Triggers and schedules
Schedules and triggers start work without anyone asking. A Force only acts once it is deployed, so nothing starts until then. You manage them on the Force's Schedules and Triggers tab, and they are also part of step 8 of the wizard.
Three kinds exist, always in this order:
| Kind | What it does |
|---|---|
| Schedule | Start work at set times |
| Email trigger | Start work when a matching email arrives |
| Standup | A recurring check-in summary |
Only admins can change them. Everyone else sees "View only. Only a team admin can change these." The tab's summary shows "None set", or counts such as "2 schedules · 1 email trigger · a standup". Only things that will actually fire are counted.
Schedule
Choose how often
Pick Every 15 minutes, Every hour (default), Every 6 hours or Daily.
Optionally limit it
Enter Stop after N runs to end the schedule by itself.
Describe the job
Write what the team should do each time, under "What should the team do each time it wakes up?". It is required, up to 2,000 characters.
Add it
Click Add schedule. A toast says "Schedule created".
Screenshot placeholderScreenshot to add: The Schedule card with interval, run limit and job text.
Each existing schedule shows its interval, a status (scheduled, running, cancelled or failed), your note, "Next run in 5m" and "N runs done of M". Click Cancel, then Cancel schedule, to stop one. The team "will stop running on its own — create a new schedule to resume it later." You cannot pause or edit a schedule, only cancel it and create another.
Good to know
- A schedule skips its turn if the team is already busy with another job, so jobs never pile up.
- An archived Force never runs its schedules.
- If the playbook has no Work or Research step, the schedule is marked failed and a failed run is recorded.
- Jobs started this way show Schedule as their source.
Standup
A standup sends a regular digest of the team's activity to your notifications.
Choose how often
Pick an interval, Daily by default. Add an optional note "for your own reference".
Turn it on
Click Turn on standup. A toast says "Standup turned on".
- The digest is titled "Standup — (Force name)" and says, for example, "Last 7 days: 4 completed, 1 need your input, 0 failed, 2 in progress." It lists up to three decisions waiting for you.
- For a shared Force it goes to every project member.
- A card shows the interval, "Next digest in …" and "N digests sent". Click Turn off, then confirm "Turn off the standup?" to stop it.
- Only one standup can be active. A second attempt says "A standup is already active for this team".
- With none, the card says "No standup".
Email trigger
An email trigger watches a mailbox and starts a job for each matching message. It works with Outlook and Microsoft 365 only. Replies are drafted for approval and nothing is sent automatically.
Connect a mailbox
Connect Outlook first
Connect your Outlook account under Settings → Connectors. If you have several Outlook accounts, choose which to use under Sign in as.
Choose where to look
Optionally set a Shared mailbox address (it needs a real Exchange permission) and a Folder (defaults to Inbox).
Add filters
Under Sender, add addresses and press Enter. Under Subject, add keywords and press Enter. Any match fires the trigger. You can also add conditions.
Pick a playbook and how often to check
Choose Start this playbook: the team's current playbook, or a named one. Choose how often to check: Every minute (fastest), 5 minutes, 15 minutes, 30 minutes, hour, 4 hours or Once a day.
Choose a routing mode
Watch the inbox and match on arrival, or Route matching mail into its own Outlook folder. The second creates an Outlook rule, and asks you to confirm "Route matching mail into its own folder?".
Connect
Click Connect mailbox. A toast says "Email trigger connected".
Screenshot placeholderScreenshot to add: The Email trigger card with filters, poll interval and routing mode.
Watch it work
A trigger card tells you its state in plain words.
| Message | Meaning |
|---|---|
| Active since (time) | It is running |
| Checked (time) ago · N messages in that check · newest mail (time) ago | The last check |
| Last match (time) ago · last run (time) ago | A recent job started |
| No mail has matched this filter yet — mail is arriving, none of it fits. | The filter may be too narrow |
| Paused — new mail is not starting runs. | You paused it |
| Stopped — (reason) | It hit an error. Fix it, then try again |
| Last check failed — … | A temporary error. It will retry |
When routing is on, a health label shows in sync, drifted, rule missing, folder deleted, rule not running, cannot check, not routed or not checked yet. Repair rule rewrites the Outlook rule after a confirmation.
Recent mail decisions (admins) lists what happened to each message, for example Started a run, Did not match this team's filter, Automated sender — left alone, Auto-reply or bounce — left alone or This email thread has hit its run limit. A thread can start at most five runs.
Pause, resume or remove
| Action | What happens |
|---|---|
| Pause (confirm "Pause this email trigger?") | Stops starting runs. Toast "Email trigger paused" |
| Resume | Starts again from now. Mail that arrived while paused is skipped. Toast "Email trigger resumed — it starts from now, not from the backlog" |
| Edit | Change the filters, folder, playbook or interval. Toast "Email trigger updated" |
| Remove trigger | Deletes it permanently after "Permanently remove this email trigger?" |
Common problems
| Problem | What to do |
|---|---|
| The Outlook connection is gone | Reconnect Outlook in Settings → Connectors. The trigger starts itself again, unless it was paused |
| The playbook has no work step | Add a Research or Work step in Playbooks |
| Shared mailbox errors (not found, access denied, personal account) | Check the address and that your account has permission to use it |
Not available
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