Scheduled Tasks

Automate recurring AI-powered analysis and summaries with scheduled tasks

BuildBetter’s Scheduled Tasks feature allows you to create recurring AI-powered reports and analyses that run automatically on your chosen schedule. Set up tasks once, and receive regular insights via chat threads without manual work.

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

   Select your timezone for accurate scheduling

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

Weekly:

• Select day of week (Monday, Tuesday, etc.)
• Select time of day
• Runs once per week

Monthly:

• Select date (1-31)
• Select time of day
• Runs once per month

Custom (Advanced): Use cron expressions for complex schedules:

0 9 * * 1-5    # Weekdays at 9 AM
0 15 * * 1     # Mondays at 3 PM
0 0 1 * *      # First day of month at midnight

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”

Customer Success:

• “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?”

Sales:

• “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?”

Leadership:

• “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

1. Click the task name or Edit button
2. Modify name, instructions, or schedule
3. Save changes
4. 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:

1. Navigate to Chat in main menu
2. Find threads named with your task name
3. Review AI-generated analysis
4. Continue the conversation to ask follow-up questions
5. 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

• 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

• 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

• 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.