Daily Standup Reminder in Google Chat

Introduction

This blog explains how to automate Daily Standup Reminders in Google Chat using xFanatical Foresight. Daily standups are a symbol of Scrum framework used in project management, where the Scrum Master conducts the meeting. They are essential for keeping teams aligned and productive. As more teams transition to remote or hybrid work environments, daily standups are shifting from traditional meetings to asynchronous chat formats, such as Google Chat. In this setup, daily standup reminders effectively serve the role of the Scrum Master by initiating and facilitating the standup process.

Scrum Master: Good morning team! Please reply in-thread with your daily update for 2025-05-01.

Be sure to include
1. What did you do yesterday?
2. What will you do today?
3. What issues blocked you?

Thank you.

However, assigning a Scrum Master to send a reminder manually every day is inefficient, tedious and prone to inconsistency. With xFanatical Foresight, teams can set up a recurring automation that sends timely standup prompts directly to a Google Chat space, ensuring everyone stays informed and accountable without the need for manual effort.

Illustration of how xFanatical Foresight automates sending daily standup reminders in Google Chat.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation platform designed specifically for Google Workspace. It enables administrators to effortlessly automate daily standup reminders in Google Chat. Rather than manually sending reminders each day, xFanatical Foresight allows you to schedule and deliver messages to individuals or groups consistently and on time. This ensures that teams stay aligned, communicate regularly, and maintain productivity without the need for manual follow-ups. With xFanatical Foresight’s intuitive interface and powerful automation, the process becomes seamless, reliable, and efficient, freeing up valuable time and promoting better team coordination.

Prerequisites -

Create a Google Chat Space Webhook

To get started, you’ll first need to create a webhook in your Google Chat space where the daily reminder will be sent. A webhook acts like a virtual bot that delivers messages to the space automatically. Below are the steps to create a Google chat webhook.

1. Go to your desired Google Chat space.
2. At the top, click Apps & integrations.
   
   
   
3. In Webhooks, click Add webhooks.
   
   
4. In the Incoming webhooks dialog,
   
   1. In the Name field, enter the name for the webhook, e.g. "Daily Standup Bot".
   2. (Optional) In the Avatar URL field, paste a public image link for the webhook's icon.
   3. Click Save.
5. In the created webhook, select > Copy link. This link will be used by xFanatical Foresight to send the daily reminder messages.
   
   

Set up calendar event for daily standup reminder

The next step is to create a recurring weekly calendar event at the daily standup time in the primary calendar. For this setup, we are scheduling the reminders to be sent at 9 AM local time from Monday to Friday.

Below are the steps to set up a calendar event for daily standup time.

1. Go to your Google Calendar.
2. Click on the desired date for the first reminder to create a new event.
   
   
3. In the Event title, enter the event title, "Daily standup reminder in Google Chat".
4. Set the start time for the first event instance (e.g., 9:00 AM) and specify the event duration (e.g., 15 minutes).
   
5. Click on the recurrence option, and select Custom.
6. Set the event to repeat on Monday to Friday by selecting Repeat every 1 week and clicking Monday, Tuesday, Wednesday, Thursday, and Friday. Set it to Never ends.
   
7. Change the event status from Busy to Free to ensure teammates can still book time with you during this period.
   
   
8. Click Save to create the recurring event.

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, Set up automation from a template and Set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements.

The purpose of this automation is to send a daily standup reminder in Google Chat from Monday to Friday, helping teams stay on track. From Tuesday to Friday, it asks teammates to share what they did yesterday, what they plan for today, and any blockers. On Mondays, the message is slightly different to reflect on work done before the weekend and set goals for the new week.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

1. Sign into xFanatical Foresight with your Google account. 
2. Go to the Templates page.
3. Search Daily standup reminder in Google Chat, and click on it.
   
   
4. In the Templates > Daily standup reminder in Google Chat page, click Copy rule.
   
   
5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
6. Upon authorization, a dialog titled Copy of daily standup reminder in Google Chat will display.
7. Click Next. 
8. Click on the If action.
9. In the Edit actions > If screen,
   
   
   1. Customize the branches according to your needs.
10. Click on the Send message to Chat action.
11. In the Edit actions > Send message to Chat screen,
    
    1. In the Webhook field, paste the webhook link copied from Step 5 of Creating a Google Chat Space Webhook. 
    2. Customize the message based on the If condition of the branch.
12. Repeat the same customization for the Send Message to Chat action in the other branch as well.
13. Click Review.
14. In the Review screen,
    
    1. In Rule name, customize the automation rule name.
    2. Click Create.
15. The rule is created in the Rules page. 

xFanatical Foresight rule graph for automating daily standup reminders in Google Chat.

Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

1. Sign into xFanatical Foresight with your Google account. 
2. Go to the Rules page. 
3. Click the New rule button.
4. In the Select a trigger screen, select the Calendar event started trigger.
   
5. In the Edit trigger > Calendar event started screen,
   
   1. In the Calendars field, select the Primary calendar.
   2. In the Event title field, enter the exact name of the calendar event you created in Set up calendar event for daily standup reminder.
   3. Click Next.
6. In the Select an action screen, select the If action.
   
7. In the Edit actions > If screen,
   
   1. Rename Branch 1 to Tue-Fri for clarity.
   2. Set the condition for the Tue-Fri branch to Current day of week is between 2 and 5 (where 2 = Tuesday and 5 = Friday).
   3. Click Add next action.
8. In the Select an action screen, select Send message to Chat action.
   
9. In the Edit actions > Send message to Chat screen,
   
   1. In the Webhook field, paste the webhook link copied from Step 5 of Creating a Google Chat Space Webhook. 
   2. In the Message field, enter the customized daily reminder that will be sent every working day except Monday.
10. Navigate back to the If action and click Add Branch.
    
    1. Rename Branch 1 to Mon for clarity.
    2. Set the condition for the Mon branch to Current day of week is equal to 1 (where 1 = Monday).
    3. Click Add next action.
11. In the Select an action screen, select Send message to Chat action.
    
12. In the Edit actions > Send message to Chat screen,
    
    1. In the Webhook field, paste the webhook link copied from Step 5 of Creating a Google Chat Space Webhook. 
    2. In the Message field, enter the customized daily reminder that will be sent on Monday.
    3. Click Review.
13. In the Review screen,
    
    1. In Rule name, give your rule a name for easy identification.
    2. Click Create.
14.  The automation rule is created.

xFanatical Foresight rule graph for automating daily standup reminders in Google Chat.

Notes

• Once the automation rule is configured, xFanatical Foresight seamlessly takes over and sends daily standup reminder messages in Google Chat space.
• First, make sure you have created the webhook correctly and set up the recurring calendar event.
• At each scheduled time, the rule will automatically trigger and send a customized reminder message without manual intervention.
• You can personalize the reminder content to prompt your team with questions like, "What did you do yesterday?", "What will you do today?", and "Are there any blockers?" along with the current date.
• Each time the rule executes, you will receive a notification inside xFanatical Foresight confirming whether the message was sent successfully.
• The rule execution may take a few minutes depending on the system load, but the process is fully automated and reliable once set up.
• The daily standup reminder message automation also supports group chats.
• To cancel the standup reminders for certain days, such as holidays, simply delete the single calendar event for the day, and xFanatical Foresight will skip sending the reminder message.
• To change the standup reminders' time, such as 9AM to 9:30AM, simply move the recurring calendar event accordingly.

Conclusion

In conclusion, xFanatical Foresight streamlines the process of sending daily standup reminders in Google Chat, making it easier for administrators to automate team communications. By automating this task, administrators can save time, boost team accountability, and ensure that important daily updates are never missed. With its user-friendly interface and powerful automation features, xFanatical Foresight offers a seamless solution for maintaining team coordination and productivity in Google Workspace.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

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