Scheduled tasks: Concierge docs

A scheduled task is a job your team would otherwise have to remember: "Every weekday at 8, list orders that haven't shipped in three days", or "Every Monday, summarize last week's refunds." An Operator Agent does the work on time, with the same capabilities and approvals as any other request, and tells you only as much as you asked to hear.

What a task is made of

Name: how the task shows in your lists, for example "Morning late-order check".
Instruction: what to do, in plain English, the way you'd ask a teammate. Say what to check, what counts as a problem and the format you want back.
Schedule and time zone: when it runs, in the time zone you choose, such as every weekday at 8:00 in America/New_York. Daylight saving time is handled for you. A task can also have no schedule and run only when you start it.
The agent: the Operator Agent on an Admin chat channel that does the work.
When to hear from it: every time, only when something matters, or never (see below).

At most once an hour

A task can run at most once an hour. Pick one minute of the hour (for example 8:00, not 8:00 and 8:30). For "twice a day", use two hours at the same minute, such as 8:00 and 17:00.

When you hear from it

Always: every run posts its result.
When significant: the agent compares this run with the last one and posts only when there's a result, change, open concern or uncertainty you should see. Routine "nothing new" runs stay quiet. Urgent findings are flagged as urgent.
Silent: runs don't notify you; the work is still recorded.

Whatever you choose, a run that fails, or one that needs your approval or an answer to a question, always reaches you.

Where results go

Each task has its own Admin chat thread. Every run, its result and any approval it asks for appear there.

In Concierge: open Operate > Overview and click Scheduled in the left rail. Each task shows its agent, its status (Active, Paused or Draft) and its next run, for example "Next run Mon, Oct 20, 8:00 AM". Click a task to open its thread.
In Finn for iPhone: open the menu on Home and tap Tasks. Filter by All Tasks, Scheduled or Paused. Tasks due before the end of tomorrow also show in the Coming up card on Home (called Tomorrow in the evening).

Reports and spreadsheets a task produces open from its thread; see Files and outputs.

Run, pause, edit or stop a task

Run now: on the Coming up card in Finn, tap Run now to start a run right away. The schedule stays as it is.
Pause: tap Pause on the Coming up card. The task stops starting new runs, and a run that's under way is stopped too; approvals it was waiting on aren't carried out.
Paused switch: on the Tasks screen, open the task and turn on Paused to hold future runs. A paused task keeps its instruction and schedule. Turn Paused off to resume.
Edit: on the Tasks screen, tap a task to change its name or instruction, then tap Save. To change when it runs, ask Finn in the chat.

How runs behave

Each run is a fresh request to the agent, with the same capabilities, playbooks and memories as a request you type yourself.
Consequential actions still ask for approval, in the task's thread, from the teammate who owns the task.
If the owner loses access to Concierge, the task pauses itself instead of running without them.
Missed times aren't replayed one by one. If several were missed, the task starts once and moves on to its next time.

Good first tasks

A daily briefing ("yesterday's sales, refunds and anything stuck"), a weekly recap for the team, and a check on customers waiting for a reply. Start with Always for a week so you can judge the results, then switch to When significant.

Troubleshooting and FAQ

My task didn't run

Check that it's Active, not Paused, and that its next run is shown. With When significant or Silent, a quiet run is normal; open the task's thread to see it.

The task paused itself

The teammate who owns the task lost access to Concierge. Once their access is back, turn Paused off.

Finn says "To change when this task runs, ask Finn in the chat."

The Tasks screen edits the name, instruction and pause switch. Your other changes in that edit weren't saved; save them without changing When.

Finn says "Scheduling isn't available yet."

The task wasn't saved. Nothing will run until a task shows on the Tasks screen with a schedule.

Can a task start when something happens, like a new order?

No. Tasks run on their schedule, or when you start them. They don't fire on store events.

Who can see my tasks?

Teammates who are members of the task's Admin chat thread. Changing a task needs permission to manage Concierge conversations.

Guides

On the product page

Learn more

What is a scheduled AI task?

Scheduled tasks