> ## Documentation Index
> Fetch the complete documentation index at: https://developers.webai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Scheduled Tasks

> Automate recurring AI work in the webAI desktop app. Save a prompt, pick a schedule, and review results in a dedicated conversation.

export const ScheduledTasksPageFaq = () => <AccordionGroup>
    <Accordion title="Will my task run if webAI is closed?">
      No. Scheduled Tasks run <strong>while webAI is open</strong>. When you reopen the app, overdue recurring tasks may get <strong>one catch-up run</strong> for the oldest missed slot.
    </Accordion>
    <Accordion title="I missed several daily runs while away. Will they all run?">
      No. Catch-up delivers <strong>one</strong> run for the oldest missed interval. Intermediate missed runs are not replayed individually.
    </Accordion>
    <Accordion title="Why can't I save my Inbox Triage or Meeting Prep task?">
      The <strong>Integration</strong> panel must show <strong>Ready</strong> before saving. Connect Google under <strong>Settings → Integrations → Connectors</strong>, and enable <strong>Calendar</strong> or <strong>Reminders</strong> under <strong>Settings → System</strong> as needed. See <a href="/using-webai/connectors">Connectors</a> and <a href="/using-webai/scheduled-tasks#integrations-and-connectors">Integrations and Connectors</a>.
    </Accordion>
    <Accordion title="Do I need Connectors for every scheduled task?">
      No. <strong>Blank tasks</strong> with only a custom prompt (and optional web search) do not require Connectors. Connectors are needed when the task uses <strong>Gmail</strong>, <strong>Google Calendar</strong>, or other connected services.
    </Accordion>
    <Accordion title="Where do I review results?">
      Open the <strong>Scheduled: {"{task name}"}</strong> conversation via <strong>Open conversation</strong> on the task or in <strong>History</strong>. Completion notifications may also link to the conversation.
    </Accordion>
  </AccordionGroup>;

**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.

## 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](/using-webai/chat).

Schedules run **while webAI is open** and use **this device's local time**.

## 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.

## Find Scheduled Tasks

Scheduled Tasks are not a separate app in the sidebar. You reach them from [Chat](/using-webai/chat):

<Steps>
  <Step title="Open Chat">
    Open the webAI desktop app and go to **Home** (chat).
  </Step>

  <Step title="Open the add menu">
    Click **+** in the composer to open the add menu.
  </Step>

  <Step title="Choose Scheduled tasks">
    Choose **Scheduled tasks** to see a quick list of upcoming tasks, create a **New scheduled task**, or open the full **Scheduled tasks** management page.
  </Step>
</Steps>

The full management page includes **Upcoming** and **History** tabs, search, filters, and **New Task**.

## Create a scheduled task

### Start from a template or blank task

When you create a task from the composer, you can pick:

| Option                          | Description                                                                   |
| ------------------------------- | ----------------------------------------------------------------------------- |
| **Blank task**                  | Start without a template. Write your own prompt and schedule.                 |
| **Inbox Triage**                | Daily review of overnight Gmail. Surfaces priorities and replies (read-only). |
| **Meeting Prep**                | Weekday prep from connected calendars and optional Reminders.                 |
| **Health and Activity Summary** | Currently unavailable. Requires a health integration.                         |

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).

### Configure the task

<Steps>
  <Step title="Set the schedule">
    Choose **Repeats** (**Once**, **Daily**, or **Weekly**), then set **Runs at** (local time, and date for one-time tasks).
  </Step>

  <Step title="Name and prompt">
    Enter a **Name** (required) and **Prompt** (required instructions for the assistant).
  </Step>

  <Step title="Choose options">
    Set **Persona**, **Online research**, **Skill**, **Knowledge base**, and any required **Integration** options.
  </Step>

  <Step title="Save">
    Save when the form is complete. New schedules must be in the **future**.
  </Step>
</Steps>

In the **Create scheduled task** or **Edit scheduled task** dialog:

| Field               | What it does                                                                   |
| ------------------- | ------------------------------------------------------------------------------ |
| **Repeats**         | **Once**, **Daily**, or **Weekly**                                             |
| **Runs at**         | Local time (and date for one-time tasks)                                       |
| **Name**            | Required label for the task                                                    |
| **Prompt**          | Required instructions for the assistant                                        |
| **Persona**         | **Automatic** (default) or a local persona                                     |
| **Online research** | Search the web for current information. **On by default** for new tasks.       |
| **Skill**           | Optional agent skill to apply                                                  |
| **Knowledge base**  | Optional attached knowledge base                                               |
| **Integration**     | Shown when the task needs connected services. Must be **Ready** before saving. |

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.

## Schedules

Scheduled Tasks use three schedule types, not custom cron expressions:

| Type       | Behavior                                                              | Example label                                |
| ---------- | --------------------------------------------------------------------- | -------------------------------------------- |
| **Once**   | Runs one time at a specific date and time, then becomes **Completed** | Once on Tue, Mar 4 at 7:30 AM                |
| **Daily**  | Same local time every day                                             | Daily at 7:30 AM                             |
| **Weekly** | Selected weekdays at a local time                                     | Weekly on Mon, Tue, Wed, Thu, Fri at 7:00 AM |

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.

## 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).

## 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.

### History and run statuses

The **History** tab lists past runs with statuses:

| Status        | Meaning                                                      |
| ------------- | ------------------------------------------------------------ |
| **Queued**    | Waiting to start                                             |
| **Running**   | In progress                                                  |
| **Succeeded** | Completed successfully                                       |
| **Failed**    | Could not complete (often model availability)                |
| **Skipped**   | Did not run. Usually setup not ready or task already running |

## Integrations and Connectors

Some tasks, especially templates, need connected services. [Connectors](/using-webai/connectors) link accounts and tool servers; Scheduled Tasks automate **when** a saved prompt runs and where results are stored.

### Built-in templates and requirements

| Template                        | Integrations needed                                                      |
| ------------------------------- | ------------------------------------------------------------------------ |
| **Inbox Triage**                | **Gmail** (required)                                                     |
| **Meeting Prep**                | **Calendar** or **Google Calendar** (required); **Reminders** (optional) |
| **Health and Activity Summary** | **Health** (not currently available)                                     |

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

### 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:

| Integration                             | Where to configure                                                                                                    |
| --------------------------------------- | --------------------------------------------------------------------------------------------------------------------- |
| **Gmail**, **Google Calendar**          | **Settings → Integrations → Connectors**. Connect your Google account. See [Connectors](/using-webai/connectors).     |
| **Calendar**, **Reminders** (on-device) | **Settings → System**. Enable the integration and allow OS permissions when prompted. See [System](/settings/system). |

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

<Note>
  When **Online research** or connected-service tools are enabled, relevant requests may be sent off your device. See the [Privacy Policy](https://www.webai.com/privacy) for how that data is handled.
</Note>

## Customize tasks

Beyond templates, you can build sophisticated scheduled workflows:

### 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).

### Persona selection

* **Automatic** (default) lets webAI choose persona behavior.
* Pick a **local persona** for consistent voice and behavior. See [Personas](/using-webai/personas).
* Remote or connected personas are not available in the scheduled task picker.

### 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](/using-webai/chat#skills) and [Knowledge Manager](/using-webai/knowledge-manager).

If a linked skill is deleted later, the task still runs. The run notes that the skill was skipped.

### 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.

### 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.

## Limitations

<AccordionGroup>
  <Accordion title="View all limitations">
    | Restriction                      | What you should know                                                                                                                                       |
    | -------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- |
    | **Desktop only**                 | Scheduled Tasks require the webAI desktop app.                                                                                                             |
    | **App must be open**             | Tasks run on a schedule **while webAI is open**, not as a background OS service.                                                                           |
    | **Local time**                   | All schedules use **this device's local time zone**.                                                                                                       |
    | **Internet for online features** | **Online research** and connected-service tools need network connectivity.                                                                                 |
    | **Model availability**           | Runs use the normal AI stack. If no capable model is loaded, runs may **Fail**.                                                                            |
    | **Capable model recommended**    | Tasks with connected tools or complex agent behavior work best with a **capable model (about 8B parameters or larger)** with tool calling.                 |
    | **Catch-up behavior**            | If webAI was closed across missed intervals, **one catch-up run** fires for the oldest missed slot when you reopen, not one run for every missed interval. |
    | **One-time completion**          | **Once** tasks become **Completed** after their run. Edit the schedule to run again.                                                                       |
    | **No delete while running**      | Wait for a run to finish before deleting the task.                                                                                                         |
    | **No overlapping runs**          | The same task cannot run twice at once. Overlapping attempts are **Skipped**.                                                                              |
    | **Future schedules only**        | New or edited schedules must be set to a **future** date and time.                                                                                         |
    | **Integration readiness**        | Template tasks with Gmail or Calendar requirements cannot be saved until setup shows **Ready**.                                                            |
    | **Restart interruption**         | A run interrupted by quitting or restarting the app may show as failed or interrupted in history.                                                          |
    | **Read-only templates**          | Built-in Gmail and Calendar templates do not send email or modify calendar events.                                                                         |
  </Accordion>
</AccordionGroup>

## Common questions

<ScheduledTasksPageFaq />

<Note>
  More answers are in the [FAQ](/support/faq#scheduled-tasks).
</Note>