What Are Scheduled Tasks?
Scheduled Tasks are recurring AI analyses that:- Run automatically on a cron schedule (daily, weekly, monthly, or custom)
- Use natural language instructions to define what to analyze
- Create chat threads with results each time they execute
- Can be run manually on-demand anytime
Automated Execution
Tasks run on your schedule - daily, weekly, monthly, or custom cron expressions
AI-Powered Analysis
Use natural language prompts to define what the AI should analyze and report
Chat Thread Results
Each execution creates a chat thread with results you can review and discuss
Manual Trigger
Run any task on-demand with “Execute Now” for immediate results
Creating a Scheduled Task
Access scheduled tasks at Settings → Account → Scheduled Tasks.1
Create New Task
Click “Create New Task” in Settings → Account → Scheduled Tasks
2
Name Your Task
Give it a descriptive name like “Weekly Feature Request Summary” or “Daily Bug Report”
3
Write Instructions
Use natural language to tell the AI what to analyze:Examples:
- “Summarize all feature requests from this week with priority rankings”
- “Identify critical customer issues that need immediate attention from the last 7 days”
- “Create a competitor mention analysis from recent calls this month”
- “What are the top 5 customer pain points discussed in the past week?”
4
Set Schedule
Choose frequency:
- Daily: Every day at your chosen time
- Weekly: Specific day and time each week
- Monthly: Specific date and time each month
- Custom: Advanced cron expressions for complex schedules
5
Save & Activate
Save the task - it will run automatically on your schedule
Scheduling Options
Frequency Choices
Daily:- Select time of day (e.g., 9:00 AM)
- Runs every day at that time
- Select day of week (Monday, Tuesday, etc.)
- Select time of day
- Runs once per week
- Select date (1-31)
- Select time of day
- Runs once per month
Timezone Settings
- Tasks respect your account timezone
- Set timezone in your account settings
- Ensures tasks run at the correct local time
Start with weekly tasks before creating daily ones. This helps you refine your prompts and understand task execution patterns.
Task Instructions (Prompts)
Write clear, specific instructions for what you want the AI to analyze:Effective Prompt Examples
Product Management:- “Summarize feature requests from enterprise customers in the last 30 days, grouped by priority”
- “What bugs were reported this week with severity scores above 7?”
- “Identify trends in customer onboarding feedback from this month”
- “Which customers expressed dissatisfaction or mentioned competitors in the past week?”
- “Summarize sentiment trends by account for our top 10 customers this month”
- “What are the common support issues raised in calls this week?”
- “What objections came up in lost deals this month?”
- “Summarize competitive mentions from sales calls this week”
- “Which features generated the most excitement in demos this month?”
- “What strategic themes emerged from customer calls this quarter?”
- “Summarize market trends and competitive threats mentioned this month”
- “What are the top operational blockers mentioned by the team this week?”
Instructions can reference time periods like “this week”, “last 30 days”, or “this month” - the AI understands relative dates automatically.
Managing Scheduled Tasks
Tasks List
View all your scheduled tasks in Settings → Account → Scheduled Tasks:- Task name and description
- Schedule (human-readable format)
- Last run time
- Actions: Edit, Execute Now, Delete
Editing Tasks
- Click the task name or Edit button
- Modify name, instructions, or schedule
- Save changes
- Updated task continues on new schedule
Manual Execution
- Click “Execute Now” on any task
- Runs immediately regardless of schedule
- Useful for testing or getting results on-demand
- Creates chat thread with results
Deleting Tasks
- Click Delete button
- Confirm deletion
- Task stops running immediately
- Previous chat threads are preserved
Viewing Results
Each task execution creates a chat thread:- Navigate to Chat in main menu
- Find threads named with your task name
- Review AI-generated analysis
- Continue the conversation to ask follow-up questions
- Share thread link with teammates
Chat threads from scheduled tasks include all context and can be continued like any other chat conversation.
Best Practices
Be specific in prompts: “Feature requests from enterprise accounts” is better than “show me features”
Use relative time periods: “Last 7 days” updates automatically vs hardcoded dates
Start with weekly frequency: Test and refine before moving to daily
Review results regularly: Check chat threads to ensure tasks are producing valuable insights
Update prompts as priorities change: Adjust task instructions when focus areas shift
Common Task Patterns
Weekly Product Summary
Name: Weekly Feature Request Summary Schedule: Every Monday at 9 AM Prompt: “Summarize all feature requests from the past week, grouped by priority and customer segment. Include the top 5 most requested features.”Daily Bug Monitoring
Name: Daily Critical Issues Check Schedule: Every day at 8 AM Prompt: “Identify any bugs or issues with severity above 7 from calls yesterday. Include customer quotes and affected accounts.”Monthly Trends Analysis
Name: Monthly Customer Sentiment Report Schedule: 1st of month at 9 AM Prompt: “Analyze sentiment trends from customer calls this month. Identify any declining accounts and emerging concerns.”Competitive Intelligence
Name: Weekly Competitive Mentions Schedule: Every Friday at 3 PM Prompt: “Summarize all competitor mentions from calls this week. What alternatives are customers considering and why?”Limitations
Current Limitations:
- Results delivered via chat threads only (no email/Slack delivery)
- No export to PDF/Word/Excel
- No recipient lists or distribution
- No advanced filtering beyond what’s in the prompt
- Tasks limited to chat-based AI analysis
- No integration with external reporting tools
- Execution history limited to last run time only
Advanced: Custom Cron Expressions
For complex scheduling, use cron syntax:| Expression | Description |
|---|---|
0 9 * * * | Daily at 9 AM |
0 9 * * 1 | Every Monday at 9 AM |
0 9 * * 1-5 | Weekdays at 9 AM |
0 0 1 * * | First day of month at midnight |
0 */6 * * * | Every 6 hours |
Use a cron expression generator online to create complex schedules, then paste into the Custom frequency option.
Troubleshooting
Task Not Running
Task Not Running
- Verify task is saved and active
- Check cron expression is valid
- Ensure timezone is set correctly
- Try “Execute Now” to test manually
Poor Quality Results
Poor Quality Results
- Refine your prompt with more specific instructions
- Add time period constraints
- Specify what format you want (bullet points, summary, etc.)
- Test with “Execute Now” and iterate
Can't Find Results
Can't Find Results
- Check Chat section for thread with task name
- Verify task executed (check last run time)
- Ensure task didn’t fail due to no matching data
- Try running manually to verify it works
Use Cases
Product Teams
- Weekly feature request roundups
- Daily critical bug monitoring
- Monthly trend analysis
- Quarterly roadmap insights
Customer Success
- Weekly at-risk account checks
- Daily high-severity issue alerts
- Monthly sentiment tracking
- Quarterly health score reviews
Sales
- Weekly competitive intelligence
- Monthly objection analysis
- Quarterly win/loss insights
- Daily deal signal monitoring
Leadership
- Monthly strategic overviews
- Quarterly business reviews
- Weekly team performance insights
- Monthly market trend analysis
Scheduled Tasks turn BuildBetter into a proactive insights partner, delivering regular analysis without manual work. Focus on your priorities while AI keeps you informed on schedule.