Automated Task Deadline Reminder AI Agent

Task Deadline Reminder Agent Setup Guide

What This Agent Does

The Task Deadline Reminder Agent is an intelligent automation workflow that monitors your Google Sheets task list and automatically sends timely email reminders to team members based on task deadlines. This agent eliminates the need for manual reminder management by running on a daily schedule, checking all tasks, and intelligently notifying assignees at three critical intervals: the day a task is due, three days before the deadline, and seven days before the deadline.

Key benefits include:

• Saves 5-10 hours per week by automating manual reminder emails
• Improves task completion rates through proactive deadline notifications
• Reduces missed deadlines with multiple reminder touchpoints
• Scales effortlessly to manage hundreds of tasks simultaneously
• Personalizes communications by addressing assignees by name and task details

Target use cases: Project management teams, marketing departments, HR onboarding processes, content calendars, sprint planning, client deliverables, and any workflow requiring deadline accountability.

Who Is It For

This agent is ideal for:

• Project Managers who need to keep teams on track without constant manual follow-ups
• Team Leads managing multiple concurrent projects with varying deadlines
• Operations Teams coordinating cross-functional deliverables
• Agencies tracking client deadlines and internal milestones
• Organizations using Google Sheets as their task management system
• Anyone who wants to reduce administrative overhead while improving accountability

No coding experience required—this workflow is designed for business users and technical administrators alike.

Required Integrations

Google Sheets

Why it's needed: Google Sheets serves as your centralized task database. The agent reads task information directly from your spreadsheet, including task names, assignee details, due dates, and email addresses. This integration eliminates the need for manual data entry into separate systems.

Setup steps:

1. Create or identify your Google Sheet containing task data with the following columns:

   • Task Name (e.g., "Complete Project Proposal")
   • Assignee Name (e.g., "John Smith")
   • Assignee Email (e.g., "john.smith@company.com")
   • Due Date (formatted as YYYY-MM-DD or MM/DD/YYYY)
   • Status (optional, for filtering valid tasks)

2. Share the spreadsheet with your TaskAGI service account:

   • Copy the sheet URL from your browser address bar
   • You'll need this URL during workflow configuration

3. Ensure proper formatting:

   • Use consistent date formatting across all rows
   • Verify email addresses are valid and accessible
   • Remove any blank rows or test data before activating the agent

4. In TaskAGI, authenticate Google Sheets:

   • Navigate to Integrations → Google Sheets
   • Click Connect and authorize TaskAGI to access your Google account
   • Select the appropriate Google account that owns or has access to your task spreadsheet
   • Grant permission for TaskAGI to read and access spreadsheet data

5. Configuration in TaskAGI:

   • In the "Get Tasks from Google Sheets" node, paste your sheet URL in the sheet_url parameter
   • Specify the sheet name (e.g., "Tasks" or "Q4 Deliverables")
   • Define the range if needed (e.g., A1:E100) or leave blank to read all data

Gmail

Why it's needed: Gmail handles all outbound reminder notifications. The agent uses Gmail to send personalized emails to task assignees at the right time, ensuring they receive deadline reminders through their primary communication channel.

Setup steps:

1. Prepare your Gmail account:

   • Use a dedicated Gmail account or your organization's shared inbox
   • Ensure the account has sufficient sending quota (Gmail allows 500 emails/day for most accounts)
   • For high-volume workflows, consider using Google Workspace with higher limits

2. Enable Gmail API access:

   • Go to Google Cloud Console
   • Create a new project or select an existing one
   • Enable the Gmail API for your project
   • Create OAuth 2.0 credentials (Service Account or OAuth Client ID)

3. Obtain credentials:

   • Download the JSON credentials file from Google Cloud Console
   • Store this securely—you'll reference it in TaskAGI
   • Note your Gmail address and any custom sender information

4. In TaskAGI, authenticate Gmail:

   • Navigate to Integrations → Gmail
   • Click Connect and authorize TaskAGI to send emails from your Gmail account
   • Select the Gmail account you prepared in step 1
   • Grant permission for TaskAGI to send emails on your behalf

5. Configuration in TaskAGI:

   • In each email node (Send Today Reminder, Send 3-Day Reminder, Send 7-Day Reminder), verify:
     • From address: Your Gmail account email
     • Reply-to address: Optional, for responses
     • Email template: Customize subject lines and body text as needed

Configuration Steps

Step 1: Schedule Trigger Setup

The workflow begins with a Daily Schedule Trigger that runs automatically each day.

Configuration:

• Frequency: Set to Daily
• Time: Choose a time when your team is most receptive (e.g., 9:00 AM)
• Timezone: Select your organization's primary timezone
• Example: Running at 9:00 AM EST ensures reminders arrive during business hours

Step 2: Retrieve Tasks from Google Sheets

The Get Tasks from Google Sheets node fetches all task data from your spreadsheet.

Configuration:

• Sheet URL: Paste the full URL of your Google Sheet (e.g., https://docs.google.com/spreadsheets/d/1ABC123XYZ/edit)
• Sheet Name: Specify which sheet tab to read (e.g., "Tasks")
• Range (optional): Define specific cells (e.g., A1:E1000) or leave blank for all data
• Headers: Ensure your spreadsheet has headers in the first row

Data structure example:

Task Name | Assignee | Email | Due Date | Status
Complete Report | Sarah Johnson | sarah@company.com | 2024-01-15 | Active
Design Mockups | Mike Chen | mike@company.com | 2024-01-18 | Active

Step 3: Loop Over Tasks

The Loop Over Tasks node iterates through each row in your spreadsheet, processing one task at a time.

Configuration:

• Input: Connected to the Google Sheets output
• Loop variable: Automatically processes each task row
• No manual configuration needed for this node

Step 4: Extract Task Data

The Extract Task Data node uses a function to parse individual task fields from each row.

Configuration:

• Function code: Maps spreadsheet columns to usable variables
• Output variables created:
  • task → Task name
  • assignee → Assignee name
  • email → Assignee email address
  • dueDate → Task due date
  • status → Task status

Example mapping:

return {
  task: row.taskName,
  assignee: row.assigneeName,
  email: row.assigneeEmail,
  dueDate: new Date(row.dueDate),
  status: row.status
}

Step 5: Validate Tasks

The Check If Valid Task node filters out incomplete or invalid entries.

Configuration:

• Condition: status == "Active" (or your preferred filter)
• True path: Proceeds to deadline checks
• False path: Skips to "Skip Invalid Row" (no-operation node)

This prevents sending reminders for archived, completed, or draft tasks.

Step 6-8: Deadline Checks and Reminders

Three conditional nodes check task deadlines and trigger appropriate reminders:

Check Due Today:

• Condition: dueDate == today
• True path: Sends "Task Due Today" email
• False path: Continues to 3-day check

Check Due in 3 Days:

• Condition: dueDate == today + 3 days
• True path: Sends "Task Due Soon" email
• False path: Continues to 7-day check

Check Due in 7 Days:

• Condition: dueDate == today + 7 days
• True path: Sends "Upcoming Task Deadline" email
• False path: Task skipped (no reminder needed)

Step 9-11: Email Nodes

Three email nodes send personalized reminders with customizable templates.

Send Today Reminder:

• To: [[nodes.6209.email]] (assignee email)
• Subject: Task Due Today: [[nodes.6209.task]]
• Body: Customize with urgency appropriate for same-day deadlines
• Example body:

  Hello [[nodes.6209.assignee]],
  
  This is a reminder that your task is due TODAY:
  Task: [[nodes.6209.task]]
  
  Please complete and submit by end of business today.
  
  Best regards,
  Your Task Management System
  

Send 3-Day Reminder:

• To: [[nodes.6209.email]]
• Subject: Task Due Soon: [[nodes.6209.task]]
• Body: Friendly reminder with moderate urgency
• Example body:

  Hello [[nodes.6209.assignee]],
  
  This is a reminder that the following task is due in 3 days:
  Task: [[nodes.6209.task]]
  Due Date: [[nodes.6209.dueDate]]
  
  Please plan accordingly to meet the deadline.
  
  Best regards,
  Your Task Management System
  

Send 7-Day Reminder:

• To: [[nodes.6209.email]]
• Subject: Upcoming Task Deadline: [[nodes.6209.task]]
• Body: Advance notice with planning-focused tone
• Example body:

  Hello [[nodes.6209.assignee]],
  
  This is an advance notice that the following task is due in 7 days:
  Task: [[nodes.6209.task]]
  Due Date: [[nodes.6209.dueDate]]
  
  Please begin work and reach out if you need support.
  
  Best regards,
  Your Task Management System
  

Testing Your Agent

Pre-Launch Testing

Step 1: Validate integrations

1. In TaskAGI, navigate to Integrations
2. Confirm both Google Sheets and Gmail show Connected status
3. Test Google Sheets access by clicking Test Connection
4. Test Gmail access by sending a test email

Step 2: Prepare test data

1. Create a test sheet with 5-10 sample tasks
2. Include tasks with due dates:
   • One task due today
   • One task due in 3 days
   • One task due in 7 days
   • One task due in 15 days (should not trigger reminder)
   • One task with invalid/missing email (should be skipped)

Step 3: Run test execution

1. Open your workflow in TaskAGI
2. Click Test Run or Execute Now (not scheduled)
3. Monitor the execution in real-time

Step 4: Verify each step

• Google Sheets node: Confirm all tasks loaded successfully
• Loop node: Verify correct number of iterations
• Validation node: Check that invalid rows are skipped
• Deadline checks: Confirm correct conditional paths taken
• Email nodes: Verify emails sent to correct recipients

Step 5: Check email inbox

1. Check the inbox of each test assignee
2. Verify emails arrived with:
   • Correct subject lines
   • Personalized content (names and task details)
   • Professional formatting
   • No broken variable references (e.g., [[nodes.6209.task]] should show actual task name)

Expected results:

• ✅ 3 emails sent (today, 3-day, 7-day reminders)
• ✅ 1 email NOT sent (15-day task)
• ✅ Invalid row skipped silently
• ✅ All emails arrive within 2 minutes
• ✅ No errors in execution log

Post-Launch Monitoring

Week 1: Monitor daily execution logs for any errors or unexpected behavior

Ongoing: Review email delivery rates and adjust timing/content based on team feedback

Congratulations! Your Task Deadline Reminder Agent is now ready to keep your team on track automatically. Enjoy the time savings and improved deadline accountability!