In about 15 minutes, you can have Claude email your hosts a heads-up before every recording, using what's already in Northflow Flux. No new tool, no copying dates into a calendar.
If you run a podcast team, you know the feeling: the recording is on the schedule, everyone agreed to it, and then the host shows up late or forgets the guest prep. Most teams fix this with someone sending reminder texts by hand. That works until that someone is out sick.
This is Part 1 of our Northflow + Claude series. In each post, we take one repetitive job off your team's plate. Today: automatic recording reminders.
Before you start
You'll need three things:
What | Why | Notes |
|---|---|---|
A Northflow Flux workspace | Where your recordings live | Recordings should be tasks or bookings with a date and an assigned host |
A paid Claude plan | Custom connectors and scheduled tasks need it | [Confirm which plans include scheduled tasks] |
Gmail or Outlook | Claude sends the reminder from your email | Northflow's connector reads your workspace; it doesn't send email |
One habit makes this work: give every recording a date and assign it to the host. Claude can only remind people about what it can see.
Step 1: Connect Northflow to Claude
Northflow has an MCP connector, which is a secure bridge that lets Claude read your workspace (projects, tasks, team members and bookings) when you ask it to.
In Claude, open Settings, then Connectors.
Click Add custom connector.
Name it
Northflowand paste the connector URL:[Northflow MCP URL].Click Connect and sign in with your Northflow account.
To check it worked, start a new chat and ask: "What recordings do we have in Northflow this week?" If Claude lists your episodes, you're connected.
Step 2: Connect your email
Northflow tells Claude who to remind and when. Your email is how the reminder actually gets sent.
Go back to Settings, then Connectors.
Connect Gmail (or Outlook, if your team uses Microsoft).
Sign in and allow Claude to send email.
Tip: use a shared address like production@yourteam.com, so hosts recognize the sender and replies land with the whole team.
Step 3: Write the reminder prompt and test it
Run it once by hand before you automate it. Paste this into a new Claude chat:
Read the drafts Claude shows you. If they look right, tell it to send them. If not, adjust the prompt, for example:
Add the guest's name or the recording location
Copy your producer on every reminder
Only look at certain spaces (one show, or one client)
Once you like the result, remove the last line ("Show me the drafts before sending") so it can run on its own.
Step 4: Put it on a schedule
Now let Claude run it every morning without you.
In the same chat, ask: "Turn this into a scheduled task that runs every weekday at 8am."
Claude sets it up and shows you the schedule.
Check your sent folder the next morning to make sure the first batch went out.
That's it. Every weekday, Claude checks Northflow, finds what's coming up, and emails each host. Your team just keeps Northflow up to date, which they're already doing.
Tips and troubleshooting
No reminders went out? Check the recording has a date and an assigned host in Northflow. Unassigned tasks get skipped.
Wrong person got it? The reminder goes to whoever the task is assigned to. Reassign it in Northflow and the next run picks it up.
Too many emails? Narrow the prompt to tasks with "record" in the title, or to one stage like Recording.
Want a heads-up yourself? Add: "Also send me a one-line summary of all reminders sent today."
Coming next in the series
Part 2: A Monday morning digest of every project's health and bottlenecks
Part 3: Auto-sending client intake forms every month
Part 4: Turning a recording into show notes, a blog post and a newsletter
Want us to set this up with your team? Book a quick call and we'll walk you through it.