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| Title | Notes | Status | Priority | Due Date | Assigned To | Accountable | Done |
|---|
The TO DO Dashboard automatically enriches task notes with context from three sources: Email, Granola meeting summaries, and AI analysis. This happens on a schedule — every 30 minutes, new and updated items are processed.
When an item is created from a forwarded email, the system fetches the full email body from Monday Updates and asks Claude Haiku: "Summarize this email as 2–4 actionable sentences." The summary appears in the Notes field automatically.
Example: Email about budget approval → Notes: "Finance needs sign-off on Q3 supplier budget for Advini brands. Budget total is $150k. Due by Friday."
If the item source is "Granola" and the email body contains keywords like "meeting notes" or "meeting summary," the system detects this and enriches the Notes with a summary of the meeting discussion.
Example: Granola meeting summary → Notes: "Brand manager meeting: Chateau Gassier pricing discussion. Team concerned about competitive positioning at $18 retail. Decision: trial $16.50 pricing in NY metro."
For items that don't come from email or Granola, or where the email body isn't available, the system uses AI to infer context from the task title, category, team, and assignee. This generates a 2-sentence summary of what the task likely involves.
Example: Manual task "Finalize 2027 budget schedule" → Notes: "Coordinate with finance and brand managers to set annual budget timeline. This drives planning for supplier support budgets and trade marketing spend."
Every change to the Notes field is tracked in the "Notes History" section (expand it to see). This shows:
This is useful during development: you can see exactly which layer enriched an item and whether the quality is good.
The system runs on a schedule:
Result: Newly forwarded emails appear with context within ~10 minutes.
Prompts: Claude Haiku 4.5 processes each item. Email and Granola layers use the same structured template (2–4 sentences with Context / Action / Deadline). Layer 3 uses a simpler metadata-only prompt. All responses are capped at 300 tokens.
Data: The system runs entirely within Massanois's infrastructure. Email bodies are fetched from Monday Updates, processed by Claude, then stored in SQLite and written back to Monday. Nothing is logged or retained beyond the audit trail.
Fallbacks: If Claude API fails, the item is marked as "skipped this cycle" and retried next time. Email body fetch fails gracefully — the item falls through to Layer 3 (AI). Layer 3 never fails because it only uses metadata.
For team members building on this system: See the full technical specification in TO_DO_ENRICHMENT_SYSTEM.md in the repo. It documents the complete pipeline, database schema, Monday integration, scheduler config, testing commands, and future roadmap. Update that file if you change any part of the system.
How tasks work, notifications, keyboard shortcuts, and more
The dashboard is split into three teams along the top nav: National Sales, Brand Team, and Direct. Each team has person sub-tabs so you can view any individual's queue, or select All to see the full team list.
Your own tasks always appear under your name regardless of which team tab is active. Use the team tabs to review what your colleagues are working on or to assign tasks to others.
Click + New TO DO to open the creation form. Every task has:
| Title | Required. Keep it action-oriented — "Follow up with Bibi Graetz re Q2 collections" rather than just "Bibi Graetz". |
| Category | Brand, Distributor, Finance, Operations, or HR/Admin. Controls which board the task syncs to in Monday.com. |
| Assigned To | The person who will execute the task. It appears in their personal queue. |
| Accountable | Who owns the outcome. They are notified when status changes to Done or Stuck — even if they are not the assignee. |
| Status | Blank / Working on it / Done / Stuck / Archived. |
| Priority | Urgent, High, Medium, or Low. Urgent items are highlighted red. |
| Due Date | When the task must be completed. Overdue tasks are flagged automatically. |
| Notes | Running log of updates. Supports @mention to tag a colleague. |
To edit an existing task, click anywhere on the row to open its detail modal. You can change any field inline. Changes save immediately and sync to Monday.com in the background.
This is the most important distinction on the board:
Example: Martina is accountable for Bibi Graetz budget collections. Jenna is assigned to prepare the invoice. Martina will receive an email when Jenna marks the task Done — without the task cluttering Martina's daily work queue.
A task can have both, one, or neither set. If you just want to track something yourself with no one assigned, leave both blank — the task remains visible on the All tab.
| Status | |
|---|---|
| (blank) | Not yet started. Visible in all default views. |
| Working on it | Actively in progress. |
| Done | Complete. Hidden from the default list — use the Status filter to see completed tasks. |
| Stuck | Blocked. Triggers an immediate notification to the accountable person. |
| Archived | Removed from all views. Use for tasks that were cancelled or are no longer relevant. |
| Priority | |
|---|---|
| Urgent | Needs immediate attention — highlighted in red. Use sparingly. |
| High | Important, must be done soon. |
| Medium | Standard priority — the default for most tasks. |
| Low | Nice to have; no hard deadline pressure. |
Click any task row to open the detail modal. The Notes section at the bottom is a running log — each entry is timestamped and attributed to the person who added it.
To add a note: type in the notes field and click Add Note.
@ followed by their first name (e.g., @Martina). An autocomplete dropdown appears; use arrow keys to navigate and Enter or Tab to insert. When you submit the note, the mentioned person receives an immediate email alert with a quote of your note and a link to the task. The mention does not assign them to the task — it is a one-off notification only.
Sometimes a task is valid but not actionable right now. Instead of deleting it, snooze it:
Snoozed items are only hidden — they still exist, still sync to Monday.com, and still appear in the accountable person's daily digest if relevant.
| Trigger | Who receives it | Timing |
|---|---|---|
| Status changes to Done or Stuck | The Accountable person (only if they are not the one who made the change, and not the same as the assignee) | Immediately |
| @mention in a note | The mentioned person (only if they are not the person who wrote the note) | Immediately |
| Daily digest | Every team member with active tasks | 8:00 am daily |
The daily digest has two sections:
Emails come from notifications@massanois.com. Replies go to the person who triggered the notification (for @mentions) or to Nathan (for digests).
Click Filters (top-right of the list) to expand the filter bar. You can filter by:
The Group by bar (just below the filter chips) lets you reorganize the list into 7 modes:
Groups are collapsible — click a group header to toggle its rows.
Visible to Nathan and Martina only, the three-number strip directly above the task list gives a real-time team snapshot:
Each number is clickable — it instantly applies the corresponding filter to the full team list so you can see and act on the exact items driving that count.
Every task on this board is linked to a Monday.com item. Sync runs in the background every 30 minutes.
If a task shows stale data, refresh the page — it will pull the latest from the database immediately.
You can create TO DOs by forwarding an email to one of the team inboxes. Claude reads the email and creates a structured task automatically.
| Email address | Routes to |
|---|---|
national@massanois.com | National Sales team board |
brands@massanois.com | Brand Team board |
direct@massanois.com | Direct Markets team board |
nationalaccounts@massanois.com | National Accounts board |
Claude extracts from your forwarded email:
Add a brief cue at the top of your forward to guide Claude — e.g., "TO DO for Martina, due Friday, high priority" — for best results.
Paste a Granola transcript or voice memo. The classifier will extract leads + TO DOs and persist them with audit linkage.