Scheduled Triggers for Managed Agents in Chat To Clients CRM
Scheduled Triggers allow Managed Agents (formerly Super Agents) to run automatically at a specific time or on a recurring schedule. You can create a one-time schedule, repeat an agent at a set interval, or use a cron expression for more precise timing. Once the Managed Agent is published, Chat To Clients CRM runs the complete agent—including its instructions, skills, and CRM actions—without requiring a manual kickoff.
TABLE OF CONTENTS
- What Are Scheduled Triggers for Managed Agents?
- Key Benefits of Scheduled Triggers
- Schedule Modes
- Recurring Schedule End Conditions
- Multiple Schedules for One Managed Agent
- Natural-Language Scheduling
- Scheduled Trigger Timezone
- Scheduled Runs and Activity Tracking
- Scheduled Triggers Compared With Workflow Scheduler
- How to Set Up Scheduled Triggers for a Managed Agent
- Frequently Asked Questions
- Related Articles
What Are Scheduled Triggers for Managed Agents?
Scheduled Triggers give Managed Agents a time-based starting point. Instead of waiting for a user to manually run the agent, Chat To Clients CRM starts it according to the schedule you configure. This is useful for recurring operational work, scheduled reviews, reminders, summaries, and other tasks that need to happen at predictable times.
A Scheduled Trigger can start a Managed Agent:
- Once at a specific date and time
- Repeatedly at a defined interval
- According to a custom cron expression
- On a schedule described to the builder in plain language
Every scheduled execution runs the full Managed Agent, including its instructions, configured skills, and CRM actions.
Key Benefits of Scheduled Triggers
Scheduled Triggers help teams automate recurring work while maintaining visibility into when each Managed Agent runs and what it does.
- Hands Free Execution: Run Managed Agents automatically without requiring someone to start them manually.
- Flexible Scheduling: Choose a one-time schedule, a repeating interval, or an advanced cron expression.
- Recurring Schedule Controls: Limit recurring runs to selected weekdays and define when the schedule should end.
- Multiple Schedules: Add more than one schedule to the same Managed Agent when different cadences are required.
- Complete Agent Execution: Run the agent’s full instructions, skills, and CRM actions during every scheduled execution.
- Local Timezone Support: Run schedules according to the sub-account’s local timezone.
- Execution Visibility: Review scheduled activity in the agent’s Activity feed.
- Natural Language Setup: Describe the schedule to the builder instead of configuring every field manually.
Schedule Modes
Each schedule mode supports a different type of timing requirement. Selecting the appropriate mode helps ensure the Managed Agent runs at the correct time and cadence.
Once
Use the Once option when the Managed Agent should run one time at a specific date and time.
Common examples include:
- Running an end-of-month review
- Sending a one-time reminder
- Preparing a report before a scheduled meeting
- Performing a scheduled CRM update
A one-time schedule does not repeat after the configured execution.
Set Interval
Use Set interval when the Managed Agent should run repeatedly at a regular cadence.
Available interval units include:
- Minutes
- Hours
- Days
- Weeks
- Months
Recurring schedules can also include:
- Specific weekdays
- No end date
- An end date
- A maximum number of runs
For example, a Managed Agent can run every Tuesday, Wednesday, and Thursday at 9:00 AM until the end of the month.
Cron Expression
Use a Cron expression for advanced schedules that require more precise timing than a standard interval provides. Cron expressions are best suited for users who are already familiar with cron-based scheduling.
Review the expression carefully before publishing the Managed Agent to ensure it represents the intended schedule.Recurring Schedule End Conditions
End conditions control how long a repeating schedule remains active. Choosing the correct end condition prevents recurring Managed Agents from continuing beyond the period when they are needed.
A recurring schedule can be configured to end:
- Never: The schedule continues until it is changed or removed.
- On a Specific Date: The schedule stops after the selected date.
- After a Set Number of Runs: The schedule stops after completing the specified number of executions.
Use a date-based end condition for time-limited initiatives, such as monthly campaigns. Use a run-count end condition when the Managed Agent should complete a known number of scheduled executions.
Multiple Schedules for One Managed Agent
Multiple schedules allow one Managed Agent to support more than one operating cadence. This reduces the need to create duplicate agents when the instructions, skills, and CRM actions are the same.
For example, one Managed Agent can be configured to:
- Perform a daily account check
- Generate a weekly summary
- Run an additional one-time review at the end of the month
Each schedule is configured separately within the Managed Agent’s Triggers area.
Natural-Language Scheduling
Natural-language scheduling allows the builder to configure a Scheduled Trigger from a plain-language request. This can make complex recurring schedules faster to create and easier to understand.
For example, you can tell the builder:
“Run this every Tuesday, Wednesday, and Thursday at 9 AM until the end of the month.”The builder interprets the requested cadence and configures the trigger. Review the resulting schedule before publishing the Managed Agent to confirm that the dates, times, weekdays, and end condition match your intent.
Scheduled Trigger Timezone
Scheduled Triggers use the sub-account’s local timezone. Verifying the timezone before publishing helps prevent the Managed Agent from running earlier or later than expected.
The selected date and time should be interpreted according to the timezone configured for the sub-account. This is especially important when:
- Team members work in different regions
- The Managed Agent supports contacts across multiple timezones
- A schedule must align with business hours
- The schedule includes a precise reporting or campaign deadline
Review the sub-account timezone before activating a new schedule.
Scheduled Runs and Activity Tracking
The Activity feed provides visibility into scheduled Managed Agent executions. Reviewing scheduled activity helps confirm that an agent ran and supports troubleshooting when an expected action did not occur.
Every scheduled run is logged after the Managed Agent executes. Use this record to monitor recurring work and verify that scheduled activity is taking place.
For more detailed agent execution information, review Agent Logs in Chat To Clients CRM: Overview, Benefits, and Setup.
Scheduled Triggers Compared With Workflow Scheduler
Scheduled Triggers and the Workflow Scheduler both support time-based automation, but they start different types of automation.
- A Scheduled Trigger starts a Managed Agent and runs its instructions, skills, and CRM actions.
- A Workflow Scheduler starts a Chat To Clients CRM workflow.
Use Scheduled Triggers when the task should be completed by a Managed Agent. Use the Workflow Scheduler when the process should be handled through workflow actions and workflow logic.
Learn more in Workflow Trigger - Scheduler.
How to Set Up Scheduled Triggers for a Managed Agent
A complete schedule requires the correct trigger mode, timing, recurrence settings, and publishing status. Reviewing each setting before publishing helps ensure the Managed Agent runs when intended.
- Open Agent Studio in the applicable sub-account. Open the Managed Agent you want to schedule.
- Click on "Edit Agent". Click Add trigger.
- Select Schedule.
- Select a schedule mode:
- Once
- Set interval
- Cron expression
- Once
- Configure the required timing settings.
For a one-time schedule:- Select the date.
- Select the time.
- Select the date.
- For a recurring interval:
- Enter the interval.
- Select minutes, hours, days, weeks, or months.
- Select the applicable weekdays when needed.
- Choose an end condition.
- Enter the interval.
- For a cron schedule:
- Enter the cron expression representing the required schedule.
- Enter the cron expression representing the required schedule.
- Review the schedule using the sub-account’s local timezone.
- Add another schedule when the Managed Agent requires more than one cadence.
- Publish the Managed Agent.
The schedule becomes active after the Managed Agent is published. No manual kickoff is required after activation.
Frequently Asked Questions
Q. Does a Scheduled Trigger run the entire Managed Agent?
A. Yes. Every scheduled execution runs the Managed Agent’s instructions, skills, and CRM actions, just as the full agent would run during a live execution.
Q. Does the Managed Agent need to be published?
A. Yes. Publishing the Managed Agent activates its configured schedule.
Q. Which timezone does the schedule use?
A. Scheduled Triggers use the sub-account’s local timezone.
Q. Can one Managed Agent have more than one schedule?
A. Yes. Multiple schedules can be added to one Managed Agent when it needs to run at different cadences.
Q. Can a recurring schedule run only on selected weekdays?
A. Yes. Recurring schedules can be limited to specific weekdays.
Q. Can I stop a recurring schedule automatically?
A. Yes. A recurring schedule can continue indefinitely, end on a specific date, or stop after a configured number of runs.