Scheduling Agent Workflows

This guide explains how to schedule agent workflows to run automatically at specific times and days, enabling hands-free automation of recurring tasks.

What is Workflow Scheduling?

Workflow scheduling allows you to configure agent workflows to execute automatically on a defined schedule. Instead of manually running a workflow each time, you can set it to run:

  • Daily at a specific time
  • Weekly on selected days
  • Custom schedules for business hours or specific patterns

Common use cases include:

  • Daily report generation
  • Morning news briefings
  • Weekly social media posts
  • Regular data synchronization
  • Periodic monitoring and alerts
  • Automated customer outreach

Accessing the Schedule Section

  1. Navigate to Schedule from the main menu
  2. You'll see two tabs:
    • Create: Set up new scheduled workflows
    • List: View and manage existing schedules

Creating a Scheduled Workflow

Step 1: Select a Workflow

  1. Go to Schedule → Create
  2. In the Agent Workflow dropdown, select the workflow you want to schedule
  3. Only published workflows appear in this list

Tip: If your workflow doesn't appear, go to the workflow editor and ensure it's set to "Published" status.

Step 2: Enter the Task Prompt

  1. In the Prompt field, enter the task you want the agent to perform
  2. This is the same as the message you would type when running the workflow manually
  3. The workflow will execute this prompt each time the schedule triggers

Examples:

  • "Generate a daily sales report for yesterday and send it via email"
  • "Search for news about our company from the past 24 hours and summarize key articles"
  • "Post today's motivational quote to LinkedIn with relevant hashtags"
  • "Check our Instagram comments from the past day and respond to customer questions"

Step 3: Configure the Schedule

Select Days of the Week

Check the boxes for the days when you want the workflow to run:

  • ☐ Monday
  • ☐ Tuesday
  • ☐ Wednesday
  • ☐ Thursday
  • ☐ Friday
  • ☐ Saturday
  • ☐ Sunday

Tips:

  • Select all days (Monday-Sunday) for daily execution
  • Select Monday-Friday for weekday-only execution
  • Select specific days for weekly tasks (e.g., just Monday for weekly reports)

Select Time of Day

  1. Use the Schedule Time dropdown to choose when the workflow should run
  2. Time slots are available in 30-minute increments
  3. Times are displayed in 12-hour format (e.g., "9:00 AM", "2:30 PM")

Best Practices:

  • Schedule report generation for early morning (before work hours)
  • Schedule social media posts for high-engagement times
  • Avoid scheduling resource-intensive workflows during peak hours
  • Consider time zones when scheduling customer-facing tasks

Select Timezone

  1. Choose the appropriate timezone from the Timezone dropdown
  2. Available timezones include:
    • Eastern Time (ET) - America/New_York
    • Central Time (CT) - America/Chicago
    • Mountain Time (MT) - America/Denver
    • Pacific Time (PT) - America/Los_Angeles
    • Plus UTC and major international timezones

Important: The workflow will execute based on the selected timezone, not your browser's local time.

Step 4: Attach Files (Optional)

If your workflow requires specific files for context:

  1. Click the Attach Files button
  2. Select files from your Media Manager
  3. Attached files will be available to the workflow on each execution

Use Cases:

  • Reference documents for report generation
  • Templates for content creation
  • Data files for analysis
  • Brand guidelines for social media posts

Step 5: Attach Prompts (Optional)

If you have reusable prompts in your Prompt Library:

  1. Click the Attach Prompts button
  2. Select prompts to include with the schedule
  3. Prompts provide additional instructions, formatting guidelines, or context

Use Cases:

  • Output formatting templates
  • Brand voice guidelines
  • Compliance instructions
  • Quality checklists

Step 6: Enable the Schedule

  1. Toggle the Active switch to ON (green)
  2. When active, the workflow will execute according to the schedule
  3. When inactive, the schedule is saved but won't trigger executions

Use Cases for Inactive Schedules:

  • Temporarily pause a schedule without deleting it
  • Prepare schedules in advance before activation
  • Seasonal schedules (activate only during specific periods)

Step 7: Give Your Schedule a Title (Optional)

  1. Enter a descriptive title in the Schedule Title field
  2. Titles help you identify schedules in the list view
  3. If left blank, the system uses the workflow name + schedule time

Examples:

  • "Daily Sales Report - 8 AM"
  • "Monday Morning News Brief"
  • "Weekday Social Media Posts"

Step 8: Save the Schedule

  1. Click the Save button at the bottom
  2. You'll see a confirmation message
  3. The schedule is now active and will execute at the configured times

Managing Existing Schedules

Viewing All Schedules

  1. Go to Schedule → List
  2. You'll see all configured schedules with:
    • Schedule title or workflow name
    • Selected days (badges for each active day)
    • Execution time
    • Timezone
    • Active status (green toggle = active, gray = inactive)
    • Last run time (if applicable)

Editing a Schedule

  1. In the List view, click the Edit button (pencil icon) next to a schedule
  2. Make your changes to any field
  3. Click Save to apply changes

What You Can Edit:

  • Workflow selection
  • Task prompt
  • Days of the week
  • Execution time
  • Timezone
  • Attached files and prompts
  • Active status
  • Schedule title

Temporarily Disabling a Schedule

  1. In the List view, toggle the Active switch to OFF (gray)
  2. The schedule remains saved but won't trigger executions
  3. Toggle back to ON when you want to resume

Deleting a Schedule

  1. In the List view, click the Delete button (trash icon)
  2. Confirm the deletion
  3. The schedule is permanently removed

Note: Deleting a schedule does NOT delete the underlying workflow - only the scheduled automation.

Schedule Execution Behavior

How Schedules Trigger

  • Schedules run in Agent Mode (full workflow execution)
  • The configured prompt is sent as if you typed it manually
  • Tools execute automatically (no approval requests, even if "Ask Mode" is set in the workflow UI)
  • Execution follows the workflow's configuration (Sequential or Supervisor mode)

Viewing Execution Results

Option 1: Workflow History

  1. Go to the workflow's detail page
  2. View past executions in the message timeline
  3. Scheduled runs appear alongside manual runs

Option 2: Schedule List (if execution tracking is displayed)

  • Check the "Last Run" timestamp in the Schedule List
  • Some implementations show execution status indicators

Failed Executions

If a scheduled execution fails:

  • The system attempts the execution at the scheduled time
  • If the workflow or tools fail, the error is logged
  • The schedule remains active for the next occurrence
  • Check workflow execution history for error details

Common Failure Causes:

  • Expired or invalid credentials for tools
  • Workflow configuration errors
  • API rate limits exceeded
  • Network connectivity issues

Best Practices

Scheduling Strategy

  1. Start Simple: Begin with one or two schedules and expand gradually
  2. Test First: Manually run the workflow with the exact prompt before scheduling
  3. Monitor Initially: Check execution results for the first few runs
  4. Adjust Timing: Optimize schedule times based on performance and results

Prompt Design for Scheduled Workflows

Use Dynamic Date References:

  • ✅ Good: "Generate a report for yesterday"
  • ✅ Good: "Get news from the past 24 hours"
  • ❌ Avoid: "Generate a report for March 15"

Be Specific About Actions:

  • ✅ Good: "Search for mentions of our brand on social media and reply to any questions"
  • ❌ Vague: "Check social media"

Include Error Handling:

  • "If no new comments are found, send me a summary saying 'No new activity'"

Credential Management

  • Ensure all credentials used by the workflow are OAuth2 and automatically refreshed
  • For API key credentials, verify they haven't expired
  • Test credential connections before relying on scheduled runs

Timezone Considerations

  • Choose the timezone relevant to your audience or business hours
  • Remember Daylight Saving Time changes may affect execution times
  • For global audiences, consider multiple schedules in different timezones

Troubleshooting

Schedule Doesn't Trigger

Check:

  • Is the Active toggle ON?
  • Is the workflow Published?
  • Are credentials for the workflow's tools still valid?
  • Is the selected time in the past for today?

Execution Fails

Check:

  • View the workflow's execution history for error details
  • Test the workflow manually with the same prompt
  • Verify all tools have valid credentials
  • Check if API rate limits have been reached

Wrong Results

Check:

  • Review the task prompt for clarity and dynamic date references
  • Verify the workflow configuration matches your expectations
  • Test the workflow manually to isolate issues
  • Check if context from previous runs is affecting results (clear context if needed)

Schedule Not Appearing in List

Check:

  • Did you click Save after creating the schedule?
  • Try refreshing the page
  • Check if you're viewing the correct account/workspace

Example Schedules

Daily Morning Briefing

  • Workflow: News Research Agent
  • Prompt: "Search for top tech news from the past 24 hours and create a 5-bullet summary"
  • Days: Monday - Friday
  • Time: 7:00 AM
  • Timezone: Eastern Time (ET)
  • Active: ON

Weekly Social Media Post

  • Workflow: Social Media Manager
  • Prompt: "Create an inspirational quote post with an image and publish to LinkedIn"
  • Days: Monday
  • Time: 9:00 AM
  • Timezone: Pacific Time (PT)
  • Files: Brand logo, brand guidelines
  • Active: ON

Daily Customer Service Monitoring

  • Workflow: Instagram Community Manager
  • Prompt: "Check Instagram comments from the past 24 hours, respond to questions, and hide spam"
  • Days: Monday - Sunday
  • Time: 8:00 AM, 2:00 PM (create two schedules)
  • Timezone: Central Time (CT)
  • Active: ON