Scheduled Tasks

Scheduled Tasks let you automate recurring AI work in the webAI desktop app. Save a prompt, pick a schedule, and webAI runs it for you while the app is open, then saves the results in a dedicated conversation you can review later.

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Overview

A scheduled task is a saved name, prompt, and schedule that webAI runs automatically at the right local time. Each task can optionally use:

• A persona
• Online research (web search)
• A skill
• A knowledge base
• Connected services (Gmail, Calendar, Google Calendar, Reminders) when your prompt needs them

Think of scheduled tasks as unattended assistant runs, not background OS jobs. They execute inside webAI using the same AI stack as Chat. Schedules run while webAI is open and use this device’s local time.

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Requirements

Before you rely on scheduled tasks, confirm the following:

• You are using the webAI desktop app on macOS.
• webAI stays open when a task is due to run.
• Schedules use this device’s local time zone.
• A capable model (about 8B parameters or larger) is recommended for tasks that use connected services or complex agent behavior.
• You have an internet connection when Online research or connected-service tools are enabled for a task.

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Find Scheduled Tasks

Scheduled Tasks are not a separate app in the sidebar. You reach them from Chat: The full management page includes Upcoming and History tabs, search, filters, and New Task.

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Create a scheduled task

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Start from a template or blank task

When you create a task from the composer, you can pick: Templates pre-fill the prompt, schedule, and integration requirements. You can edit everything before saving. Creating from the full Scheduled tasks page starts with a blank task (no template picker).

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Configure the task

In the Create scheduled task or Edit scheduled task dialog: Dialog guidance: “Book a slot on the planner. Times are local to this device, and runs happen while webAI is open.” Tips:

• New schedules must be in the future.
• Use ⌘ Enter to save from the prompt field.
• Name limit: 120 characters. Prompt limit: 20,000 characters.

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Schedules

Scheduled Tasks use three schedule types, not custom cron expressions: The week planner helps you pick time slots around existing tasks. One-time tasks: After their scheduled run is claimed, they show as Completed and stop running. Use Edit schedule to run again if you want another one-time run.

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Manage tasks

On each task you can:

• Pause / Resume with the toggle or menu
• Run now to trigger immediately (disabled while already running)
• Edit to change the prompt, schedule, or options
• Delete permanently (blocked while running)

Task statuses: Active, Paused, Completed (one-time tasks after their run time).

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Results and history

When a task runs, webAI:

1. Creates or reuses a chat conversation named Scheduled: {task name}
2. Sends your saved prompt through the normal assistant pipeline
3. Records the run in History
4. Shows a notification when finished

Open results via:

• Open conversation on the task row or history entry
• The completion notification (when available)

Successful runs may appear as chat messages and, when applicable, as document-style output in the conversation.

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History and run statuses

The History tab lists past runs with statuses:

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Integrations and Connectors

Some tasks, especially templates, need connected services. Connectors link accounts and tool servers; Scheduled Tasks automate when a saved prompt runs and where results are stored.

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Built-in templates and requirements

Integration-heavy templates are read-only by design. They instruct the assistant to search and summarize, not send messages or modify data.

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Setting up integrations before saving

When a task requires integrations, the form shows an Integration panel:

• Checking setup… while verifying
• Ready: Gmail (or similar) when everything is connected
• An error message with Open setup when something is missing

Setup paths: Blank tasks with only Online research do not require Connectors setup. Web search and connected services are independent options.

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Customize tasks

Beyond templates, you can build sophisticated scheduled workflows:

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Custom prompts

Write any prompt you would ask in chat: summaries, reports, research briefs, planning checklists. The assistant uses the same tools available during a normal turn (web search, connected tools, skills, knowledge bases).

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Persona selection

• Automatic (default) lets webAI choose persona behavior.
• Pick a local persona for consistent voice and behavior. See Personas.
• Remote or connected personas are not available in the scheduled task picker.

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Skills and knowledge bases

Attach an optional Skill or Knowledge base so each run uses specialized instructions or your own reference material. See Skills in Chat and Knowledge Manager. If a linked skill is deleted later, the task still runs. The run notes that the skill was skipped.

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Online research default

New tasks default to Online research on so scheduled runs can use current web information. Turn it off for fully local, on-device runs.

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Composer quick list vs full page

The composer Scheduled tasks sub-menu shows up to three active tasks (most frequent first). Use Open scheduled tasks for the full list, search, and history.

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Limitations

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Common questions