Automating AI Prompts with Scheduled Tasks

What Are Scheduled Tasks?

Scheduled Tasks is a feature within your CRM's AI workspace that allows you to set up automated prompts to run at specific times. Instead of manually asking the same questions each day, you can schedule the AI to execute prompts automatically—hourly, daily, weekly, on weekdays, or using custom schedules. The results are saved in a history log, so you can review them at your convenience without needing to keep a chat window open.

Benefits of Automating AI Prompts

Automating recurring AI inquiries transforms them into reliable, hands-off routines that deliver insights precisely when needed.

• Save Time: Automate daily summaries, weekly reports, and routine checks that you would otherwise initiate manually.
• Timely Insights: Schedule prompts like "Summarize yesterday's new leads" for first thing in the morning or "Provide a weekly sales pipeline report" before your team meeting.
• Voice-to-Automation: You can create scheduled tasks using voice commands, turning spoken instructions into automated workflows.
• Agency Oversight: Manage multiple client accounts by setting up location-specific daily or weekly check-ins to monitor performance automatically.
• Consistent Onboarding: New team members can benefit from scheduled AI reports from day one, gaining immediate insights without extensive training.

Accessing the Scheduled Tasks Workspace

You can find and manage all your automated prompts in the Scheduled Tasks area within the AI workspace. This overview shows you what tasks are set to run next and which have new results ready for review.

Task List Overview

The main task list displays each scheduled prompt in a row. Common columns include:

• Name: The descriptive label for the task (e.g., "Morning Lead Summary").
• Frequency: How often the task runs (Hourly, Daily, Weekdays, Weekly, or Custom).
• Next Run: The date and time of the next scheduled execution, shown in your local timezone.
• Status: Indicates if the task is Active, Paused, or Cancelled.
• New Result Indicator: A visual marker appears when a task has completed a run that you haven't viewed yet.

From this list, you can perform quick actions on any task, such as running it immediately, pausing it, editing its details, or deleting it.

Setting Task Frequencies

Choosing the right schedule ensures your AI delivers value at the most useful moments. When creating or editing a task, you can select from the following options:

• Hourly: Executes the prompt every hour. Ideal for near real-time monitoring, like checking for recent failed appointments.
• Daily: Runs once per day at a specified time. Perfect for daily recaps of new contacts, appointments, or tasks.
• Weekdays: Runs from Monday through Friday at your chosen time. Useful for business-day summaries like pipeline updates.
• Weekly: Runs on a specific day of the week and time. Excellent for weekly performance reviews or campaign summaries.
• Custom (Cron): Allows for advanced, custom scheduling using cron syntax for maximum flexibility.

Reviewing Run History and Results

Every scheduled task maintains a complete history of its executions. This log provides transparency into the AI's automated activity.

• You can see every instance the task ran, marked as Successful, Failed, or Skipped.
• Click on any completed run entry to open the full AI chat session from that execution. Here, you can review the generated summary, report, or any actions the AI took.
• A "new result" indicator appears next to tasks that have fresh, unopened results. Opening the run clears this indicator, helping you track what you've seen.

Managing Task Status

Tasks have a lifecycle that you control through their status. This lets you manage automation without losing historical data.

• Active: The task is enabled and will run according to its defined schedule.
• Paused: The task's schedule is temporarily halted. No new automated runs will occur while paused, but the task's history and settings are preserved.
• Cancelled: The task is stopped permanently. Its run history remains, but it will not execute again.

Running Tasks Manually

You can execute any scheduled task on demand using the "Run now" action. This is useful for testing a prompt immediately or generating an extra report outside the normal schedule. The manual run will be recorded in the task's history alongside its scheduled executions.

Creating Scheduled Tasks

You can create a new scheduled task directly from within an AI chat session. After receiving a useful response from a prompt, you can choose to schedule that exact prompt to run automatically in the future. This also works with prompts initiated by voice command, allowing you to turn a spoken request into a recurring automated task.