Open-source Claude setup for project managers

Your meeting prep and reply drafts, ready before the day starts

Before you start work, Claude reads your chats, mail and tracker. At 09:00 you open Notion and find a reply draft for each message that waits on you.* Each meeting prep lands about 55 minutes before the call. You check, fix and press send yourself.

Set it up Notion template GitHub repo

That is the full setup, built up over a few weeks. On the first evening you get the Notion template and meeting preps on request.

* No magic button: the collectors and inbox-responder run on a morning scheduled task in Cowork, and daily-team-prep and client-meeting-prep are scheduled before each meeting. The computer has to be awake. How the schedule works

  • Free Notion template
  • Built and tested on macOS
  • Beta, used daily by its author
  • Free and open source
Shift handover: a PM morning Diagram

Autopilot · in the backgroundOff your plate

  • Re-read every chat channel taken by the skill: slack-collector
  • Sort the mail: whose turn is it taken by the skill: mac-mail-collector
  • Draft the replies taken by the skill: inbox-responder
  • Gather blockers for each team sync taken by the skill: daily-team-prep
  • Prep each client meeting taken by the skill: client-meeting-prep
09:00 Handover. The analysis is waiting for you.

From 09:00 · YouWhat stays human

  • Pick the top 3 for today
  • Negotiate scope with the client
  • Decide whether to take a risk or push a deadline
  • Read between the lines, protect the team

Your week before, and the same day after

Day, week and month in full

Before · a typical week

5+chat channels to scroll every day, so nothing slips
3-4client meetings a week, each to prepare and write up
50+tickets to label, estimate and chase
2h+a week spent only on weekly and monthly reports

Numbers from the project this grew up on, before any automation. Context was spread across chats, inboxes, transcripts and people's heads, so every decision meant digging it all up again.

After · the same day

  1. Before 09:00
    It runs without youYesterday's chats and mail are sorted by whose turn it is to answer. Reply drafts are waiting.
  2. 09:00 · 15-30 min
    You read what came inGo through the threads that wait on you. Send, edit or park each draft. Pick 3 things for today.
  3. Before each meeting
    The prep is already thereAbout 55 minutes before the call: board movement, blockers, open questions, errors from the last 24 hours. You add your own notes.
  4. During the day
    Replies in 2-3 batchesThe drafts exist, so a batch takes minutes. A decision goes into the log as a sentence. A "small extra" from the client gets sorted before you agree to it.
  5. End of day · 5 min
    Close and leaveMark what is done, empty the inbox, write a line about tomorrow. The analysis waits for the morning.

Time back

About a full working day a week, back

Before and after, estimated on the author's own project in April 2026. Your numbers will depend on your tools and on how well your project file is filled in, so measure them on your own project.

TaskBeforeAfterSaved
Prep for the daily sync30 min3 min
90%
Writing up a meeting45 min5 min
89%
Weekly scan of the chats2 h10 min
92%
Monthly client report4 h30 min
88%
Cleaning up the board1 h5 min
92%
LIVE · Client status sync · 14:32

Client: And could you also add an export to CSV? Should be quick, right?

You: Sure, I think we can squeeze it into this sprint.

Tip · new request New request. Do not agree now. "Good idea. I will write it down. We will check it and come back to you."

On the call

A quiet hint when the client asks for "just a small extra"

It listens to the call with you and stays silent until something matters: a new request, a date someone wants you to promise, a line that contradicts a recorded decision, an answer of yours that was off. Then a short hint and a ready phrase appear in a small window. Audio is transcribed on your Mac and never leaves it. After the call, the transcript and a wrap-up are in Notion. Needs an Apple Silicon Mac.

How the call co-pilot works

The skills

Ask the way you would ask a colleague

In English or Ukrainian. There are 22 skills. Start with 4, and add the next when a routine starts to hurt.

All 22 skills

Curious how a message becomes a draft? How it works

The Notion template

All your projects on a single Notion page

A free template with 11 linked databases: threads, meetings, decisions, risks, reports. It works by hand, with no AI at all, so you can start there and add Claude later, or never.

See what is inside
Focus desk, the idea Schematic

Overnightthe skills fill your records

  • Chats
  • Mail
  • Meetings
  • Tracker
tasks · threads · risks · reports

In the morningone place

What needs me today?

  • What do I do next?answered from tasks
  • Who is waiting for my reply?answered from threads
  • Whom should I nudge?answered from threads
  • Which risks need me?answered from risks
  • What came in overnight?answered from reports
  • What is slipping?answered from tasks

Views of the original records, not a second list.

Done when every answer is "nothing". The rest of the day is for priorities, people and the client.
Schematic, not a screenshot. The widgets, names and layout in your Notion will differ and can change. Nothing here is kept by hand.

What lands in your Notion

Real pages from the public template, with demo data. You can open them yourself.

Open the template
A sync prep: written by daily-team-prep: what moved, what is blocked, what to ask.
A sync prep written by daily-team-prep: what moved, what is blocked, what to ask.
A thread that waits on you: with the sources it read and a reply draft from inbox-responder. You edit and send.
A thread that waits on you with the sources it read and a reply draft from inbox-responder. You edit and send.

Before you try it

What it will and will not do

Better to hear it here than to find out on day 3.

Its 4 rulesAll 13 principles
  1. 1

    Your project file wins

    If a skill and the file disagree, the skill is out of date. Facts in the file carry an "as of" date.

  2. 2

    It never guesses the project

    No project named, it asks. Mixing up 2 clients is the worst thing it could do.

  3. 3

    It never writes to the client

    It prepares drafts. Whether to send is always your call.

  4. 4

    It says what it could not see

    A source was down or out of date? The report says so at the top.

Limits and practical answers

  • It does not replace you

    It writes the drafts. Priorities, hard conversations with the client and decisions about people stay with you.

  • It is not plug and play

    The basics take an evening, about 4-5 hours. If your project has code, add a few hours in week 1. Then 2-4 weeks of about 15 minutes a day, mostly small edits to the project file.

  • It is beta

    The author uses it every day. Nobody else has installed it yet. Expect rough edges, and please report them.

  • No budgets or contracts

    Budget burn, margin and contract milestones are not covered. Its strength is the flow of messages, meetings and reports.

  • Your accounts, your data

    Claude, in Anthropic's cloud, reads the chats, mail and meeting notes you connect, to write drafts and reports. Results go into your own Notion. Call audio is transcribed on your Mac, and only the text is used. Check that your client contract allows AI tools before you connect a client channel.

    Anthropic's privacy policy

  • What it costs

    The template and the plugin are free (MIT). The author pays about $150 a month for Claude Max plus Notion with Notion AI, because he experiments a lot: 20+ background tasks and new skills in testing. A start with 3-4 skills is about $30-50 a month: Claude Pro plus Notion AI, which gives you meeting transcripts. Pro has not been tested yet, but it may well be enough.

    Current Claude plans and prices

  • Windows?

    Built and tested on macOS. Cowork also runs on Windows. 2 skills need a Mac (mail and the call co-pilot), a few need your computer on any OS, the rest run in the cloud. Windows itself is not tested yet.

    Where each skill runs

  • When it breaks, you see it

    If the Mac was asleep or the app was closed, the scheduled reports are simply missing in the morning: press Run now. A report saved only in part says "saved with warnings".

Who made it

Why it exists

I am Bohdan, a delivery PM with 7+ years in software outsourcing. I built this over a year on my own client project: each skill started when I caught myself asking Claude for the same thing again. It is free and MIT licensed, because other PMs have the same week I had.

About me and my CV: bodco.pm Bohdan on GitHub

Set it up yourself

An evening to start, a few weeks to fit

Pick how far to go. You can stop on any floor, and what you built keeps working. It pays off from week 2, when preps and syncs already do the work themselves.

Set it up, step by step
  1. Floor 1 · 10 min

    Just the Notion template

    Duplicate it and use it by hand. No AI at all.

    Duplicate the template
  2. Floor 2 · an evening · the core

    Claude plus Notion

    Claude learns your first project and preps your syncs when you ask. Tested on a Mac with Claude Max. Claude Pro may be enough to start.

  3. Floor 3 · when you miss it

    Add-ons, one at a time

    Slack, mail, Jira, the schedule, the call co-pilot.