Routines and Schedules

What Are Routines?

Routines are scheduled, recurring tasks that your AI Employee performs automatically without any human prompt. Instead of asking your employee "What were yesterday's sales?" every morning, you can set up a routine to deliver that report automatically at 8 AM.

Routines are one of the most powerful features of AI Employees — they turn reactive assistants into proactive workers.

Creating a Routine

1. Open the AI Employee that should run the routine.
2. Go to the Settings tab and find the Routines section.
3. Click "Add Routine."
4. Give the routine a descriptive name (e.g., "Daily Sales Summary").
5. Set the schedule — choose from preset options (daily, weekly, monthly) or enter a custom cron expression for more control.
6. Write the task description. This is what the AI Employee will execute each time the routine runs. Write it as a clear instruction, like "Generate a summary of all sales orders from the past 24 hours, including total revenue, number of orders, and top 5 customers by order value."
7. Click "Save" to activate the routine.

Schedule Options

Routines support flexible scheduling:

• Daily — Runs once per day at your specified time.
• Weekly — Runs on selected days of the week (e.g., every Monday and Thursday).
• Monthly — Runs on a specific day of the month.
• Custom (Cron) — For advanced scheduling. Uses standard cron syntax. For example, "0 8 * * 1-5" runs at 8 AM every weekday.

All schedules use your company's configured timezone.

Routine Examples

Here are common routines that businesses find valuable:

Daily Sales Summary

Schedule: Every day at 8 AM. Task: "Summarize yesterday's sales — total revenue, number of orders, average order value, and any orders that were flagged or cancelled."

Weekly Inventory Check

Schedule: Every Monday at 7 AM. Task: "Check all inventory items. List any items where current stock is below the reorder point. For each, show current quantity, reorder point, and suggested order quantity."

Monthly AR Aging Report

Schedule: 1st of every month at 9 AM. Task: "Generate an accounts receivable aging report. Group outstanding invoices by 0-30, 31-60, 61-90, and 90+ days. Include total amounts for each bucket and list the top 10 customers with the most overdue amounts."

Daily Open Order Alert

Schedule: Every weekday at 5 PM. Task: "List all open sales orders that have been in 'pending' status for more than 3 days. Include customer name, order date, and total amount."

Viewing Routine History

Each routine keeps a history of its executions. In the Routines section, click on a routine to see:

• When it last ran and the result.
• Previous executions with timestamps and success/failure status.
• The full output from each run — what the AI Employee found and reported.

Pausing and Editing Routines

You can pause a routine at any time without deleting it. Paused routines retain their configuration and history — just toggle them back on when you are ready. To change the schedule or task, click "Edit" on the routine. Changes take effect starting from the next scheduled run.