Scheduled Tasks

Use scheduled tasks to automate chat completions and agent workflows. You can schedule prompts to run once at a specific time, on a fixed interval, or on a daily, weekly, or monthly recurring schedule.

In the Enterprise h2oGPTe navigation menu, click Scheduled Tasks.

note

Viewing scheduled tasks requires the h2ogpte/display/scheduled_tasks permission. Creating, editing, and deleting tasks require the h2ogpte/scheduled_task/create, h2ogpte/scheduled_task/edit, and h2ogpte/scheduled_task/delete permissions respectively. Administrators with the h2ogpte/scheduled_task/manage permission can manage all users' tasks. To configure role permissions, see Roles and Permissions.

Tasks tab

The Tasks tab displays summary cards and a searchable task table. Data refreshes automatically in the background while the page is open.

Summary cards show the following metrics: Total Tasks, Active Tasks, Paused Tasks, Recurring Tasks, and Total Runs.

Each row in the task table includes the following columns: Task Name, Status, Task Type, Schedule Type, Schedule Summary, Next Run, Runs, and an actions menu.

To filter tasks, enter a name in the Name filter or select a status (Active, Paused, Completed, or Expired) from the Status dropdown.

Actions menu

The actions available in each task row's menu depend on the task status.

For active and paused tasks:

• Run Now: Triggers the task immediately. The task remains paused after a manual run and continues to skip its automatic schedule until you resume it. Disabled while the task is currently running.
• Edit Task Settings: Opens the Edit Scheduled Task dialog with pre-filled values.
• Pause / Resume: Temporarily stops or resumes scheduling of the task.
• Delete: Permanently deletes the task and all its execution history.

For completed and expired tasks:

• View task details: Opens the task detail panel.
• Delete: Permanently deletes the task and all its execution history.

Task details

Click a task name to open its detail panel. The detail panel shows the following information:

• Description, Status, Task Type, Schedule Type, and Schedule Expression
• Next Run time (shown only for active tasks) and Last Run time
• Scheduled executions (shown as count / max when a maximum is set) and Created At date
• Email Notification address (if configured)
• Task Configuration JSON (if available)

Below the task details, a Task Runs table lists each run for that task with the following columns: Run Status, Trigger, Started, Duration, Result Summary, and Task Error. Click a Task Error value to view full error details.

Create a scheduled task

To create a scheduled task:

1. On the Scheduled Tasks page, click Create Task.

2. On the Task Details tab, configure the following fields:

   

   Field	Required	Description
   Task Name	Yes	Name for the scheduled task.
   Description	No	Description of the task.
   Collection	No	Collection whose settings apply to the task. When selected, the Chat, Agent Settings, Expert Settings, and Cost Controls tabs are hidden and settings come from the collection.
   Prompt / Message	Yes	Prompt or message to send on each execution.

3. On the Schedule Settings tab, configure the schedule:

   

   Field	Required	Description
   Repeat	Yes	No repeat (one-time), Every... (interval), Daily, Weekly, or Monthly.
   Run At	Yes (one-time)	Date and time to run the task.
   Every / Unit	Yes (interval)	Interval value and unit (Minutes or Hours).
   Day of Week	Yes (weekly)	Monday through Sunday.
   Day of Month	Yes (monthly)	1 through 31.
   Time	Yes (recurring)	Local time of day to run.
   Timezone	Yes (recurring)	Timezone for the scheduled time.
   Expires At	No	Date after which the task stops running.
   Max scheduled executions	No	Max number of runs. Leave empty for unlimited.

   note

   Email notifications use Gmail settings configured in Preferences. To enable notifications, toggle Email Notification on in the Schedule Settings tab.

4. (Optional) Configure the remaining tabs:

   Tab	Description
   Chat	Configures LLM parameters and includes a collection selector.
   Agent Settings	Configures agent behavior.
   Expert Settings	Provides advanced model options.
   Cost Controls	Sets cost limits.

   For details, see Customize a Chat session.

5. Click Create.

Schedule a prompt from chat

To schedule a prompt from a chat session:

1. In the chat input area, click the Schedule this prompt (clock) icon.

   

2. The Create Scheduled Task dialog opens with the Prompt / Message field pre-filled from the chat input. Enter a Task Name.

   

3. On the Schedule Settings tab, configure the schedule. From the Repeat dropdown, select how often the task should run. You can select from No repeat (one-time), Every… (interval), Daily, Weekly, or Monthly. If you choose the Every… option, use the newly revealed Every and Unit fields to set a custom interval (for example, every 5 minutes).

   

4. In Run At, enter the date and time for the task. Optionally, set an Expires At date or a Max Executions limit.

5. (Optional) To receive email notifications when the task completes, enable the Email Notification toggle.

   note

   Email notifications use Gmail settings configured in Preferences. Configure your Gmail address and app password there before enabling this option.

6. Click Create.

The task appears on the Scheduled Tasks page with the prompt and chat settings from your current session.

Activity tab

The Activity tab shows execution history across all your scheduled tasks. Each row includes the following columns:

Column	Description
Task Name	Name of the scheduled task.
Status	Current execution status. Possible values: Completed, Failed, Running, or Pending.
Trigger	How the run was initiated: Scheduled run or Manual run.
Started	Date and time when the execution started.
Duration	How long the execution took to complete.
Result Summary	Brief summary of the execution result.
Task Error	Error message if the execution failed. Click to view full details.

To filter executions, select a status from the Status dropdown.

Admin tab

The Admin tab is visible only to administrators and shows all scheduled tasks across all users.

Admin summary cards display the following metrics:

Metric	Description
Total Tasks	Total number of scheduled tasks across all users.
Active Tasks	Number of currently active tasks.
Unique Task Users	Number of distinct users who have scheduled tasks.
Failed Today	Number of task executions that failed today.
Running Now	Number of task executions currently in progress.

The administrator task table includes the following columns:

Column	Description
Task Name	Name of the scheduled task.
Task Owner	User who created the task.
Task Type	Chat Completion or Agent Task.
Schedule Type	How the task is scheduled (one-time, interval, daily, weekly, or monthly).
Status	Current task status: Active, Paused, Completed, or Expired.
Scheduled executions	Total number of executions for the task.
Next Run	Date and time of the next scheduled run. Only shown for active tasks; displays — for paused, completed, or expired tasks.

Unlike the Tasks tab, the administrator table doesn't include a Schedule Summary column. Administrators can pause, resume, or delete any user's tasks, but can't trigger or edit another user's task settings.

To filter tasks by owner, select a user from the User dropdown.

Related topics

• Customize a Chat session
• Agents
• Roles and Permissions

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