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SpinAI ships with a GitHub Actions workflow that automatically emails the next meeting presenter and the rest of the team every Monday morning. Once the required secrets are configured, the reminders run without any manual intervention — you never need to remember to send the notification yourself.

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Schedule

The workflow runs on the following cron expression: 
0 12 * * 1
This fires every Monday at 12:00 UTC, which corresponds to 9:00 AM Santiago time (UTC-3 in winter). GitHub Actions always schedules on UTC, so the offset is baked into the cron expression.

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How it works

  1. GitHub Actions calls GET /api/cron/notify on your Vercel deployment, passing the header x-cron-secret: <CRON_SECRET> to authenticate the request.
  2. The route queries Supabase for the next upcoming assignment — the soonest date on or after today that has a member assigned.
  3. An email is sent TO the assigned member and CC’d to all other active members who have an email address configured.

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Setup

1

Set CRON_SECRET in Vercel

In your Vercel project settings, go to Settings → Environment Variables and add:
CRON_SECRET=your-secret-value
Choose a long, random string. This value is used by the cron route to verify that the request originated from your workflow and not an external caller.
2

Add APP_URL to GitHub Actions secrets

In your GitHub repository, go to Settings → Secrets and variables → Actions and add a new secret:
NameValue
APP_URLYour Vercel deployment URL, e.g. https://spinai.vercel.app
Do not include a trailing slash.
3

Add CRON_SECRET to GitHub Actions secrets

Add a second secret in the same location:
NameValue
CRON_SECRETThe exact same value you set in Vercel
Both sides must match — the workflow sends the secret in a request header, and the route validates it against the environment variable.
4

Verify the workflow file

The workflow is already defined in your repository at .github/workflows/notify.yml. No code changes are needed. Confirm the file exists and contains the following:
.github/workflows/notify.yml
name: Weekly Meeting Notification

on:
  schedule:
    # Every Monday at 12:00 UTC = 9:00 AM Santiago (UTC-3 winter)
    - cron: "0 12 * * 1"
  workflow_dispatch: # allows manual trigger from GitHub UI

jobs:
  notify:
    runs-on: ubuntu-latest
    steps:
      - name: Send weekly notification
        run: |
          curl -f -X GET "${{ secrets.APP_URL }}/api/cron/notify" \
            -H "x-cron-secret: ${{ secrets.CRON_SECRET }}"

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Skip conditions

The cron route is designed to fail gracefully. It silently skips sending an email when any of the following conditions are true:
  • No upcoming assignment exists — there are no assignments with a date on or after today.
  • The next slot is unassigned — the soonest upcoming assignment has no member assigned to it.
  • The assigned member has no email — the member record does not have an email address stored in the database.
In all three cases the route returns an HTTP 200 with a skipped field in the response body, and the workflow step completes successfully.

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Manual trigger

The workflow includes a workflow_dispatch event, which means it can be triggered at any time directly from the GitHub Actions UI — no need to wait for the next Monday.
Use the workflow_dispatch trigger to test the full automation end-to-end before the first scheduled Monday run. Navigate to Actions → Weekly Meeting Notification → Run workflow in your repository to fire it immediately and confirm the email arrives correctly.
GitHub Actions always evaluates cron schedules in UTC. The expression 0 12 * * 1 maps to 9:00 AM Santiago time only during UTC-3 (southern-hemisphere winter). During daylight saving time, when Santiago observes UTC-4, the email will arrive at 8:00 AM local time. Adjust the cron expression if your team’s timezone offset changes significantly throughout the year.

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