---

name: secretary description: AI secretary skill for email monitoring, calendar briefings, meeting reminders, task management, and health/life support. Uses himalaya (email) and gcalcli (calendar). Handles morning/evening reports, email digests, pre-meeting notifications, task tracking, break reminders, and shopping list management.

Secretary

AI agent skill for secretary duties: email triage, daily briefings, calendar management, meeting reminders, task management, and health/life support.

Prerequisites

• himalaya — CLI email client (github.com/pimalaya/himalaya)
• gcalcli — Google Calendar CLI (github.com/insanum/gcalcli)
• Both must be installed and authenticated. See references/onboarding.md.

Quick Start

1. Copy config.example.yml → config.yml, fill in values.
2. Set HIMALAYA_CONFIG env var (see Known Issues).
3. Verify: himalaya list --account <account> / gcalcli agenda
4. Install tool scripts: chmod +x tools/*.sh && cp tools/*.sh /path/to/your/workspace/tools/
5. Ready — see Heartbeat Integration for the full schedule.

---

State Management

This skill uses a single state file to track progress across heartbeats. All features share it.

Path: memory/secretary-state.json (relative to the agent's workspace)

Schema:

{
  "lastRead": {
    "C0ACY3F5FPV": "1708750000.000000"
  },
  "emailCheckedAt": 1708750000,
  "breakRemindersSent": {
    "2026-02-24": ["12:00", "15:00"]
  },
  "lastNightReminder": null,
  "meetingCronsCreated": "2026-02-24"
}

| Key | Purpose | |-----|---------| | lastRead.<channelId> | Last Slack message timestamp read in that channel (prevents re-processing) | | emailCheckedAt | Unix timestamp of last email check | | breakRemindersSent.<date> | Break reminder times already sent today | | lastNightReminder | ISO timestamp of last late-night sleep nudge | | meetingCronsCreated | Date for which meeting cron jobs were created |

Read/update pattern (pseudo-code):

state = read_json("memory/secretary-state.json") or {}
# ... do work ...
write_json("memory/secretary-state.json", state)

---

Reading Slack Messages

Used by: Task Management, on-demand commands.

Procedure

1. Determine channel: use config.tasks.input_channel, or fall back to config.notifications.channel

2. Get last-read timestamp from state:

   channel_id = config["tasks"]["input_channel"]
   last_ts = state.get("lastRead", {}).get(channel_id, "0")
   

3. Fetch new messages using the message tool:

   message(action="read", channelId=<channel_id>, limit=20)
   

   Filter to messages with ts > last_ts.

4. Process each message (see Task Management section)

5. Update last-read timestamp:

   state["lastRead"][channel_id] = max(msg["ts"] for msg in new_messages)
   write_json("memory/secretary-state.json", state)
   

⚠️ Always update lastRead after processing. Skipping this causes duplicate task registrations on the next heartbeat.

---

Email Digest

Check unread emails, filter, summarize.

Known Issues

HIMALAYA_CONFIG env var: In OpenClaw gateways, $HOME is set to the workspace directory — not the system home. himalaya will fail to find its config at ~/.config/himalaya/config.toml. Fix: set the absolute path explicitly in your gateway's environment:

# In your gateway environment or shell profile:
export HIMALAYA_CONFIG=/absolute/path/to/himalaya/config.toml
# Example: /Users/you/.config/himalaya/config.toml

Add this to your gateway's .env file or environment configuration.

Procedure

1. Fetch unread

   HIMALAYA_CONFIG=/path/to/config.toml \
   himalaya list --account <config.email.account> --folder INBOX -s "unseen"
   

2. Filter and prioritize

   • config.email.master_address → high priority
   • Group: needs-reply / FYI / newsletters
   • Skip noise (automated, marketing)

3. Format using templates/email-digest.md

4. Send to config.notifications.channel

5. Update state:

   state["emailCheckedAt"] = int(time.time())
   

Cadence

Every config.email.check_interval_hours hours. Check state["emailCheckedAt"] to decide if enough time has passed.

---

Morning Briefing

At config.notifications.morning_report_time.

Procedure

1. Get today's calendar

   gcalcli agenda "today" "tomorrow" --details location --details description --tsv
   

2. Weather (if config.briefing.include_weather): fetch for config.briefing.weather_city

3. GitHub (if config.briefing.include_github): check config.briefing.github_repos

4. Task summary (if config.tasks.enabled and config.tasks.report_in_morning):

   • Read {config.tasks.storage_dir}/{config.tasks.storage_file}
   • Count incomplete tasks by priority
   • List up to config.tasks.max_incomplete_shown items, high-priority first

5. Format using templates/morning-brief.md

6. Send to config.notifications.channel

7. Schedule meeting reminders → see next section

---

Evening Briefing

At config.notifications.evening_report_time.

Procedure

1. Review today: gcalcli agenda "today 00:00" "today 23:59" --tsv
2. Summarize: events, emails, pending items
3. Preview tomorrow: gcalcli agenda "tomorrow" "tomorrow +1d" --tsv
4. Format using templates/evening-brief.md
5. Send to config.notifications.channel

---

Meeting Reminders

Proactive notifications config.calendar.reminder_minutes minutes before each event.

Step 1: Get Today's Events (in Morning Briefing)

gcalcli agenda "today" "tomorrow" --tsv --details location --details description

TSV output columns: start_date start_time end_date end_time title location description

Step 2: Parse Events and Skip All-Day

for line in tsv_output:
    start_date, start_time, end_date, end_time, title, location, desc = line.split('\t')
    if not start_time or start_time.strip() == '':
        continue  # skip all-day events
    video_link = extract_url(desc, patterns=['zoom.us', 'meet.google.com', 'teams.microsoft.com'])

Step 3: Schedule Reminders

Option A: exec-based cron (recommended — fires reliably at exact time):

# Example: meeting at 14:00, reminder_minutes=5 → cron at 13:55
openclaw cron add \
  --schedule "55 13 24 2 *" \
  --task "Send meeting reminder" \
  --systemEvent \
  --message "⏰ 5分後: Weekly Standup (14:00) 🔗 https://meet.google.com/xxx"

Run via exec tool. Use date-specific DD MM to fire only today.

Option B: heartbeat polling (fallback — no exec needed): In each heartbeat, check if now is within reminder_minutes of any event start time and reminder hasn't been sent yet. Track sent reminders in state.

Mark done: Save state["meetingCronsCreated"] = today so reminders are only scheduled once per day.

Step 4: Notification Format

Use templates/meeting-reminder.md. Include:

• Event title and start time
• Location or video call link
• Attendees (if available in description)

---

Task Management

Capture, track, and report work tasks. Config: config.tasks.*

Tasks are received via Slack/Discord, stored as a Markdown file in config.tasks.storage_dir, and reported daily.

Variables

| Config key | Purpose | Example | |------------|---------|---------| | tasks.input_channel | Channel ID to watch for task messages | "C0ACY3F5FPV" | | tasks.storage_dir | Root directory for TODO file | "/Users/you/vault" | | tasks.storage_file | Filename within storage_dir | "TODO.md" | | tasks.report_time | Standalone report time | "09:00" | | tasks.report_in_morning | Include in morning briefing | true | | tasks.max_incomplete_shown | Max tasks in reports | 10 |

1. Receiving Tasks (in Heartbeat)

Step 1: Read new Slack messages (see Reading Slack Messages)

Step 2: For each new message, check if it's a task:

Detection patterns — treat as task if:

• Explicit prefix: タスク:, タスク：, TODO:, TODO：, タスク追加, TODOを追加
• Work request phrasing: 〜やっておいて, 〜をお願い, 〜やってほしい, 〜を進めておいて
• English: task:, add task, please do
• Completion: 〜完了, 〜終わった, 〜done → route to Completing a Task
• List request: タスク一覧, TODO一覧, 何が残ってる → route to Listing Tasks

Step 3: Parse priority and deadline:

• 🔴 High: 急ぎ, 緊急, 重要, 至急, urgent, asap
• 🟡 Normal: default (no keyword)
• ⚪ Low: 後回し, 余裕あれば, low, whenever
• Deadline: 〜まで, XX日, 来週, YYYY/MM/DD, next week

2. Adding a Task

File format ({storage_dir}/{storage_file}):

# TODO

## ⏳ 未完了

- [ ] 🔴 **タスク内容A** (登録: 2026-02-24, 期限: 2026-02-26)
- [ ] 🟡 タスク内容B (登録: 2026-02-24)
- [ ] ⚪ タスク内容C (登録: 2026-02-24)

## ✅ 完了

- [x] 🟡 タスク内容D (登録: 2026-02-23, 完了: 2026-02-24)

Steps:

1. Read current file (create with empty sections if not exists)
2. Build new line: - [ ] {emoji} {bold if high}{content}{normal} (登録: {today}{, 期限: date if set})
3. Insert into ## ⏳ 未完了, sorted 🔴 → 🟡 → ⚪
4. Save file
5. Reply: ✅ タスクを登録しました\n🟡 タスク内容B\n📁 未完了: 5件

3. Completing a Task

Detection: 〜完了, 〜終わった, 〜done, タスク完了: 〜

Steps:

1. Find best-matching task in ## ⏳ 未完了 (fuzzy match)
2. If confident (>70%): change [ ] → [x], add , 完了: {today}, move to ## ✅ 完了
3. If ambiguous: show numbered list, ask which one
4. Reply: ✅ 完了にしました\n🟡 タスク内容B (完了: 2026-02-24)\n残り: 4件

4. Daily Task Report

When: Part of morning briefing (if report_in_morning: true), or standalone at report_time.

Format:

📋 タスク状況 (2026-02-24)

⏳ 未完了: 5件 (🔴 1, 🟡 3, ⚪ 1)

• 🔴 **タスク内容A** (期限: 2026-02-26)
• 🟡 タスク内容B
• 🟡 タスク内容C
（他2件 — TODO.mdを参照）

5. Listing Tasks (On Demand)

Trigger: タスク一覧, TODO一覧, 何が残ってる, list tasks

Show all incomplete tasks regardless of max_incomplete_shown.

6. Deleting a Task

Trigger: タスク削除: 〜, 〜を削除, 〜をリストから外して

Same fuzzy match as completing, but remove the line entirely.

---

Health & Life Support

Proactive wellness and daily life assistance. Config: config.health.*

1. Break Reminders

When: At times in config.health.break_reminder_times (default: ["12:00", "15:00", "18:00"])

Via heartbeat (recommended): Check current time each heartbeat. If within ±10 min of a break_reminder_times entry AND not already sent today:

today = date.today().isoformat()
already_sent = state.get("breakRemindersSent", {}).get(today, [])
for t in config["health"]["break_reminder_times"]:
    if within_10_min(now, t) and t not in already_sent:
        send_break_reminder()
        already_sent.append(t)
state["breakRemindersSent"][today] = already_sent

Via exec cron (alternative):

openclaw cron add --schedule "0 12 * * *" \
  --task "Send break reminder" --systemEvent \
  --message "☕ お昼ですよ。少し休憩しませんか？"

Tone: Natural, caring. See templates/break-reminder.md.

2. Shopping List Management

File: config.health.shopping_list_path (default: data/shopping-list.txt) Scripts: tools/shopping.sh add/done/list-pending/clear (see tools/ directory)

SHOPPING_LIST_PATH=/path/to/list.txt tools/shopping.sh add "牛乳"
SHOPPING_LIST_PATH=/path/to/list.txt tools/shopping.sh list-pending

Evening check (~17:00-18:00):

1. tools/shopping.sh list-pending — if output is not "(none)", ask: 「今日買い物に行く予定はありますか？残りリスト: 牛乳、パン」

3. Long Work Session Detection

Script: tools/work.sh status — outputs status=active duration_minutes=N or status=idle

Trigger: duration_minutes > config.health.long_work_threshold_hours * 60

Action: 「もう{N}時間以上作業してますね。少し休憩しませんか？☕」

WORK_STATE_PATH=/path/to/work-session.json tools/work.sh status

4. Late Night Mode

When: After config.health.night_mode_start (default: "00:00")

Action: If master sent a message in last 30 min, send one gentle sleep nudge per hour at most.

last = state.get("lastNightReminder")
if last and (now - parse_iso(last)) < 3600:
    return  # already reminded this hour
state["lastNightReminder"] = now.isoformat()
send("そろそろ休みませんか？😴")

---

Heartbeat Integration

Full schedule — what to run at each heartbeat check.

Every Heartbeat (~30 min)

1. Read state from memory/secretary-state.json
2. Read Slack channel for new messages (see Reading Slack Messages)
   • Detect and handle: task add / task complete / task list / on-demand email check
3. Update lastRead timestamp in state
4. Save state

Morning (at morning_report_time)

1. Morning Briefing (calendar + weather + GitHub + task summary)
2. Schedule meeting cron jobs (if not done today: meetingCronsCreated != today)
3. Task report (if report_in_morning: true)

Email Check (every check_interval_hours)

Check: now - state["emailCheckedAt"] > check_interval_hours * 3600 → Run Email Digest, update emailCheckedAt

Break Reminders (at each break_reminder_times entry)

Check: within_10_min(now, t) and not in breakRemindersSent[today] → Send reminder, mark sent

Evening (at evening_report_time)

Evening Briefing (day review + tomorrow preview)

Shopping Check (~17:00-18:00)

Check shopping-list.txt for unchecked items → ask if going shopping

Late Night (after night_mode_start)

If master is active → gentle sleep nudge (once per hour max)

---

Known Issues

1. HIMALAYA_CONFIG in OpenClaw gateways

OpenClaw sets $HOME to the workspace directory. himalaya cannot find ~/.config/himalaya/config.toml. Fix: Set HIMALAYA_CONFIG=/absolute/path/to/himalaya/config.toml in your gateway environment.

2. gcalcli in non-interactive environments

If gcalcli needs OAuth re-authentication, it may prompt interactively and hang. Fix: Run gcalcli list manually once in a terminal to refresh credentials. gcalcli stores tokens in ~/.config/gcalcli/oauth.

3. On-demand email check

The skill doesn't currently intercept "メール確認して" from Slack messages. Workaround: Trigger email digest from the channel reading step: if message matches メール確認して or check email, run email digest immediately regardless of emailCheckedAt.

---

Onboarding

First-time setup: see references/onboarding.md.

---

Templates

• templates/email-digest.md — Email digest
• templates/morning-brief.md — Morning briefing
• templates/evening-brief.md — Evening briefing
• templates/meeting-reminder.md — Meeting reminder
• templates/break-reminder.md — Break reminder

Tool Scripts

Located in tools/ — install to your workspace's tools/ directory and chmod +x.

| Script | Usage | |--------|-------| | tools/shopping.sh | add/done/list/list-pending/clear | | tools/work.sh | start/stop/status/reset |

Set env vars to override paths:

• SHOPPING_LIST_PATH (default: ./data/shopping-list.txt)
• WORK_STATE_PATH (default: ./data/work-session.json)

Configuration Reference

See config.example.yml. Key sections:

| Key | Purpose | Default | |-----|---------|---------| | email.check_interval_hours | メールチェック間隔 | 4 | | calendar.reminder_minutes | ミーティング前リマインド | 5 | | notifications.morning_report_time | 朝ブリーフィング時刻 | "08:00" | | notifications.evening_report_time | 夕ブリーフィング時刻 | "23:00" | | health.break_reminder_times | 休憩声掛け時刻リスト | ["12:00","15:00","18:00"] | | health.night_mode_start | 深夜モード開始時刻 | "00:00" | | health.long_work_threshold_hours | 連続作業警告閾値 | 2 | | tasks.input_channel | タスク受付チャンネル | "" (notifications.channel) | | tasks.storage_dir | TODO保存ディレクトリ | "" (必須) | | tasks.storage_file | TODOファイル名 | "TODO.md" | | tasks.report_time | タスク報告時刻（単独） | "09:00" | | tasks.report_in_morning | 朝ブリーフィングに含める | true | | tasks.max_incomplete_shown | 報告時の表示件数上限 | 10 |