per Summit's standard policy.