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Routines

A routine is a task a Bot does on its own, on a schedule or when something happens in a connected app. Each run posts into the routine's chat, the Bot works through it, and you get its report.

When a routine can run

Times are read in the routine's timezone. Bots use the timezone from About you on the Memory page, so set it before you schedule anything.

  • At a set time on the days you pick, such as weekdays at 8:00.
  • Every few hours, from every hour up to once a week.
  • Once, at a date and time.
  • When something happens in a connected app: when a new Gmail message arrives, when a new Outlook email arrives, when someone sends you a Slack direct message, when a message is posted in a Slack channel, when a calendar event is about to start, when a calendar event is created. An app-started routine runs at most 20 times in 24 hours.

Create a routine

The easiest way is to ask the Bot in its chat, for example: "Every weekday at 8:00, check my inbox for invoices and list them here." It saves the routine and tells you when the first run is. One-off routines and routines started by an app are made this way.

You can also open Activity and select New routine under Routines. Pick the Bot, name the routine, write what it should do each time, choose At a set time or Every few hours, and set the timezone.

The free plan includes 3 routine. Pro allows up to 50.

Pause, run or delete a routine

Your routines are listed under Routines on the Activity page. From there you can pause and resume one, run it now, delete it, and open its recent runs.

To change what a routine does or when, ask the Bot that owns it in a chat. A Bot can change only its own routines. What starts an app-started routine can't be changed; delete it and ask for a new one.

During a run, a Bot can't create, change or delete routines. Runs read email and web pages written by other people, and this keeps that content from rewriting your schedule.

What happens in a run

  • The run appears in the routine's chat with the routine's name. The Bot works on its own and finishes with a short report.
  • If it needs you, it asks a question and you're notified. If it wants to change something in a connected app, that waits for your approval like any other request.
  • Each run shows a status: Running, Done, Waiting for you, Didn't finish or Skipped.
  • A run that stops partway, for example when the service fails, is marked Didn't finish, and you're notified.
  • Runs use your AI allowance and computer time like any other task, and the Bot's spend limit per task applies. A run that reaches the limit shows as waiting for you.

Missed runs are skipped, never replayed

If Krafty is unavailable when a run is due, the run still starts when the service is back, as long as it isn't too late. A one-off run can start up to 6 hours late, a run at a set time up to 12 hours late, and a routine that runs every few hours up to one hour late (30 minutes for one that runs every hour).

Past that, the run is skipped. Activity shows it as "<routine name> didn't run", with "Missed while Krafty was unavailable", and the run's status is Skipped. You aren't sent a notification for it. Missed runs are never replayed later, and several missed runs never pile up into a burst: the schedule moves on to its next time, which is still counted from the original schedule so it doesn't drift.

If you need the work from a skipped run, select Run now on the Activity page.

Runs skipped before they start

A run is also skipped, and you get a notification with the reason, when the Bot isn't available on your current plan or your AI allowance is used up.

See also: Billing and usage

Morning summary

Turn on Morning summary under Recent on the Activity page to get one phone notification at 8 a.m. in your timezone with what your Bots finished, what didn't finish, and what's waiting for you. It's skipped on days when nothing happened, and it needs your timezone set in About you.

Questions

No. A run that couldn't start within its window is skipped and shown on Activity, and the routine continues from its next scheduled time. Use Run now if you want that run's work.

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Still stuck?

Email support@kraftybot.app. Say what you were trying to do, what happened, and whether you were on the web or the phone app. Never send passwords, sign-in codes, API keys or card numbers.

The support page has more on reporting a problem and on privacy.