Routines
A routine repeats a task on a timetable, such as “every weekday at 8am, Jonas triages the support inbox”. Each run is an ordinary task, under the same access, approvals and spending limits.
- At least one active employee to do the work.
- Free includes 3 routines, and intakes count towards them. Paid has no routine limit.
On this page
Where routines live#
Open Work and choose the Routines tab. Every routine is listed with its Schedule in words, the Assignee, the Next run, the Last run and its Status.
| Group | What is in it |
|---|---|
| Needs you | Its last run failed, could not start, or asks you something. |
| On | Running on its timetable. |
| Paused | Kept, but no dates fire until you resume it. |
| Stopped or ended | Stopped for good, or a one-off that already ran. |
Create a routine#
You can start a routine in four places. Each one makes the same kind of routine, and nothing repeats until you confirm it.
- 1
Open New routine
On Work → Routines, select New routine. You can also type the timetable into New task (“every Monday at 9”), ask Chat, or use Add work on the calendar.
- 2
Write the brief and choose who does it
Describe the work as you would for a one-off task, for example “Summarise last week’s new leads for Mira”.
- 3
Set When
Repeats: Once, Daily, Weekly or Monthly. Every: 1–30 days, or 1–12 weeks or months. Then the weekdays (On), the day of the month (On day or Last day) and the time (At), in the company’s time zone. It starts at every Monday at 09:00.
- 4
Check the read-back
Royak reads the timetable back in words with its next three dates, and the Monthly estimate: about what it will cost a month.
- 5
Schedule it
Select Schedule routine. From New task you can also choose Assign it once instead to keep a one-off task.
How routines run#
On each date, Royak creates the routine’s task and assigns it to its employee, even when nobody is signed in. Closing your browser stops nothing.
| When… | What happens |
|---|---|
| The last run is still under way | The new date is skipped (“Skipped: the last run was still under way”). A routine runs one task at a time. |
| Dates were missed while Royak was down | It runs once, marked Late, when Royak is back. Earlier missed dates are recorded, not repeated. |
| You paused the routine | Paused dates are never caught up. Resuming waits for the next date. |
| The employee has a quick question | It is answered with the recommended choice, so the run doesn’t wait. Approvals still ask you. |
| A spending limit or plan limit refuses it | The run is blocked with the reason, and the routine moves to Needs you. |
Times follow the company’s time zone, set in Settings → General. On a daylight-saving day, a time that doesn’t exist has no run, and a time that happens twice runs once.
Manage a routine#
Select a routine to open it beside the list. You see its status, who does it, Schedule with the next three dates and See in Calendar, its Brief, and Past runs: the latest ten, each opening its task.
- Pause and Resume stop and restart its dates.
- Run now starts a run straight away. It is off while the last run is still under way.
- Stop the routine (in its menu) ends it. Its history and the tasks it made are kept.
Questions#
Can I change a routine’s timetable?
Not in place. A routine’s timetable, employee and brief are fixed once it is made. Stop it and schedule a new one; the old one’s history stays.
Does a routine run while I’m away?
Yes. Routines run on Royak, not in your browser. Writes still wait for your approval, so you find them in your Inbox when you are back.
Why was a date skipped?
The previous run had not finished, so Royak skipped the date rather than start a second run beside it. Open the routine’s Past runs to see why.
How much can a routine spend?
Each run spends like any task, within the employee’s, department’s and company’s limits. See Budgets and spending limits.