Scheduled tasks

A scheduled task is a job Ted does for you again and again. It can run at set times, like every weekday at 9 AM, or each time something happens, like a paid sale or a new email. You write what Ted should do once, and he does it every time. Schedule shows your tasks on a calendar. Each time a task runs, you can see what Ted did, and anything he drafted waits for your OK.

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Open Schedule

• On a computer or tablet, press Schedule (the calendar) in the top bar.
• On a phone, press More, then Schedule.

A dot on Schedule means Ted set up a new task you haven’t opened yet.

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Set up a task

There are two ways: ask Ted, or make it yourself.

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Ask Ted

Tell Ted in the chat what you want done, and when. For example: “Every Monday at 8 AM, look at last week’s sales and tell me what stood out.” When the owner asks, Ted sets the task up himself, with no card to approve. He can also set one up while he works in Run. A task Ted made says “Set up by Ted”, or “Set up by Ted during your run” with Open Run. It’s marked “New” until you open it.

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Make it yourself

Only the owner can make a task in Schedule. To leave without saving, press the ×. If you made changes, you’ll see “Are you sure you want to discard this new task?” with Discard Changes and Keep Editing.

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Choose when it runs

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At a time

Starts sets the date and time of the first run. Repeat sets how often it comes back: Under it, the sheet says the rule in words, like “Ted does this every weekday, at 9:00 AM.” A one-time task needs a time that hasn’t passed. Time Zone sets whose clock the task follows, picked by city.

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When something happens

Under What happens, choose what starts the task:

• A sale is paid: any sale, or Only sales of at least an Amount in a Currency.
• An email arrives: from Anyone, or from These addresses. Turn on Only replies to your emails to start it only when someone answers an email you sent.
• Something happens in an app: pick the App and its Event. This shows for apps you’ve connected that offer events.

Under When to run, choose As each one arrives, or Together, at set times to handle several at once. As the sheet says, “Each run uses credits, so handling them together at set times costs less.” When an email starts a task, Ted reads each email first. Spam and automatic mail are passed over. A simple question can get a quick reply, which waits for your OK like any draft. Everything else goes to Ted.

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The calendar

A time that has passed shows what happened: “Started”, “Starting”, “Skipped” or “Failed”. A task that repeats through the day shows as one all-day line. When a day has more than fits, it says something like “+2 more”: press it to open the day. Tasks that start only when something happens aren’t on the calendar. Find them under All tasks. On a phone, the month shows as a list: tap a day to see its tasks. On a computer, press T for today, D, W, M or Y to switch views, N or P to move forward or back, and C to make a new task.

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A task’s card

Press a task to open its card.

• Edit turns the card into the “Edit Task” sheet. Press the ✓ to save.
• The card shows the task’s rule, like “Repeats every weekday”, and its “Instructions”. “Next: …” says when it runs next. A paused task says “Paused”.
• “Recent Runs” lists the newest runs. Press Show All for more. The owner can press a run to see Ted’s steps.
• “Ted’s Last Reply” shows what Ted said last time.
• Run Now runs it right away: “Starting the task…”, then “Started. Ted’s reply appears here once he answers.”
• Pause Task stops it from running until you press Resume Task.
• Delete Task asks “Are you sure you want to delete this task?” Press Delete Task again to confirm.

A task that starts when something happens also lists its “Events”. Each one reads “Waiting”, “Ted is reading it”, “Handled” or “Passed over”, with why. It also says how Ted handled it (“Quick reply”, “Handled by Ted” or “Ted saw nothing to do”) and the credits it used.

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Why a task didn’t run

If Run Now says “You’re out of credits. See your plan in Settings to run this task.”, add credits first.

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What Ted does in a task

Each run is Ted working on your instructions by himself. Every draft a task makes, like an email or a post, waits for your OK. You’ll find them on Home under “Needs your OK”, and emails in your Inbox too. When he has news, he can send you an update, which shows in From Ted as a “Task update”. Tasks follow your choice in Run. With Ask first, Ted only drafts in a task. With Runs on its own, he can also send or post by himself in a task, where you allow it, as he does in Run. See Ask first or Runs on its own.

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Emails about your tasks

Foundable emails you when a scheduled task needs you: There’s no email when you press Run Now or pause a task yourself. To stop these emails, turn off Scheduled tasks in Notifications, or use the unsubscribe link in any of them.

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Who can do what

Everyone in your foundable can see Schedule and its tasks. An admin who opens a paused task sees “Only the owner can resume this task.”

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FAQ

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