01: The Client

Assuaged Foundation

Assuaged Foundation is a US-based 501(c)(3) nonprofit dedicated to public health education, community wellness, and student development. Through an extensive remote internship program, they provide students and military veterans with hands-on experience in digital communications, public health advocacy, and content creation.

The organization operates with a lean core administrative team that manages high-volume applicant communications, student onboarding, and partnership outreach throughout the academic year.

• 501(c)(3) Nonprofit
• Public Health
• Student Internships
• Google Workspace
• Gemini AI

02: The Challenge

Managing high volumes of repetitive inquiries.

With dozens of prospective interns applying and onboarding each term, the administrative team handled a steady flow of routine emails regarding application steps, program guidelines, onboarding tasks, and scheduling.

In parallel, the inbox received collaboration requests and partnership proposals that required prompt identification and forwarding to the Executive Director. Reading, categorizing, drafting individual replies, and manually forwarding each message created significant daily administrative overhead.

"A lot of their questions are very repetitive. It was just really hard to keep up with all these emails."

- Cynthia Murphy, Vice President, Assuaged Foundation

Repetitive Inquiries

Common onboarding and application questions required repetitive individual drafting by team members.

Manual Message Triage

Partnership inquiries had to be identified manually and forwarded to the Executive Director.

10 Hours Lost Weekly

Roughly 10 hours each week was spent on routine email composing rather than student mentorship and program work.

Response Consistency

Ensuring all applicants received accurate, standardized onboarding information required ongoing review.

03: The Solution

Automated Draft Generation with Human Review

Rather than sending unreviewed automated replies, the system was architected around a human-in-the-loop workflow. The integration analyzes incoming inquiries, generates contextual draft responses in Gmail, and routes partner inquiries automatically, leaving the final sending decision to staff.

Built using Gemini AI and Google Apps Script, the automation operates directly within the team's existing Google Workspace setup without requiring external software.

1. Intent Analysis
   Incoming messages are evaluated by Gemini AI to classify inquiry intent (such as onboarding questions, application inquiries, or partnership proposals).
2. Template-Guided Draft Generation
   The system matches questions with approved organizational response guidelines, drafting tailored replies with relevant details.
3. Gmail Draft Creation
   Drafts are placed directly in the staff member's Gmail drafts folder, allowing quick review, personalized tweaks, and approval before sending.
4. Automatic Partnership Routing
   Executive-level inquiries and partnership requests are identified and forwarded directly to leadership.

Tech Stack

• Gemini AI
• Google Apps Script
• Gmail API

04: The Impact

40 Hours Saved Monthly with Human Oversight

Combining AI draft generation with human review provided time savings while maintaining the personal communication standards appropriate for a student-centered organization.

Time Saved

Approximately 40 hours per month (~10 hours/week) reclaimed from repetitive email drafting.

Human Oversight

Every response is generated as a draft, ensuring staff maintain full control and review before messages are sent.

Operational Focus

Team members spend less time drafting routine replies and more time supporting students and executing initiatives.

Reliable Triage

Partnership inquiries are routed directly to executive leadership for timely review.

Workflow Comparison

Before Automation

• Manual reading
  Staff manually reads every incoming email.
• Manual categorization
  Determines inquiry type and appropriate response.
• Manual drafting
  Writes reply from scratch for each repetitive question.
• Manual forwarding
  Manually forwards partner inquiries to leadership.

After Automation

• Automated analysis
  Gemini AI categorizes inquiry intent upon arrival.
• Smart routing
  Partnership inquiries routed directly to the Executive Director.
• Draft generation
  System prepares contextual reply using approved templates.
• Quick review & send
  Staff reviews draft, makes any adjustments, and sends.

Testimonial

"Working with Joseph has been an absolute game-changer for our team. As our go-to AI automation expert, he brings not only deep technical expertise but also a strategic mindset that consistently elevates our workflows and outcomes. Joseph has a rare ability to simplify complex systems, build elegant solutions, and deliver results that are both scalable and sustainable. Simply put, Joseph is exceptional at what he does, and a pleasure to work with."

Cynthia Murphy
Vice President, Assuaged Foundation

Automating repetitive email workflows in Google Workspace

We build practical AI integrations that generate review-ready email drafts and route incoming messages directly within Gmail.