Schedules & Tasks

Not every task starts with a conversation. Some things need to happen on a regular schedule without anyone remembering to ask — weekly reports, daily summaries, automated follow-ups, or routine checks. Schedules and tasks let you tell an agent “do this thing at this time, every time” and then forget about it.

How scheduled tasks work

A scheduled task is a set of instructions that an agent executes automatically at a time you define. The agent runs the task, completes whatever actions are needed (searching knowledge bases, sending emails, generating reports), and logs the results. You can review what happened after the fact or set up notifications so you know when a task completes.

Common examples for trade businesses:

• “Every Monday at 8am, generate a weekly job summary and email it to the team.”
• “Every weekday at 5pm, send me a list of jobs that were completed today.”
• “On the 1st of each month, check which customer maintenance contracts are due for renewal and draft reminder emails.”
• “Every Friday at 3pm, review open quotes older than 7 days and send follow-up emails to customers.”

Creating a scheduled task

1. Open the agent’s detail page

   From the Agents page, click on the agent you want to assign the task to. Choose an agent whose role matches the task — for example, assign a reporting task to your admin agent, or a follow-up task to your customer service agent.

2. Navigate to the Schedules tab

   On the agent detail page, click the Schedules tab. This shows all scheduled tasks currently assigned to this agent.

3. Click “New Schedule”

   Click the New Schedule button to create a new scheduled task.

4. Set the schedule

   Choose when the task should run:

   • Frequency — Daily, weekly, or monthly.
   • Day of week — For weekly tasks, pick which day (e.g. Monday).
   • Time — Set the time of day the task should start. All times are in your organisation’s timezone.

5. Write the task instructions

   Describe what the agent should do in plain language. Be specific about what output you expect and where it should go. For example:

   Search the job management system for all jobs completed in the past 7 days.
   Summarise each job with the customer name, job type, technician, and
   total cost. Format the summary as a clear list and email it to
   operations@smithplumbing.com.au with the subject line
   "Weekly Job Summary - [date range]".

6. Save and activate

   Click Save. The task is now scheduled and will run at the next occurrence. You can toggle it on and off at any time without deleting it.

Try asking your agent

“Schedule the Operations agent to generate a daily job summary every morning at 7am and email it to the team.”

“Set up a weekly task for the Bookkeeper to check for overdue invoices every Monday at 9am.”

Tip

Write task instructions the same way you would explain the task to a capable employee. The more specific you are about what to do, where to find the data, and where to send the results, the better the output.

Task blueprints

Task blueprints are reusable task templates that you can apply to any agent. Instead of writing the same instructions from scratch every time, create a blueprint once and reuse it across multiple agents or schedules.

For example, you might create a “Daily Job Summary” blueprint that any agent can use. When you apply it to a specific agent, you can customise the details (which email to send to, which jobs to include) while keeping the overall structure consistent.

Creating a blueprint

1. Go to the Blueprints section

   From the agent’s Schedules tab, click Manage Blueprints.

2. Create a new blueprint

   Give it a name and description, then write the template instructions. Use placeholders for parts that will change per agent or schedule — for example, “[recipient email]” or “[report period]”.

3. Apply the blueprint

   When creating a new scheduled task, you can select a blueprint as the starting point. Fill in the specific details and save.

Viewing execution history

Every time a scheduled task runs, Sprigr Teams logs the execution. You can review the full history to see what the agent did, whether the task completed successfully, and what output was produced.

From the agent’s Schedules tab, click on any scheduled task to see its execution history. Each entry shows:

• Timestamp — When the task started and finished.
• Status — Whether the task completed successfully, encountered an error, or timed out.
• Output — What the agent produced (the report it generated, the emails it sent, the actions it took).
• Activity log — A detailed breakdown of every step the agent took, including tool calls, searches, and API requests. This is the same activity log you see in regular conversations.

Caution

If a task fails repeatedly, check the task instructions for ambiguity. Common issues include referencing a knowledge base that does not exist, trying to send emails without a connected email integration, or instructions that are too vague for the agent to act on.

Managing schedules

You can manage all of an agent’s schedules from the Schedules tab:

• Pause a schedule — Toggle the schedule off to temporarily stop it from running. The task and its history are preserved.
• Edit instructions — Update what the agent does without changing the schedule timing.
• Change timing — Adjust when the task runs.
• Delete a schedule — Remove the task entirely. Execution history is kept for your records.

Tips for effective scheduled tasks

• Start simple. Begin with one or two scheduled tasks and expand once you see the results. A weekly job summary is a great first task.
• Match agent to task. Assign tasks to agents that have the right tools and integrations connected. A reporting task needs access to your job management system; an email follow-up task needs a connected email integration.
• Review the output. Check execution history regularly for the first few weeks to make sure the agent is producing the results you expect. Adjust the instructions if needed.
• Combine with workflows. For complex processes that need approvals or multiple agents, consider using a workflow with a schedule trigger instead of a simple scheduled task.

Next steps

• Agent Settings — Configure the tools and integrations your agent needs to execute scheduled tasks.
• Activity Log — Understand the detailed breakdown of what your agent does during task execution.
• Workflows — For multi-step processes that need approvals, workflows with schedule triggers are a more powerful option.
• Integrations — Connect email, job management, and other services so your scheduled tasks can take real actions.