Set up a weekly routine
Have an employee do the same work on a timetable, without you asking each time. This guide sets up Kestrel’s Monday sales priorities: every Monday at 8am, Mira Petrova writes the week’s three priorities.
- You’re the company’s owner, and the employee is active. At Kestrel: Mira Petrova, Head of Sales.
- The right time zone in Settings › General. New routines and the calendar use it; Kestrel’s is Europe/Sofia.
- Room for a routine: Free includes three (paused ones and intakes count too).
On this page
1. Write the brief with its timetable#
Select Assign task (or press C) and write the work as you would say it, timetable included. Title: “Weekly sales priorities”. Brief: “Every Monday at 8am, write three short bullets for this week’s sales priorities: open quotes, reorder reminders and upcoming trade fairs.”
As you type, Royak reads the timetable itself, with no AI call, and shows This repeats under the fields:
| Field | At Kestrel |
|---|---|
| Timetable | Every Monday at 08:00, Europe/Sofia time |
| Brief | The text without the timetable |
| Next dates | The next three Mondays |
| Monthly estimate | About what it costs a month, once you choose who |
- 1
Choose who does it
Under Who does it, choose Mira. A routine always goes to one named employee.
- 2
Schedule it
Select Schedule routine. It opens under Work › Routines. Nothing runs or is charged until its first date.
Other ways to the same routine: New routine on Work’s Routines tab sets the timetable by hand (Repeats, On, At); Add work on a calendar day schedules it from there; or ask Chat, “Every Monday at 8, have Mira write the sales priorities”, and confirm its card.
2. How each Monday runs#
At 08:00 each Monday Royak creates a task for Mira, marked Routine in Work. It is an ordinary task: the same access, approvals and limits, a deliverable in Artifacts, and an update in your Inbox when she finishes.
- A routine’s task doesn’t stop to ask you about its brief: it takes the recommended choice. Write a brief that leaves nothing to guess.
- If last Monday’s run is still under way, the next date is skipped until it ends.
- Dates missed while Royak was down run once, late, when it is back.
- While the company is paused, routines don’t start.
3. Check it in Work#
Work › Routines lists every routine with its Schedule, Assignee, Next run, Last run and Status. Ones that need you, because the last run failed or asks you something, come first.
Open one to see its timetable, its next three dates, its brief and its Past runs, each opening the task it made. Run now starts a run at once, to try the brief before its first Monday.
4. See it on the calendar#
In Calendar, a routine’s coming dates show dashed with a repeat mark, next to your events, deadlines and reminders. Runs that happened show as dots in their outcome’s colour, and Problems picks out failed, missed, skipped or blocked runs. Choose Mira instead of Everyone to see only her work.
5. Make it better over time#
Read the first few runs. If something is off, open that run’s task, Request revision and tick Also propose a standing rule for Mira, such as “Always name the customer behind each open quote.” Once you approve the rule’s wording, Mira follows it from her next task, so every later Monday gets better too.
6. Pause or stop it#
| You want to… | Do this |
|---|---|
| Skip a few weeks | Pause at the routine’s foot; Resume later. While paused it has no next dates. |
| End it for good | From its menu, Stop the routine. It never runs again; its history and the tasks it made are kept. |
| Stop everything at once | Pause the company: no routine starts until you resume. |
Questions#
Can a routine send its result somewhere?
Yes, if the employee has Read and write on the app and the brief says so. Each send asks you, unless a standing approval covers it.
What happens on daylight-saving days?
Routines follow your time zone’s clock. A time skipped by the change has no run that day; a repeated one runs once.
Can a routine run monthly, or every other week?
Yes: “on the last day of every month”, “every other Friday” or “every weekday at 8am” all read as timetables.
Who can create routines?
The owner. Members see them in Work.