Scheduled Tasks
Automate AI-powered tasks to run on a schedule with notifications
Scheduled Tasks let you automate AI workflows to run at specific times or intervals. Get regular reports, data updates, or insights delivered automatically.
What Are Scheduled Tasks?
Think of Scheduled Tasks as "set and forget" AI automation:
Daily Briefings
Start each day with AI-generated summaries
Recurring Reports
Generate analytics on a regular cadence
Data Monitoring
Watch for changes and alert when needed
Bulk Operations
Process records in batches overnight
Accessing Scheduled Tasks
Navigate to Scheduled Tasks in the main sidebar to:
- View all your scheduled and running tasks
- Create new automated workflows
- Monitor execution history and results
- Pause, resume, or run tasks manually
Scheduled Tasks require a Starter plan or higher. The number of tasks you can create depends on your plan.
Creating a Scheduled Task
To create a new scheduled task:
- Go to Scheduled Tasks and click Create Task
- Provide a name for the task
- Write the prompt describing what the AI should do
- Configure the schedule:
- Once - Run at a specific date and time
- Hourly - Run every hour
- Daily - Run once per day at a set time
- Weekly - Run on specific days of the week
- Monthly - Run on a specific day each month
- Cron - Advanced scheduling with cron expressions
- Set up notifications to receive results via email or SMS
- Optionally link to an AI Skill for specialized behavior
Example Prompts
| Task Type | Example Prompt |
|---|---|
| Daily Summary | "Summarize all new leads from the past 24 hours and highlight any that need immediate attention" |
| Weekly Report | "Generate a sales pipeline report showing deals by stage, expected close dates, and weekly changes" |
| Data Quality | "Review contacts without email addresses and suggest how to find missing information" |
| Follow-up Reminders | "Check for deals with no activity in the past 7 days and create follow-up tasks" |
Schedule Types
Simple Schedules
For most use cases, simple schedules work well:
- Daily at 8:00 AM - Morning briefings
- Weekly on Monday at 9:00 AM - Start-of-week reports
- Monthly on the 1st at 10:00 AM - Monthly summaries
Cron Expressions
For advanced scheduling, use cron expressions:
# Every weekday at 8 AM
0 8 * * 1-5
# Every 2 hours during business hours
0 9-17/2 * * 1-5
# First Monday of each month at 9 AM
0 9 1-7 * 1
Use the schedule preview to see the next run times before saving your task.
Notifications
Stay informed when tasks complete:
| Channel | Description |
|---|---|
| None | Results saved to task history only |
| Receive results via email | |
| SMS | Get alerts via text message |
| Both | Email and SMS notifications |
Configure your notification preferences in the task settings. You can include different email addresses or phone numbers per task.
Task Visibility
Control who can see and manage your scheduled tasks:
| Level | Who Can See | Use Case |
|---|---|---|
| Workspace | All workspace members | Team-wide reports |
| Team | Members of a specific team | Department automation |
| Private | Only you | Personal productivity |
Using Skills with Tasks
Link a scheduled task to an AI Skill for specialized behavior:
- Create or select a skill with the desired expertise
- When creating the task, select the skill from the dropdown
- The task will use the skill's system prompt and context
This is useful for:
- Applying consistent analysis frameworks
- Using domain-specific knowledge
- Maintaining standardized output formats
Managing Tasks
Task Status
| Status | Meaning |
|---|---|
| Active | Running on schedule |
| Paused | Temporarily stopped |
| Completed | One-time task finished |
| Failed | Last run encountered an error |
Quick Actions
- Pause/Resume - Temporarily stop or restart a task
- Run Now - Execute immediately without waiting for schedule
- View History - See past runs and their results
Run History
Each task maintains a history of executions:
- Run time - When the task executed
- Duration - How long it took
- Status - Success or failure
- Output - AI-generated results
- Trigger - Scheduled or manual
Review history to monitor task performance and troubleshoot issues.
Plan Limits
| Plan | Tasks Limit |
|---|---|
| Free | 0 |
| Starter | 5 tasks/month |
| Pro | 50 tasks/month |
| Team | Unlimited |
Best Practices
- Start simple - Begin with basic daily summaries before complex automation
- Test manually - Use "Run Now" to verify results before setting a schedule
- Monitor failures - Check task history regularly for issues
- Use notifications wisely - Avoid notification fatigue by limiting alerts to important tasks
- Combine with skills - Use skills for consistent, specialized outputs