# 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://support.estage.com/automation-scheduled-tasks
Part of the ESTAGE Support help center (https://support.estage.com). Full knowledge base: https://support.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 schedule** and **Dismiss**. Only your confirmation activates it, and
each run uses the AI credits of the account that confirmed. The card also shows whether the task
**publishes to your live site** or keeps its changes in the builder, and the next few run times.

You can also create and edit tasks by hand in **Settings → Scheduled Tasks** with **New task**. The
editor asks for a **Name**, **What should the AI do?**, optional **Steps** (one per line), **When**
the task runs, the **Time zone**, whether to **Publish changes to the live site**, and the **AI
model**: **Fast** (simple checks and small edits), **Smart** (most tasks) or **Genius** (complex,
multi-step changes).

## Schedules

A task can run **once** at a time you name (or "in N minutes" from when you confirm), on a
**repeat** every N minutes, hours or days, **daily** or **weekly** on chosen weekdays at set times
(up to 12 times a day), **monthly** on a day of the month (or the last day), or on a **custom**
five-field 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](https://support.estage.com/automation-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 the task allows it** (**Publish changes to the live site**). 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. It also pauses (with
  an email) if the member who confirmed it loses access to edit the project with AI.
- If there aren't enough AI credits, the run is skipped; top up, then resume or run it again.

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** groups tasks under **Waiting for your confirmation** (proposals you
can **Confirm**, **Edit** or **Dismiss**), **Active** (including paused tasks, with the reason they
paused) and **Finished** one-off tasks. Per task: **Run now** (runs as you, billed to you),
**Pause**, **Resume**, **Edit** and **Delete**. Open a task to see its steps, instructions and run
history with each run's report; a run in progress has a **Stop** button. A finished one-off can be
set up again with **Schedule again**.

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.