4 volunteers. Denmark's national puzzle championship. The inbox now runs itself.

The situation

4 volunteers running Denmark's national puzzle championship. Full-time jobs on the side. One shared Gmail account for everything: membership questions, sponsors, event logistics, the lot.

The inbox never emptied. The board took turns drafting replies, chasing each other on WhatsApp, and trying to remember who said they'd handle what at the last meeting. Sound familiar?

What we built

We set up five things, each one handling a specific part of the admin pain:

• Email drafter: reads every new message, writes a reply in the board's voice, drops it in Gmail drafts. One click to send.
• Skip-list: MobilePay, hosting invoices, auto-senders. Filtered out. Never generates a draft.
• Meeting notes: paste in the board meeting doc, get back a task sheet with every action item assigned and colour-coded. Maiken in pink, Sofie in red, Marianne in orange, Olivia in green.
• Inbox cleaner: once the board replies to a thread, it archives itself. No manual tidying.
• Tuesday briefing: lands at 07:00 after the Monday night board meeting. This week's calendar, open tasks, anything urgent. No digging.

Two weeks in

The board stopped spending Sunday evenings in the inbox. Their May board meeting generated 48 tasks. Extracted, assigned, colour-coded, done. Sofie saw the first draft and said it made her excited. That's the bar.

• ~5 hours back per week
• 48 tasks from one meeting doc, zero manual work
• Inbox backlog gone within the first week
• No more "what did we agree on?" messages on WhatsApp

Is this for you?

DPF signed in April, went live April 27. They're our first external client. If your forening runs on volunteers, a shared inbox, and a Google Sheet. Same setup, two weeks, done.