✨ AI Features & Automation

Water LLM does its work overnight, on its own, whether or not the spreadsheet is open. During setup you answer one question — what time the overnight work should be finished — and everything is laid out backwards from there.

You can change any of it afterwards in Water LLM › Configure Hub › Automation Scheduling: each job has its own switch, cadence, day and hour.

One morning email for the day ahead. The subject reads “Daily Briefing · Mon, Oct 5”, and it opens with a one-line summary, then cards for your deal next steps, tasks, and each meeting.

What's in the briefing, in order:

• Next steps — any deal whose next step is due or overdue, any step Water LLM saw you finish overnight, and open deals with no next step — each with a one-tap button to set or change it. The buttons work on your phone. Next steps are for Biz Dev deals; clients are covered by their flags and the task cards.
• Tasks — one card per kind of task (Renewal Due, Ghosting Clients, Re-Engage Clients, Overdue Invoices…), each saying what puts someone there, with Add a note and Open in CRM buttons per person. See Task Manager.
• A card per meeting — time, title and a Join button for Zoom, Google Meet, Teams or Webex, whether the link was pasted into the invite, added by a scheduler like Calendly, or attached by the Zoom or Meet calendar integration.
• Everyone in the meeting gets their own block: what they are to you (client hours used, deal stage, sponsor), their goal, a dated “Last time” summary of your last meeting’s notes and the emails since, and Join · Add a note · Open notes · Open in CRM.

Meetings with several people. Every attendee is processed — a three- or four-person meeting shows a block for each. Only meetings at or above the large-meeting limit (6 attendees besides you, by default) skip the per-person detail and say so on the card. Change the limit, or turn it off, in Configure Hub › Calendar Data.

A day with nothing on says so, rather than sending you an empty email. The footer says where to change or turn it off.

Schedule: Daily, at your finishing hour. Change it in Configure Hub › Automation Scheduling.
Run manually: Water LLM › Run Manually › Daily Briefing

Water LLM has three independent outreach pipelines. Each one filters your CRM by how long since you last contacted someone, then drafts a personalized email for each matching contact using a template you write. Everything lands as a Gmail draft — nothing is ever sent automatically.

Generate a comprehensive AI briefing before an important meeting — delivered to your inbox so you can read it on the way there.

1. 1
   Go to Water LLM › Meeting Prep
2. 2
   Select an upcoming meeting from the next 7 days
3. 3
   Choose the attendee(s) to research
4. 4
   Choose a prep type:

   • First Call / Discovery — company research, SWOT analysis, ICP positioning, conversation flow
   • Follow-Up / Proposal — recap past touchpoints, objection handling, next steps
   • Check-In / Relationship — account health, expansion signals, conversation starters
5. 5
   Click Generate — the briefing is emailed to you

A Friday email in two halves: the past seven days recapped — meetings held, who you spoke to, what moved — and then the next fourteen days of calendar read for load, patterns and gaps.

What it analyzes:

• Groups meetings by type using keywords you define (e.g., "Coaching", "Sales", "Admin")
• Flags meetings where guests haven't RSVPed
• Identifies back-to-back blocks, overloaded days, light weeks
• Offers specific scheduling suggestions to optimize your time

Schedule: Weekly, Fridays by default. Change it in Configure Hub › Automation Scheduling.
To set keywords: Water LLM › Configure Hub › Business Briefings — enter comma-separated keywords (e.g., Coaching,Strategy,Sales Call,1-1). Meetings are categorized by the first keyword that matches their title.

A monthly email reading your business back to you — calendar activity, email volume, money, and a written analysis of what is going well and what to watch.

What it covers:

• Meeting types and counts for the past and next 30 days
• Email volume, sent and received — counts only, no message content
• Revenue, profit, outstanding and payment trends
• Collection health — how quickly you are actually being paid, and what is ageing
• Product mix and discounting — what sells, and what you are giving away
• Clients at risk, named rather than counted

It always arrives. If the written analysis can’t be generated one month, the email still comes with your figures and a line saying the analysis is missing. Run from the menu, it tells you on screen whether it was sent — and if not, why.

Schedule: Monthly, on the 1st by default. Change it in Configure Hub › Automation Scheduling.
Run manually: Water LLM › Run Manually › Monthly Business Insights

Scans your CRM, Clients, Invoices, Biz Dev and Calendar daily and builds one action list. It arrives inside your Daily Briefing as a card per kind of task; if the briefing is off, it comes as its own email in the same layout.

Already booked? Not on the list. Anyone you have a meeting with in the next 60 days — matched on any of their email addresses — is left off Ghosting and Re-Engage. There’s nothing to chase when the next session is already on the calendar.

Where your tasks arrive: always in your Daily Briefing — one morning email instead of two. On a day with tasks but no meetings, the briefing still goes out with just your tasks. If the briefing is turned off, the list arrives as its own email at the Task Manager’s time. Choose which task types run at Water LLM › Configure Hub › Task Manager.

Schedule: Daily, at your finishing hour. Change it in Configure Hub › Automation Scheduling.
Run manually: Water LLM › Run Manually › Task Manager

Once a week, Water LLM reads the past seven days of email with each of your active and onboarding clients and writes a short summary into their Google Doc Notes. Not into an email you’ll lose — into the document you already open before a session.

What it writes about:

• What was actually discussed, in a few lines
• Anything that was agreed, and anything left hanging
• Who owes the next move

What it doesn’t do:

• It never rewrites anything. Entries are appended. Your own notes are untouched.
• It stays quiet when there is nothing to say. A week of “thanks!” and calendar invites produces no entry rather than a paragraph of filler.
• It never creates CRM rows. If someone has no CRM record, they are reported to you, not silently added.

Schedule: Weekly, Saturdays by default.
Run manually: Water LLM › Run Manually › Weekly Client Recap

Once a month Water LLM drafts an email to each Active or Onboarding client saying how many hours they have left — in words (“7 hours and 45 minutes”, not 7.75) — and when their next session is. Any line that doesn’t apply to a client simply drops out: hours used in the last 30 days, when their hours run out at that pace, when the engagement ends, a renewal nudge when hours run low, and their next session. Delete the lines you don’t want.

Sponsors get one roll-up. If a client’s engagement is paid for by someone at their company, add them in the Sponsor Name and Sponsor Email Address columns on 📅 Clients. Each sponsor gets one monthly draft covering everyone they sponsor: hours used, total, left, last and next session, plus a total. Nothing from your sessions is ever included. Referrals — people outside the company who sent you the work — are never emailed by this job.

Set it up: Water LLM › Configure Hub › Client Hours Update — write the email once (any column on your Clients tab can be a placeholder), word the renewal nudge, preview it against a real client, choose which statuses it covers, and press Save & Draft Now to try it. Then turn it on in Configure Hub › Automation Scheduling — it ships off. Drafts only; nothing is ever sent.

When you mark a client Finished, Water LLM can draft a thank-you email a few days later — 7 by default — with a testimonial ask and a referral ask, in your words. Each finish gets one draft, and a line in the client’s notes doc.

You can also have it draft a note to the client’s sponsor and to the person who referred them. These are two separate switches, both off by default, and each has its own subject and body. A draft only goes to someone whose email is on the client’s 📅 Clients row.

Set it up: Water LLM › Configure Hub › Client Wrap-up — the number of days, what you’d like them to say about working with you, who the right referral is, an optional testimonial link, and the email itself, with a Preview of every draft. Then turn the job on in Configure Hub › Automation Scheduling — it ships off.

The one job that runs every hour rather than overnight. It looks for meetings that have just ended and whose title matches one of your keywords, then drafts the follow-up email and adds a Follow Up task.

Set it up: Water LLM › Configure Hub › Meeting Follow-Ups — add the keywords that mean “this one deserves a follow-up”, for example Discovery, Intro, Proposal, Kickoff.

Where the three outreach slots each send one email, a workflow chains several together with rules between them: send this, wait five days, and if they haven’t replied send the next one — if they have, stop.

• Multi-step sequences with a wait between each step
• Reply detection — a response ends the sequence, which is the point
• Stage advancement — a workflow can move a deal along your pipeline as it progresses
• Still drafts — every message waits in your Gmail drafts for you to approve. A sequence does not become a send-bot because it has several steps.

Build one: Water LLM › Configure Hub › Email Workflow Builder. The engine that runs them ships switched off until you have built at least one.

A public scheduling page you can put in an email signature or on your website. Someone picks a session type and a time from your real availability; the event lands on your calendar and the booking is recorded on the 📅 Bookings tab.

• Session types you define — name, length, buffers, location, and your own intake questions
• Availability from your actual calendar, so it can’t offer a slot you are already in
• Anything that fails is written to 📅 Bookings (Errors) rather than lost

Set it up: Water LLM › Configure Hub › Booking Page.

Collects newsletter and subscription emails from the last 24 hours, summarizes each one with AI, groups them by topic, and sends you a single daily digest — instead of dozens of individual emails in your inbox.

How it works:

1. Searches your Gmail Subscriptions label for emails from the last 24 hours
2. Groups emails from the same sender
3. Summarizes each group (content-focused — facts and numbers, not meta descriptions)
4. Clusters summaries into topic buckets (AI & Tech, Business, Health, etc.)
5. Sends you one consolidated HTML email with colored section headers

Schedule: Daily, once you have chosen a Gmail label — it ships off until then. Change it in Configure Hub › Automation Scheduling.
Run manually: Water LLM › Run Manually › Subscription Roll Up

Drafts personalized birthday emails for contacts with upcoming birthdays — as Gmail drafts, not sent automatically. You review and send.

Water LLM scans the CRM Birthday field daily and creates a Gmail draft N days before each birthday (default: 3 days). Configure the days-ahead value and toggle this feature in Water LLM › Configure Hub › Task Manager.

Schedule: Off by default, because it creates Gmail drafts. Switch it on in Configure Hub › Automation Scheduling when you want them.

Your Style Guide is a Google Doc in your Drive that tells the AI how you sound. When any AI feature generates content — outreach emails, meeting prep briefs, daily briefings — it reads your Style Guide first so the output sounds like you, not like generic AI text.

To set up or open it: Water LLM › Configure Hub › Voice & Writing Style