How to Send Automated Daily Project Summary Emails to Each Client in Airtable

You’re a freelancer managing your work in Airtable.

You have a Clients table where you keep details about everyone you work with, and a Projects table where you track all the projects you’re doing for them. Each project is linked to a client so you can easily see which projects belong to whom.

Every day, you want your clients to get a quick summary email showing the projects or tasks that are currently in progress for them. Instead of doing this manually, you can automate the entire process right inside Airtable.

Here’s how you can set it up.

Step 1: Set the trigger

Start by creating a new automation.

Choose the At a scheduled time trigger so it runs automatically every day. You can set it for whatever time you want, for example 9 AM. This ensures the automation kicks off daily without you having to do anything.

Step 2: Find the clients

Next, add a Find Records action that looks up all clients who should receive updates. You can filter by a field such as “Active” or “Has ongoing projects.”

This ensures you’re only sending emails to clients who currently have active work in progress.

Step 3: Add a repeating group

Now add a Repeating Group action. This allows Airtable to loop through each client one by one. Inside this repeating group, you’ll handle each client’s projects and email separately.

Step 4: Find projects for each client

Within the repeating group, add another Find Records action.

This time, look into the Projects table and filter by the client from the current loop. That way, for each client, you’re grabbing all their active projects.

Step 5: Send the email

Finally, add a Send Email action.

Use the client’s email address from the Clients table and include the list of project names from the previous step.

You can use Airtable’s built-in variable list to insert multiple project names in the email body, creating a neat daily summary for each client.

Once this automation is active, Airtable will automatically send each client a personalized summary every day, showing all their current projects or pending tasks. It’s a hands-free system that keeps your clients informed and saves you from repetitive updates.