# How to Automate Daily To Do Lists for Agency Staff > You can automate daily to do lists with two Make.com scenarios. The first reads your task tool, splits open tasks into overdue and due today, groups them by employee and saves them in a Google Sheet. The second reads that sheet and sends each employee a personal Slack message listing their tasks. Source: https://fluxomate.com/blog/automate-daily-to-do-lists-in-7-figure-agencies.html Published by Fluxomate (https://fluxomate.com/), 2025-04-21. Section: Automation templates. Video: https://www.youtube.com/watch?v=rmshWCcRoME ## Key takeaways - You need three things: a task tool with due dates and assignees, a Google Sheet as a simple database, and a chat tool such as Slack. - The sheet has four columns: employee ID, overdue tasks, due today tasks and date. - Filter out completed tasks and tasks with no assigned employee before routing. - Array and text aggregators group several tasks into one message per employee. - Slack Block Kit Builder lets you format the message and add a button that opens the task. ## What does an automated daily to do list do? It sends every employee a personal message each morning that lists the tasks they have overdue and the tasks due that day. It gives each person a daily action plan, so they know how to approach the day and nothing is forgotten. The build uses two Make.com automations. The first collects and sorts the data. The second turns it into a message. Make.com is similar to Zapier or n8n, so you can adapt the same logic to those tools. ## What do you need before you start? - A task management tool. It must let you set due dates on tasks and assign tasks to employees. A Google Sheet, ClickUp or a custom internal tool all work. Our example uses a project management tool built on Noloco. - A database. Here it is a Google Sheet called the daily task database. It stores overdue and due today tasks so they can be read when the message is sent. - A communication tool. We use Slack because we like the message format. You only need somewhere to send each employee a message. ## How do you set up the Google Sheet? Create one sheet with four columns. Because it is not wiped each day, it builds up a record over time, so the date column matters. - Employee ID: a unique identifier for each employee. - Overdue tasks: tasks where the due date is before today. - Due today tasks: tasks where the due date equals today. - Date: today's date, formatted without time or time zone. ## How do you build the first automation? The first automation finds employees, finds tasks, splits them and writes the result to the sheet. 1. Search records in your employee table to find all active employees. 2. For each employee, add a row to the Google Sheet with the employee ID and today's date. 3. Search the task table. To avoid running this once per employee, add a filter where the total number of bundles equals the bundle order position, so the task search only runs once. 4. Add a filter so tasks are only processed if the status is not complete and an assigned employee exists. 5. Add a router with two paths. One path is overdue tasks, where the due date is before today. The other is tasks due today, where the due date equals today. Parse and format the dates with a set time zone so time zones do not affect the comparison. 6. On each path, add an array aggregator and group by the assigned employee ID. This puts several tasks for one employee together. 7. Add an iterator, then a text aggregator with a new line row separator. Build each line with the task name, type, status, due date and a link to the task using the task's unique ID. 8. Use the set multiple variables tool to store the aggregated text and the employee ID for each path. 9. Search the Google Sheet for the row that matches the employee ID and today's date, then update that row with the overdue text on one path and the due today text on the other. ## How do you send the daily message in Slack? The second automation reads the sheet and sends the message. 1. Search rows in the daily task database where the employee ID exists and the date equals today. 2. Search your employee table by employee ID to get the email address. 3. In Slack, search for a user by that email address. 4. Create a message as a direct message to that user, not a channel post. Use blocks so the message is formatted. 5. Greet the person by first name, then insert the overdue tasks and the due today tasks from the sheet. ## How do you format the message? Slack Block Kit Builder is a drag and drop tool for designing messages. You can copy the output into the Slack module in Make.com. It works a little like HTML for emails. You can add images, dividers and buttons. Here, each task has a button that opens it directly in the project tool. Remove sections you do not need. We removed a tasks due this week section and a spare divider. ## What mistakes should you watch for? Test as you build. In our example, we mapped the overdue text on both paths by mistake, so the due today column was wrong until we switched it. Test with an employee who has several tasks. They should all appear in one long string in the same cell, which is what Slack needs. To extend the system, you could add a priority level or an AI assistant that looks at each employee's available hours and assigns tasks through the day. ## Questions people ask ### What tools do I need for an automated daily task report? A task tool with due dates and assignees, a Google Sheet to store overdue and due today tasks, a chat app such as Slack to send messages, and an automation tool such as Make.com. Zapier or n8n can follow the same steps. ### Why use a Google Sheet in the middle? The sheet stores each employee's overdue and due today tasks by date. The first automation fills it, and the second reads it to send messages, which keeps the two steps separate and easier to test. ### How do you group several tasks into one message? Use an array aggregator grouped by the assigned employee ID, then an iterator and a text aggregator with a new line separator. This turns many tasks into one block of text per employee. ### How do you make the Slack message look good? Design it in Slack Block Kit Builder and paste the blocks into Make.com. You can add greetings, dividers, images and buttons, such as a View task button that links to the task. Tools used: Make.com, Google Sheets, Slack, Noloco, Slack Block Kit Builder Free templates for this guide: https://fluxomate.com/resources.html?r=automate-daily-to-do-lists-in-7-figure-agencies