Scheduling Workflows
Scheduled Workflows lets you build a custom workflow and set it to run automatically on a defined schedule — no manual triggering required. The agent performs the assigned task and returns the output independently, whether you're in the app or not.
This is designed for automating repetitive tasks — research, writing, reporting, and other recurring work — so agents can run on your behalf around the clock. Common examples include weekly OSHA update summaries, daily incident report digests, and monthly safety KPI dashboards.
100% reduction
in time spent on workflows that are scheduled versus manually triggered. Once a workflow is scheduled, it runs itself.
How to schedule a workflow
You can add a schedule when creating a new workflow, or by editing an existing one. The scheduling controls are in the same Draft Record panel.
- Navigate to the Workflows page in the left-hand toolbar and click Create Now on the “Create a Workflow” card — or open an existing workflow to edit it.
- In the chat, describe your workflow to SoterAI. Once it has populated the workflow form on the right-hand panel, scroll down in the Draft Record panel to find the scheduling controls.
- Toggle Schedule Enabled on. This activates the schedule controls below it.
- Under Schedule, select your frequency: Hourly, Daily, Weekly, Monthly, or Advanced (for custom cron expressions).
- Configure the day and time for your chosen frequency. For example, selecting Weekly lets you pick a day of the week and a time of day in UTC.
- Click Save Changes to persist the schedule, then Create Record to publish the workflow.
Schedule options
| Frequency | What you configure | Example |
|---|---|---|
| Hourly | Runs on the hour, every hour | Every hour, on the hour |
| Daily | Time of day (UTC) | Every day at 8 AM UTC |
| Weekly | Day of week + time of day (UTC) | Every Monday at 6 AM UTC |
| Monthly | Day of month + time of day (UTC) | 1st of each month at 9 AM UTC |
| Advanced | Custom cron expression | 0 6 * * 1 (every Monday at 6 AM) |
All scheduled times are in UTC (Coordinated Universal Time). Adjust accordingly for your local timezone.
The Schedule Enabled toggle
The Schedule Enabled toggle controls whether the workflow actually runs on its configured schedule. A schedule can be fully configured — with a cron expression saved — but left inactive by keeping the toggle off. This lets you set up a schedule in advance without activating it yet, and switch it on when you're ready.
Tip
Use the toggle to pause a scheduled workflow temporarily without losing your schedule configuration. When you're ready to resume, simply switch it back on.
Common questions
Can I set multiple schedules for one workflow?
Each custom workflow supports one active schedule at a time. If you need different cadences, duplicate the workflow and configure a separate schedule on each copy.
What happens if a scheduled workflow fails — will I be notified?
If a scheduled run encounters an error, it will appear in the workflow’s chat history with an error state. In-app notifications are sent for failed runs so you can review what went wrong.
Can I pause or cancel a scheduled workflow?
Yes. Toggle “Schedule Enabled” off to pause the workflow without losing your schedule configuration. Toggle it back on when you’re ready to resume. To permanently remove the schedule, open the workflow in edit mode and clear the schedule settings.
Is there a limit to how many workflows I can schedule?
There is no hard cap on the number of workflows you can schedule. For best results, review your scheduled workflows periodically to ensure they are still relevant and producing useful output.
Things to know
- Scheduling is only available on custom workflows. Pre-built Library workflows cannot be scheduled directly — clone one first to create an editable copy.
- All schedule times are in UTC. There is no automatic timezone conversion.
- A schedule can be saved but left inactive. Use the Schedule Enabled toggle to control this.
- You can edit the schedule at any time by opening the workflow and editing it.
- Scheduled runs appear in the workflow's chat history, just like manually triggered runs.
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