The Task Scheduler gives you total control over when and how your automations run. You can set up one-time or recurring tasks to execute across any of your connected apps—no more manual follow-ups, repetitive actions, or missed deadlines.

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What Can You Do With Task Scheduler?

  • Automate repetitive work:
    Send emails, update docs, sync files, or post messages on a schedule.
  • One-time or recurring:
    Set a task to run once at a specific time, or create sophisticated recurring schedules using cron patterns.
  • Multi-app orchestration:
    Trigger actions across Gmail, Slack, Google Workspace, Notion, Shopify, Jira, HubSpot, and many more—automatically.
  • Track, pause, or cancel:
    Monitor all your scheduled jobs in one place, and update, pause, resume, or cancel with a click.

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How It Works

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1. Scheduling a Task

When you use the Task Scheduler, you describe:
  • What to do:
    A clear, human-friendly description of your task or action (for example, “Email weekly sales report to team”).
  • Where to do it:
    Which apps should execute the task (such as Gmail, Google Sheets, Slack). You can select one or multiple apps, as long as they’re connected.
  • When to do it:
    • For one-time tasks, choose a delay (like “15m” for 15 minutes, or a specific date/time in your timezone).
    • For recurring tasks, use natural cron syntax (like “0 9 * * 1” for every Monday at 9 AM).
The Task Scheduler checks all app connections for you. If you select an app that isn’t connected yet, it’ll prompt you to connect before you can schedule.

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2. Task Types

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One-Time Tasks

  • Runs once at your specified date/time or after a chosen delay.
  • Perfect for follow-ups, reminders, or one-off actions.
  • Track status: See if it’s waiting, queued, running, completed, canceled, or failed.

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Recurring Tasks

  • Runs automatically on a regular schedule (hourly, daily, weekly, monthly, or any custom pattern).
  • Uses standard cron formatting for flexibility.
    (Example: “0 8 * * *” = every day at 8 AM)
  • Track status: See active, paused, completed, or failed recurring jobs.
  • You can pause or resume recurring tasks anytime.

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3. Managing and Monitoring Tasks

  • Dashboard View:
    See all your scheduled tasks—one-time and recurring—at a glance, with clear stats (total, active, paused, failed).
  • Live Status:
    Each task shows its type, description, scheduled time, connected apps, and current status (like queued, running, completed, failed).
  • Actions:
    • For one-time jobs: Cancel tasks before they run.
    • For recurring jobs: Pause or resume anytime with one click.
  • Sync/Refresh:
    Instantly update the task list to see the latest statuses.

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4. Task Statuses Explained

  • Waiting/Queued: Scheduled but not yet started.
  • Executing: Currently running.
  • Reattempting: Retrying after a failure.
  • Delayed: Set to run at a future time.
  • Completed: Finished successfully.
  • Canceled: Manually canceled by you.
  • Failed/Interrupted: Encountered an error or interruption.
  • Paused (Recurring): Temporarily stopped—won’t run until resumed.

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Best Practices

  • Always check your timezone setting to ensure tasks run at your local time.
  • For recurring jobs, double-check your cron pattern for accuracy.
  • Connect all required apps in advance for seamless task execution.
  • Use the search and filter options to quickly find specific tasks in your dashboard.

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Common Use Cases

  • Weekly Report:
    Send sales report every Monday at 9 AM via Gmail and Google Sheets.
  • Daily Standup Reminder:
    Post daily standup question to Slack at 10 AM on weekdays.
  • Monthly Invoice Generation:
    Create invoice draft in Google Docs and send via Gmail on the last day of each month.
  • One-Time Follow-Up:
    Send reminder email to client in 2 hours.

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Troubleshooting

  • App Not Connected:
    If you see an error about a missing app connection, simply connect the app when prompted.
  • Cron Pattern Errors:
    Make sure your recurring schedule uses standard cron syntax. If in doubt, ask for examples or use the UI helper.
  • Failed Tasks:
    View error details in the dashboard, adjust your configuration, and try again.

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Security and Reliability

  • All scheduled tasks are managed securely—your credentials are never shared with third parties.
  • You retain full control: Pause, cancel, or delete any task at any time.

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Need More Power?

Try combining scheduled tasks with multi-agent orchestration and app automations to handle even more complex workflows—like multi-step approvals, content publishing, or customer onboarding.