Tasks

Tasks are powerful automation tools that allow your AI agents to perform specific actions for individual contacts. Think of them as scheduled reminders or automated follow-ups that your agents can execute without you needing to manually intervene every time.

What Are Tasks?

A task is a specific instruction or action that an AI agent performs for a particular contact. Unlike conversations that happen in real-time, tasks can be scheduled to run automatically at specific times or intervals. For example, you might create a task to:

• Send a weekly check-in message to a customer
• Follow up on an open support ticket every 3 days
• Run a monthly satisfaction survey for active users
• Send appointment reminders 24 hours in advance
• Execute custom workflows based on contact preferences

Key Benefits

Personalized Automation: Each task is tied to a specific contact, ensuring that the actions your agent takes are personalized and relevant to that individual. Your agent remembers context and tailors each interaction appropriately.

Flexible Scheduling: You control when and how often tasks run. Set them to execute once, daily, weekly, monthly, or create custom schedules that match your business needs. You can also trigger tasks manually whenever you need immediate action.

Hands-Free Operation: Once you create a task, your AI agent handles everything automatically. The agent will execute the task according to your schedule, maintaining consistent engagement with your contacts without requiring your constant attention.

Workflow Integration: Tasks work seamlessly with your bots and contacts. The agent uses the bot's configuration and knowledge to perform the task, ensuring consistent responses that align with your brand and processes.

How Tasks Work

When you create a task, you specify:

• The Contact: Who this task is for
• The Bot: Which AI agent will perform the task
• The Schedule: When and how often it should run
• The Instructions: What the agent should do (specified in the task name and description)

Your agent then executes the task automatically according to the schedule, creating conversations and taking actions as needed. You can monitor all task activity, see when tasks last ran, and view their outcomes in your dashboard.

Getting Started

Creating your first task is simple:

1. Click "Create Task" from your Tasks dashboard
2. Give your task a descriptive name (e.g., "Weekly Customer Check-in")
3. Add a description explaining what the agent should do
4. Select the contact this task is for
5. Choose which bot should execute the task
6. Set your preferred schedule
7. Click "Create" and your agent will take it from there

You can view all your tasks in one place, see their status (pending, completed, failed), and track when they'll run next. Filter tasks by bot or contact to focus on specific workflows.

Practical Examples

Customer Success: Create tasks for your AI agent to check in with customers 7 days after they make a purchase, asking about their experience and offering assistance.

Support Follow-ups: Set up tasks to automatically follow up on open support tickets every 2-3 days until they're resolved.

Appointment Management: Schedule tasks to send reminders to contacts before their scheduled appointments, reducing no-shows.

Engagement Campaigns: Create recurring tasks that share relevant content or updates with specific customer segments on a regular basis.

Tasks give you the power to automate personalized interactions at scale, ensuring no contact falls through the cracks while maintaining the human touch your AI agents provide.

Configuring Task Details

When you create or edit a task, you have several options to control exactly how your AI agent executes the work. Understanding these settings helps you create effective automated workflows that serve your contacts perfectly.

Basic Configuration

Name and Description: Give your task a clear, descriptive name that explains its purpose at a glance. The description is crucial - this is where you tell your AI agent exactly what to do when the task runs. Be specific about the action you want taken, what the agent should say, or what outcome you're looking for. For example: "Send a friendly check-in message asking how they're enjoying the product and if they need any help."

Contact: Every task is linked to a specific contact. Select the person this task is for from your contacts list. This ensures the agent personalizes the task execution based on that contact's history and context.

Bot: Choose which AI agent will execute this task. The bot you select will use its configured knowledge, personality, and capabilities when performing the task. This means you can have different bots handling different types of tasks (e.g., a support bot for technical follow-ups, a sales bot for outreach).

Scheduling Options

The schedule determines when your task runs:

• One-time: The task runs once at the next scheduled time, then stops
• Hourly: Perfect for urgent monitoring or time-sensitive follow-ups
• Daily: Good for regular check-ins or daily updates
• Weekly: Ideal for recurring meetings reminders or weekly reports
• Monthly: Great for monthly reviews, billing reminders, or periodic surveys
• Custom: Create your own cron schedule for precise timing control

Once you set a schedule, your dashboard shows you when the task last ran and when it will run next, so you always know the status of your automations.

Advanced Options

Session Duration: This controls how long the bot can continue a conversation started by the task. If your task initiates a conversation and the contact responds, the bot will stay active in that conversation for the specified duration. For example, if you set this to 1 hour and the task starts a conversation at 2 PM, the bot can continue responding to that contact until 3 PM.

Meta Fields: Add custom metadata to your tasks for advanced tracking and organization. This is useful for integrating with other systems, categorizing tasks, or storing additional context that your workflows might need.

Task Actions

Trigger Now: Don't want to wait for the next scheduled run? Click "Trigger Now" to execute the task immediately. This is perfect for testing your task or handling urgent situations where you need the agent to act right away.

Monitoring: After your task runs, you can see the conversations it created and review what actions your agent took. This helps you verify that tasks are working as expected and provides transparency into your automated workflows.

Best Practices

• Start Simple: Create a basic task first, test it with "Trigger Now", and refine the description based on how your agent performs
• Be Specific: The more detailed your task description, the better your agent can execute it
• Monitor Results: Check the conversations and events created by your tasks to ensure they're achieving your goals
• Adjust Schedules: Start with longer intervals and increase frequency once you're confident the task is working well
• Use Meaningful Names: When you have many tasks, clear names help you quickly understand what each one does

Tasks give you incredible flexibility to automate personalized interactions at scale. With the right configuration, your AI agents can maintain consistent, helpful engagement with every contact on your behalf.