Schedule actions, reminders and follow-ups

The AI assistant can do almost anything later, not just now. Ask it to "text Sam tomorrow at 9", "remind me Friday to call the supplier" or "email the spring list every Monday at 8". You confirm once, it runs on time, and every run is checked again before it happens. Scheduled actions are part of the AI assistant on the Starter and Pro plans.

What can I schedule?

Almost every change the assistant can make can be set for a later time, including texts, one-off emails, email and text campaigns, tasks, running an automation and lead-status updates. Times are understood in your business's time zone, and you can schedule up to 12 months ahead.

Texts, one-off emails, tasks, email and text campaigns, automation runs, lead-status updates and data changes can also repeat. Deletes, payments, and team or settings changes can be scheduled once but not repeated.

How do I schedule something?

Say what and when, for example:

• "Text Priya tomorrow at 8 that we're on the way."
• "Email the Henderson estimate reminder on Friday at 9am."
• "Send the spring campaign next Tuesday at 9."

The assistant understands times like "tomorrow 8am", "Friday 9am", "next Monday at 7:00", "Oct 2 8am", "in 2 hours" and "tonight 7". A date with no time means 9:00 AM, and a bare "at 3" means 3 PM. Times in the past are refused.

You get a card titled "Scheduled: …" that shows when it sends and the full message. Click Schedule it or reply "yes". Texts scheduled outside 8:00 AM to 9:00 PM get a quiet-hours warning on the card first.

How do repeating actions work?

Say how often: every day, every weekday, weekly on the days you choose, or monthly on a day of the month, at a time of day. You can add an end date ("until December 15") or a number of runs. The card shows the pattern, such as "Every Monday 9:00 AM — first Mon Oct 5, 9:00 AM", before you confirm. Repeats can't be hourly or every few weeks.

What happens when a scheduled action runs?

Every run is checked again first: that you still have access, that the record still exists, that the person hasn't opted out (for example by texting STOP or unsubscribing), and that you're within your limits. If a check fails, it doesn't run and you're told.

• When a one-off action runs, the assistant posts "Done — …" in your chat.
• If it fails, you'll see "Heads up — "…" didn't run: …", and owners and admins also get an alert.
• A send that would go out more than two hours late is skipped as missed, rather than arriving at an odd time.

How do reminders work?

Ask "remind me Friday at 4 to call the supplier" (or "every Monday at 7, remind me to check the van"). You get a Reminder card; click Set reminder. When it's due, a reminder ("⏰ Reminder: …") is posted in the assistant and appears in the Tasks hub. Owners and admins also get it by email, and by text if admin text notifications are set up.

To remind a client, schedule a text or email to them instead ("text Priya tomorrow at 9 to confirm her appointment").

What is a follow-up plan?

A follow-up plan is a series of steps that run at set times, each with its own conditions. Ask for one in plain English, for example "Follow up with anyone on the spring list who hasn't replied in 3 days, then again a week later" or "If the Patel invoice is still unpaid next Friday, text them a reminder."

• The card is titled "Plan: …" and lists the steps by day, each with a checkbox and its condition. Click Schedule plan.
• A plan can have up to 12 steps. A step can text or email leads (up to 100 per step), remind you (for example with a list of who hasn't replied), or do any action that can be scheduled, such as sending an estimate or creating a task.
• Conditions are checked when each step runs: the person hasn't replied since the plan started, the lead status is still the same, the estimate hasn't been accepted, or the invoice is still unpaid.
• For leads, a text from them or an email from their address in your CRM Inbox counts as a reply. For a single client, texts count.
• Opens and clicks aren't tracked, so they can't be used as conditions.

What is an AI check-in?

An AI check-in is a background task on a schedule, for example "Every Monday at 7, tell me what needs attention." It reads your CRM and drafts a summary or suggestions, but it can only propose; any change still needs your OK. AI check-ins use your monthly background-task budget.

What are routines?

A routine is a standing job for the assistant, such as "every weekday, follow up with interested leads." Routines are for owners and admins. When you set one up, the Routine card shows exactly what it's allowed to do without asking:

• Each run and Schedule: what it does and when.
• Allowed without asking: the kinds of actions it can take on its own, such as sending texts, creating tasks or updating lead statuses.
• Only for: which leads, lead lists or clients it can act on.
• Limits: how many actions per run and per day.
• Ends: an end date (30 days by default, up to 180).

Click Start routine to approve it. Within that scope it acts without a card each time, but texts are never sent outside 8:00 AM to 9:00 PM. Anything outside the scope comes back to you as a normal card ("Your routine … wants to …, so it needs your OK.") and in Routines need your OK in the Tasks hub. You get a daily summary of what it did, and you can stop a routine at any time. Each run uses one assistant reply from your plan.

What is the Tasks hub?

Click Tasks in the sidebar (or Tasks in the assistant panel, then Open full view). The Tasks page shows everything the assistant is doing or will do, in five tabs:

• Running: background tasks and scheduled items running right now.
• Scheduled: one-off scheduled actions, reminders, AI check-ins and plans.
• Recurring: repeating items.
• Routines: your routines, plus any of their actions that need your OK.
• Done: your most recent finished background tasks, and scheduled items that finished in the last 30 days.

Open any item to see when it runs next, how it repeats, its steps and its history. From there you can Run now, Skip next (for repeating items), Reschedule, Pause, Resume, or cancel it (Cancel, Stop routine or Cancel plan). Owners and admins can switch between Mine and Everyone's scheduled.

You can also manage things by asking: "cancel the 8am text", "pause the Monday email", "move tomorrow's reminder to 3pm".

Can I change a scheduled message?

You can reschedule, pause, skip or cancel it, but you can't edit the content after confirming. To change the wording, cancel it and ask for a new one.

How do I set up recurring jobs for a client?

Use an automation. In Automations, add a Create Booking block, choose Recreate, and set Days after source booking (14 by default). The new booking copies the client and booking details from the booking that triggered the automation. See Visual workflow automation.