Scheduling a Process

Automate recurring processes by scheduling them to run at set intervals. Each time a schedule fires, a new process instance is created automatically with all assignments and notifications applied.

Creating a Schedule

1. Go to Scheduled Processes in the sidebar.
2. Click Add Schedule.
3. Select the published process you want to schedule.
4. Choose the frequency and timing.
5. Choose who to assign the schedule to (see Assigning a Schedule below).
6. Click Schedule.

Frequency Options

• One-time — Runs once at a specific date and time.
• Daily — Runs every day at the specified time.
• Weekly — Runs on selected days of the week.
• Monthly — Runs on a specific day of the month.
• Yearly — Runs on a specific date each year.

Weekly Scheduling

When selecting weekly frequency, you can choose which days of the week the process should run. Select one or more days (Monday through Sunday).

Assigning a Schedule

When creating a schedule, you can assign it to either a Team Member or an Email Address.

Team Member

Select a team member from the dropdown. Each time the schedule runs, a new process instance is created and assigned to that person. They’ll receive a notification email.

Email Address (Guest)

Enter any email address to send the process to someone outside your team — or to a guest who doesn’t have an account. Each time the schedule runs, the recipient receives an invitation email with a link to start the process, just like sharing a process via email.

You can also enable reminders — if the recipient hasn’t started the process after a set number of days (1 day, 2 days, 3 days, 1 week, or 2 weeks), they’ll receive a follow-up reminder email automatically.

Timezone

Schedules use your team’s timezone setting. To change the timezone, go to Settings and update your team timezone. See Team Timezone for details.

Managing Schedules

From the Schedule page, you can:

• View all active schedules and when they’ll next run.
• Edit a schedule to change the frequency or timing.
• Delete a schedule to stop it from running.

What Happens When a Schedule Runs

For team member schedules:

1. A new instance of the process is automatically created.
2. The instance is assigned to the selected team member.
3. The assigned team member receives an email notification.

For email (guest) schedules:

1. An invitation email is sent to the recipient with a link to start the process.
2. The recipient can complete the process as a guest — no account required.
3. If reminders are enabled, a follow-up email is sent if the process hasn’t been started.

Common Use Cases

• Daily opening/closing checklists — run every morning for your team
• Weekly reports — kick off a review process each Monday
• Monthly audits — automate compliance checks on a recurring basis
• Annual reviews — schedule employee performance reviews once a year
• Recurring client intake — send an onboarding form to a client email on a set schedule
• Scheduled guest surveys — automatically email a feedback process to external contacts

Related

• Team Timezone — schedules use your team’s timezone
• Publishing — only published processes can be scheduled
• Sharing a Process via Email — one-off email invitations work the same way as scheduled email invitations
• Guest Access — how guests complete processes without an account
• Email Notifications — team members get notified when scheduled runs start