# Scheduled tasks & event triggers

> Hand the AI work to do later on its own — on a schedule, or the moment a lead, an order, a booking or a publish happens.

Source: https://knowledge.estage.com/workspace/scheduled-tasks/
Part of the ESTAGE knowledge base (https://knowledge.estage.com). Full corpus: https://knowledge.estage.com/llms-full.txt

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The AI doesn't only work while you're in the chat. Tell it what to do **later** — every morning,
next Monday, in two hours — or **whenever something happens** in your business — a new lead, an
order, a booking, a publish — and it does the work on its own, with the same tools it has in the
chat, and leaves you a report.

## Asking for one

Say it in the chat the way you'd say it to a person:

- "Every morning at 9, check new orders in the CRM and tag anyone who hasn't paid."
- "In two hours put the old banner back."
- "Every Monday publish a short weekly update on the blog."
- "**When a new lead comes in**, add them to the newsletter list and tag them *website*."
- "**Whenever an order is placed**, send the details to my Telegram."
- "**After every publish**, check the live site for broken links and tell me what you found."

The AI turns it into a **task**: a name, the instructions a future run will follow without this
conversation, the steps it plans to take, and when (or on what) it runs. Nothing runs yet — a card
appears under the reply with **Confirm** and **Dismiss**. Only your confirmation activates it, and
each run is billed to the account that confirmed.

You can also create and edit tasks by hand in **Settings → Scheduled Tasks**.

## Schedules

A task can run **once** at a time you name (or "in N minutes" from when you confirm), on a
**repeat** every N hours or days, **daily** or on chosen weekdays at set times, **monthly** on a
day of the month, or on a custom cron expression. Times use your own time zone unless the task
names one. Runs can't be closer than 15 minutes apart — an unattended AI every few minutes is a
runaway loop, not a schedule.

## Event triggers

Instead of a clock, a task can wait for one of four events. This section is the short version —
[Trigger tasks](/workspace/trigger-tasks/) has the recipes and the details.

| Event | Fires when | The run is told |
|---|---|---|
| **New lead** | a form on your site, or a funnel page, captures a contact | name, email, phone, the form's fields |
| **New order** | an order form completes a purchase, on any payment method | product, amount, payment method, coupon, buyer |
| **New booking** | a visitor books a meeting through your meeting element | meeting type, time, name, email, location |
| **Site published** | the site is published, from the builder or by a task | the live URL and connected domains |

A burst of events becomes **one run**, not one run each: events that arrive within the task's
batching window (five minutes by default, adjustable) are folded together and the run sees them
as a list — fifty sign-ups from a campaign is one AI turn, and one charge. Runs of the same task
never overlap.

Each event belongs to the app it happened in. In a project with several apps, an order on the
web app triggers that app's tasks, not the main site's.

## While a task runs

A run is an ordinary AI turn on your project — it edits files, reads the CRM, uses connectors —
with the differences that follow from nobody being at the keyboard:

- It **can't ask questions**. When something is unclear it takes the safe reading or skips that
  part, and says so in its report.
- It **publishes only if you allowed it** when confirming. Otherwise changes wait in the builder
  for you to publish.
- It **defers to you**: if you're chatting with the AI in that app, a due run waits a few
  minutes rather than editing under you.
- After three failed runs in a row the task **pauses** and you get an email.

Every run appears in the chat like any other AI reply, with its file changes and **Revert**, and
in **Settings → Scheduled Tasks** with the closing report.

## Managing tasks

**Settings → Scheduled Tasks** lists proposals, active, paused and finished tasks with their run
history. Per task: **Run now** (runs as you, billed to you), **Pause**, **Resume**, **Edit** and
**Delete**. Stopping a run that's in progress is one click on the run.

To change what a task does or when it runs, ask the AI in the chat — it proposes a new version
that replaces the old one when you confirm — or edit it in Settings.