Project Update Notifier

Automate project status updates so your stakeholders are always informed - without chasing anyone for updates.

Stop sending manual project update emails. Use this template to submit a quick update through a Zapier form and let AI automatically draft a stakeholder-ready email, send it for your approval in Slack, and log everything in a Zapier Table for tracking.

Whether you're managing a product launch, a cross-functional initiative, or a client project, this template keeps everyone informed automatically so you can focus on the work itself.

How this template works

This template connects a Zapier form to an AI agent that handles drafting, approval, and sending project updates. Here's the process:

You submit a brief project update through the Zapier Interfaces form.
The AI agent reads the update and your project charter to understand who needs to be informed.
It drafts a polished, on-brand stakeholder email tailored to the update content.
The draft is sent to you via Slack for review and approval before it goes out.
Once approved, the email is sent automatically via Gmail.
The update is logged in a Zapier Table for ongoing tracking and reporting.

Once your Zaps are published, the workflow runs automatically - no manual steps needed.

Setup instructions

After clicking "Use template":

Click 'Use template' and log in to your Zapier account.
Connect your Gmail account to Zapier.
Connect your Slack account for the approval step.
Add your project charter or stakeholder list as a reference document for the AI.
Submit a test update to confirm the full workflow runs correctly.

Powered by Zapier Agents and AI

This template uses Zapier Agents to read your update, reference your project documentation, draft a stakeholder email, and route it through a Slack approval step before sending. The AI adapts the email tone and content based on the update you submit.

Who should use this template

This template is a strong fit for:

Project managers who send regular status updates to stakeholders and executives
Product teams keeping cross-functional partners informed on launches and milestones
Operations leads managing multiple workstreams who need a streamlined update process
Consultants and agencies sending client project updates on a regular cadence
Anyone who spends more time writing update emails than doing the actual project work

Customize and extend

This template is a starting point. You can extend it to fit your exact workflow:

Swap Gmail for Outlook or any email provider connected to Zapier
Add a CC or BCC list to automatically include additional stakeholders on every update
Connect to a project management tool like Asana or Jira to pull status data automatically
Modify the AI prompt to match your company's email style and voice
Set up a recurring trigger so the template prompts you for updates on a set schedule

What's included in this template

Interfaces (forms)

Project Update Form - where you submit update details

Agent

Project Update Notifier - drafts email, routes for approval, and sends

Tables

Update Log - tracks all sent updates with timestamps and content

Connected tools

Gmail - sends the approved stakeholder email
Slack - delivers the draft for your review and approval

Frequently asked questions

Do I have to approve every email before it sends?

Yes by default. The Slack approval step ensures you review the AI-drafted email before it goes to stakeholders. You can remove this step if you prefer fully automated sending.

Can I use a different email provider?

Yes. The template uses Gmail by default but can be configured to use Outlook, Mailchimp, or any email provider available on Zapier.

How does the AI know who to address in the email?

The agent references your project charter or stakeholder document that you add as a data source. The more detail you include in that document, the more accurate and personalized the draft will be.

Can I set up recurring automatic prompts for updates?

Yes. You can add a scheduled trigger Zap that sends you a Slack reminder to submit an update at regular intervals - daily, weekly, or on your preferred cadence.

Get started in minutes

Click "Use template" to automate your project update workflow. Connect Gmail and Slack, add your project documentation, and start sending polished stakeholder updates in minutes.