# Monitor meetings, email, and repos (/use-cases/team-ops/personal-assistant)



<Callout type="info">
  This teammate doesn't just summarize. It decides where each finding goes, and the routing rule matters as much as the summary. Meeting notes go by DM to the owner, never a group channel. An R\&D bug or feature request becomes a real Helio Task; a GTM or ops item gets noted as a to-do in the recap, no Task created. A broken tool connection or permission error gets surfaced in the daily digest and waits for a human; it doesn't retry forever on its own. System notifications and noise emails get ignored outright; they never interrupt you. Set the rules once, and it keeps applying them without being asked again.
</Callout>

Copy this prompt to start your first task:

<Prompt>
  Watch my email, meetings, and GitHub, then send me a daily briefing sorted into must-handle-today, waiting-on-someone, and FYI, with one suggested action for each must-handle item. Route bugs to a Task, note ops items in the recap, and flag broken connections instead of retrying.
</Prompt>

<LivePreview component="NewThread" scenario="{ draft: &#x22;Watch my email, meetings, and GitHub, then send me a daily briefing sorted into must-handle-today, waiting-on-someone, and FYI, with one suggested action for each must-handle item. Route bugs to a Task, note ops items in the recap, and flag broken connections instead of retrying.&#x22; }" />

## What is this workflow? [#what-is-this-workflow]

This is an AI teammate that watches Lark/Feishu meetings, Gmail, and GitHub on its own, instead of waiting to be asked for a recap or an inbox sweep. After each meeting, it DMs a structured recap — decisions, to-dos, background, open disagreements — straight to the person who owns the follow-up, never a group channel. It also triages your inbox, holding reply drafts for your approval before anything sends, while surfacing payment items that need action and SEO notices worth a glance, and ignoring the noise. At day's end, a nightly digest reports what's still unresolved — a stalled reply, an expiring token, a broken connection — and keeps surfacing it until it's actually closed, not just once.

## How to use this workflow [#how-to-use-this-workflow]

<Steps>
  <Step>
    ### Hire a GTM teammate, then write the bio to match this job, not the generic template [#hire-a-gtm-teammate-then-write-the-bio-to-match-this-job-not-the-generic-template]

    Open **AI Teammates** in the sidebar, click **Hire AI Teammate**, and pick the **GTM Lead** template. Its default bio is about coordinating campaign content. Replace it on the Profile step so the teammate starts out already knowing this is an information-ops role, not content production:

    <Prompt>
      You're our GTM teammate for information ops. Proactively monitor meeting recordings, email, and repo activity instead of waiting to be asked. After each meeting, DM the owner a structured recap: decisions, to-dos, background, open disagreements. Never post it to a group. Route R&D bugs to a real Helio Task; note GTM items in the recap instead, no Task. Flag broken tool connections in the nightly digest instead of retrying silently. Remember who owns what across meetings and cycles.
    </Prompt>

    Confirm the name and click **Create teammate**. They land in their own channel, which is where you'll send everything below. [More on hiring →](/ai-teammates/hire-an-ai-teammate)

    <LivePreview component="CreateAssistantPage" scenario="{ focus: &#x22;profile&#x22;, initialState: { start: &#x22;template&#x22;, templateRef: &#x22;@helio/gtm-lead&#x22;, name: &#x22;GTM Lead&#x22;, bio: &#x22;You're our GTM teammate for information ops. Proactively monitor meeting recordings, email, and repo activity instead of waiting to be asked. After each meeting, DM the owner a structured recap: decisions, to-dos, background, open disagreements. Never post it to a group. Route R&D bugs to a real Helio Task; note GTM items in the recap instead, no Task. Flag broken tool connections in the nightly digest instead of retrying silently. Remember who owns what across meetings and cycles.&#x22; } }" />
  </Step>

  <Step>
    ### Connect in the order the sources actually matter [#connect-in-the-order-the-sources-actually-matter]

    Meetings are the primary source, so get Lark/Feishu set up first, then Gmail, then GitHub last. The three connect differently. Lark/Feishu is not a standard OAuth card in the Tools tab: it connects through a self-built app on the Feishu open platform, a one-time admin-level setup rather than a sign-in-and-approve flow. Gmail is the simple case — a per-teammate OAuth connection from this teammate's own Tools tab: open the connection, sign in, approve. GitHub is a two-layer setup: a workspace admin installs the Helio GitHub App once for the organization from Settings → Integrations, and only after that can this teammate be granted the specific repositories it should watch (like the one holding user-interview docs) from its own Tools tab. [Connect your tools →](/connect/connect-tools-to-ai-teammates)

    <LivePreview component="AssistantIntegrations" />
  </Step>

  <Step>
    ### Give it a real meeting, not a test transcript [#give-it-a-real-meeting-not-a-test-transcript]

    Point it at an actual recording and check that it comes back in the SOP's shape (decisions, to-dos, background, open disagreements) sent as a DM, not posted to the group:

    <Prompt>
      Summarize yesterday's 3pm partnership call. Structure it as decisions made, to-dos with owners, background context, and any open disagreements that weren't resolved. DM it to me directly, not the team channel.
    </Prompt>

    <LivePreview
      component="AssistantChat"
      scenario="{ assistantName: &#x22;GTM Lead&#x22;, messages: [
    { author: &#x22;user&#x22;, text: &#x22;Summarize yesterday's 3pm partnership call. Structure it as decisions made, to-dos with owners, background context, and any open disagreements that weren't resolved. DM it to me directly, not the team channel.&#x22; },
    { author: &#x22;assistant&#x22;, text: &#x22;Pulled the recording and transcript. Decisions: moving forward with the co-marketing pilot, scoped to Q3. To-dos: Sam owns the partner brief by Friday, I'll draft the outreach sequence once that lands. Background: this follows the intro call two weeks ago; they asked specifically about our API rate limits this time. Open disagreement: no agreement yet on revenue share, they want 15%, we countered 10%, still unresolved. Sending this as a DM, not posting to the group.&#x22; },
  ] }"
    />
  </Step>

  <Step>
    ### Set the routing rules once: this is what makes it trustworthy, not just fast [#set-the-routing-rules-once-this-is-what-makes-it-trustworthy-not-just-fast]

    A recap is only half the job; where each finding goes matters as much as what it says. Give it the table once and it applies it every time without re-asking:

    | Finding                                    | Routing                                       |
    | ------------------------------------------ | --------------------------------------------- |
    | Meeting notes                              | DM to the owner, never a group channel        |
    | R\&D bug or feature request                | Create a real Helio Task                      |
    | GTM or operations item                     | Note it as a to-do in the recap, no Task      |
    | Broken tool connection or permission error | Surface in the daily digest, wait for a human |
    | System notification or noise email         | Ignore, never interrupt you for it            |

    <Prompt>
      Here's how to route what you find: meeting notes always go to me by DM, never the group. If something's clearly an R&D bug or feature request, create a Helio Task for it. If it's a GTM or ops item, just note it as a to-do in the recap; don't create a Task. If a tool connection breaks or you hit a permission error, don't keep retrying; surface it in tonight's digest and wait for me. Ignore system notifications and noise emails outright.
    </Prompt>

    <LivePreview
      component="AssistantChat"
      scenario="{ assistantName: &#x22;GTM Lead&#x22;, messages: [
    { author: &#x22;user&#x22;, text: &#x22;Here's how to route what you find: meeting notes always go to me by DM, never the group. If something's clearly an R&D bug or feature request, create a Helio Task for it. If it's a GTM or ops item, just note it as a to-do in the recap; don't create a Task. If a tool connection breaks or you hit a permission error, don't keep retrying; surface it in tonight's digest and wait for me. Ignore system notifications and noise emails outright.&#x22; },
    { author: &#x22;assistant&#x22;, text: &#x22;Got it. Meeting notes stay DM-only, R&D items become Tasks, GTM items stay as recap to-dos, broken connections wait for you in the digest instead of retrying, and anything that's just noise gets dropped. I'll keep applying this without asking again.&#x22; },
  ] }"
    />
  </Step>

  <Step>
    ### Turn the nightly digest into an automation [#turn-the-nightly-digest-into-an-automation]

    Instead of remembering to ask for a status check every evening, open **Automations** in the sidebar, click **Create via Chat**, and pick this teammate in the New Thread composer that opens:

    <Prompt>
      Every day at 10pm, scan the last 12 hours for new meeting recordings, check whether GitHub and Gmail are still connected, and count how many important emails are still waiting on a reply. Summarize today's highlights and anything still unresolved from before, then DM me the digest.
    </Prompt>

    <LivePreview component="NewThread" scenario="{ populated: false }" />
  </Step>
</Steps>

**Only sending an email reply needs your approval:** reading meetings, email, and repo activity, creating a Task, and DMing you a recap or digest all run on their own — drafting and sending an actual reply is the one action that leaves Helio, so it pauses for your sign-off first. See [Control](/ai-teammates/control) for what else pauses for approval.

## Tips for Better Results [#tips-for-better-results]

| Tip                                         | Description                                                                                                                                                                                                                                                                                  |
| ------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Connect sources in priority order           | Lark/Feishu needs a one-time admin setup on the Feishu open platform before anything else works; get that done first, then Gmail's simple per-teammate OAuth, then GitHub's two-layer install — a workspace admin adds the GitHub App org-wide, then you grant this teammate specific repos. |
| Test on a real recording, not a placeholder | Point it at an actual call before trusting the recap's shape (decisions, to-dos, background, disagreements) and the DM-not-group routing.                                                                                                                                                    |
| Hand over the routing table once, verbatim  | Meeting notes, R\&D bugs, GTM items, broken connections, and noise each go somewhere different — give it the full table so it isn't guessing case by case.                                                                                                                                   |
| Turn the nightly check into an Automation   | Don't rely on remembering to ask every evening. Set the digest up once under Automations so it fires at a fixed time on its own.                                                                                                                                                             |

## Common Questions [#common-questions]

<Accordions type="single">
  <Accordion title="Does it ever send an email without me approving it?">
    No. It drafts replies on its own, but sending one out pauses for your approval every time.
  </Accordion>

  <Accordion title="Where do meeting recaps go?">
    Always a DM to the person who owns the follow-up. They're never posted to a group channel.
  </Accordion>

  <Accordion title="What happens to a GTM or ops item it finds?">
    It gets noted as a to-do inside the recap — no Helio Task is created. R\&D bugs and feature requests are the ones that become a real Task.
  </Accordion>

  <Accordion title="What if a tool connection breaks?">
    It doesn't keep retrying on its own. The break gets surfaced in the nightly digest and waits there until you fix it.
  </Accordion>

  <Accordion title="Do I need to connect Lark, Gmail, and GitHub all at once?">
    No — connect them in priority order instead. Lark/Feishu first since meetings are the primary source (a one-time admin setup on the Feishu open platform), then Gmail (simple per-teammate OAuth), then GitHub last (an org-wide app install by a workspace admin, then per-teammate repo access).
  </Accordion>
</Accordions>

<Cards>
  <Card title="Team & Personal Productivity" href="/use-cases/team-ops" description="Back to the Team & Personal Productivity use case overview." />

  <Card title="Source and screen candidates" href="/use-cases/industry-specialized/recruiting-sourcing" description="Turn a job description into a scored candidate shortlist." />

  <Card title="Run your company solo with AI" href="/use-cases/industry-specialized/solo-founder-team" description="Hire across every function a small company needs." />
</Cards>