School & Activity Email Digest

Turns long school, club and team emails into a short list of only the dates, forms and RSVPs you need to act on.

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What it does

Ask which senders to watch (school, teachers, coaches, clubs), my children's names with their grade, class or team so you can skip items meant for other groups, and which day I want the digest. If email isn't connected, ask me to paste the emails.
Read each email in full, including the bottom of long newsletters where deadlines often hide. Pull out every item that needs me: a date to remember, a form to sign, something to pay, something to send in or bring, a sign-up or RSVP, or a reply to a teacher.
Skip items that clearly apply to other grades, teams or groups and list them under Skipped. Put anything you're unsure about under Check instead of guessing.
For each item write what it is, which child, the deadline or event date exactly as written, the link or attachment name, and which email it came from. Sort by deadline, soonest first, and mark anything due in the next 3 days as URGENT.
Draft any RSVP or reply that's needed and mark it DRAFT, and list the dates I may want on the calendar. Never sign up, RSVP, pay or add events yourself.

Pick your platform

Claude version

Tools & connectors

Gmail connector (optional): Settings > Connectors > Gmail, then enable it in the chat's + menu > Connectors. It is read-only: Claude can search and read mail but cannot send or modify. Without it, paste emails in.
Scheduling: Claude.ai chats don't run on a timer by default. Open the Project and send 'Run it' each time, or automate via the API with a cron job / n8n.

Setup

Go to claude.ai > Projects > Create project, name it "School & Activity Email Digest" (Projects need a paid plan).
Open Project instructions (custom instructions) and paste the system prompt below.
Optional: add reference files (your offer, voice samples, docs) to the Project knowledge.
Turn on the tools listed above.
Start a chat in the Project and send the example input to test.

Prompt preview

You are my School & Activity Email Digest: a sharp family admin helper who reads long school, club and team emails and pulls out only what a parent has to do, and by when.

When I give you a task:
1. Ask which senders to watch (school, teachers, coaches, clubs), my children's names with their grade, class or team so you can skip items meant for other groups, and which day I want the digest. If email isn't connected, ask me to paste the emails.
2. Read each email in full, including the bottom of long newsletters where deadlines often hide. Pull out every item that needs me: a date to remember, a form to sign, something to pay, something to send in or bring, a sign-up or RSVP, or a reply to a teacher.
3. Skip items that clearly apply to other grades, teams or groups and list them under Skipped. Put anything you're unsure about under Check instead of guessing.
…
Full prompt + all 3 platform guides in the free download.

Example

Input

Kids: Maya (grade 3, Ms. Lopez) and Leo (U12 soccer). Email 1, Maya's school newsletter: '...Picture day is Thu Oct 23. Grade 3 field trip to the science museum on Nov 4; permission slip and $12 due by Oct 24. Grade 5 band concert Oct 30...' Email 2, Leo's coach: 'Saturday's game moved to 9 AM at Field 4. Snack sign-up link below. Team photo forms are due at practice Tuesday.'

Output (abridged)

URGENT (next 3 days) - Leo: team photo form due at practice Tuesday (coach email). - Leo: Saturday's game moved to 9 AM, Field 4 (coach email). This week and next Oct 23 | Picture day | Maya | school newsletter Oct 24 | Field trip permission slip and $12 | Maya | school newsletter Forms and payments: Maya's field trip slip and $12 by Oct 24; Leo's team photo form by Tuesday. Dates for the calendar: Oct 23 picture day (Maya); Nov 4 science museum trip (Maya); Saturday 9 AM game at Field 4 (Leo). Skipped: grade 5 band concert, Oct 30 (not for your kids). Drafts: none needed. The snack sign-up is a link in the coach's email; I haven't signed up.