[Admin Assistant] Task 1: Heartbeat Configuration (30-min Check-ins)

[jsirish]

Overview

Configure automated heartbeat system for regular admin assistant check-ins.

Requirements

Heartbeat Schedule

• Frequency: Every 30 minutes during business hours
• Business Hours: 8:00 AM - 6:00 PM (America/Chicago)
• Weekends: Optional (configurable)
• Holidays: Skip option

Check-In Activities (Rotate Through)

1. Email Check — AgentMail + Gmail unread count
2. Calendar Check — Next 2-4 hours of meetings
3. Task Check — Teamwork overdue items
4. CRM Check — HubSpot stale deals
5. Pipeline Check — AutoPipe stuck issues
6. Inbox Triage — Flag urgent messages

Heartbeat Response

• If nothing needs attention: HEARTBEAT_OK (no message delivered)
• If action needed: Brief summary (<300 chars)
• If urgent: Immediate Telegram alert

Configuration File

heartbeat:
  enabled: true
  every: "30m"
  activeHours:
    start: "08:00"
    end: "18:00"
    timezone: "America/Chicago"
  weekend: false
  checks:
    - email
    - calendar
    - tasks
    - crm
    - pipeline
  alertThresholds:
    meetingMinutes: 30
    emailUrgent: true
    taskOverdue: true
    dealStale: 7

State Tracking

• Track last check time per category
• Avoid duplicate alerts
• Remember dismissed items
• Log all heartbeat activity

Deliverables

• Heartbeat cron job configured
• Check rotation implemented
• Thresholds configured
• State tracking JSON file
• Logging enabled
• Telegram integration

Acceptance Criteria

• Heartbeat runs every 30 min
• Only alerts when needed
• Respects business hours
• Rotates through checks
• State persists across runs
• Logs all activity

Technical Notes

• Use OpenClaw cron system
• Store state in memory/heartbeat-state.json
• Use HEARTBEAT_OK for silent acks
• Batch related checks together

Relates to #182