Scheduling Workflows
Scheduled Workflows lets you build a custom workflow and set it to run automatically on a defined schedule — no manual triggering required. SoterAI performs the task and returns the output on its own, whether or not you are in the app.
This is designed for repetitive work — research, writing, reporting and other recurring tasks — so that agents can run on your behalf around the clock. Common examples include weekly regulatory 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 you create a workflow, or by editing an existing one. The controls are in the same panel either way.
- Go 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.
- Describe your workflow to SoterAI in the chat. Once it has built the workflow, scroll down in the Draft Record panel to find the scheduling controls.
- Set the schedule you want (see the steps below). A new schedule is enabled automatically when you first set it up — there is no separate step to switch it on. The Schedule Enabled toggle is there for later, to pause and resume the schedule.
- Under Schedule, choose a frequency: Hourly, Daily, Weekly, Monthly, or Advanced for a custom cron expression.
- Set the day and time for the frequency you chose. Weekly, for example, asks for a day of the week and a time of day.
- Click Save Changes to keep the schedule, then publish the workflow.
Schedule options
| Frequency | What you set | Example |
|---|---|---|
| Hourly | Nothing — it runs every hour, on the hour | Every hour, on the hour |
| Daily | Time of day | Every day at 8 am |
| Weekly | Day of week and time of day | Every Monday at 6 am |
| Monthly | Day of month and time of day | The 1st of each month at 9 am |
| Advanced | A cron expression | 0 6 * * 1 — every Monday at 6 am |
Schedules run in your own timezone
The time you set is the time your workflow runs where you are. Set a report for 6 am and it arrives at 6 am your time — there is no offset to work out and no conversion to apply.
SoterAI confirms the schedule back to you in the chat with the timezone named, so you can check it before you save. For example:
“Your workflow is scheduled to run every Sunday at 23:00 (Europe/Berlin).”
Schedules are also written out in words rather than as a cron expression wherever they appear, so they are readable at a glance.
Using a different timezone
If you want a workflow to run on someone else's clock rather than your own, say so when you set it up — for example “every weekday at 9 am New York time”. A timezone you name explicitly always takes priority over your own.
This is useful for reports that need to land before a particular team's working day starts, or for a schedule tied to a client's site rather than your office.
If SoterAI cannot tell which timezone you mean, it asks rather than guessing.
Daylight saving changes
Your schedule keeps its local time all year round. A workflow set for 11 pm runs at 11 pm in summer and at 11 pm in winter — the clock change does not move it.
On the two nights a year when the clocks change, a scheduled run happens exactly once. It is never skipped in spring and never repeated in autumn.
Schedules created before this change continue to run in UTC. If you have an older scheduled workflow and you want it to follow your local time instead, open it and set its schedule again.
The Schedule Enabled toggle
The Schedule Enabled toggle controls whether the workflow actually runs on its schedule. A schedule you have just set up is enabled straight away, so it will start running at its next due time without any further action. If you would rather set one up in advance, switch the toggle off after saving and turn it back on when you are ready.
Tip. Use the same toggle to pause a scheduled workflow without losing its configuration, then switch it back on to resume.
Common questions
Can I set more than one schedule on a workflow?
Each custom workflow supports one active schedule. If you need two cadences, duplicate the workflow and give each copy its own schedule.
What happens if a scheduled run fails?
The failure appears in the workflow’s chat history with an error state, and you receive an in-app notification so you can review what went wrong.
Can I cancel a schedule entirely?
Yes. Turning the toggle off pauses it; to remove it, open the workflow in edit mode and clear the schedule settings.
Is there a limit on how many workflows I can schedule?
There is no hard cap. Review your scheduled workflows periodically to make sure they are still producing something useful.
What if I move, or my team is spread across countries?
The timezone is stored with the schedule, so it stays put until you change it. If you want a workflow to follow a different location, set its schedule again and name the timezone you want.
Things to know
- Scheduling is available on custom workflows only. Pre-built Library workflows cannot be scheduled directly — clone one first to get an editable copy.
- A new schedule is active as soon as you set it up; use the Schedule Enabled toggle to pause it, or to set one up in advance and switch it on later.
- You can change a schedule at any time by opening the workflow and editing it.
- Scheduled runs use the published version of the workflow. If you change a workflow, publish it for the new version to take effect on its next scheduled run — an unpublished draft does not change what the schedule runs.
- Set schedules from a desktop browser. The Set Schedule dialog does not yet display correctly on a phone.
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