Schedules - Cloosphere Guide

Tired of manually requesting daily sales reports or checking weekly system monitoring results? Schedules send the AI prompts at scheduled times automatically and save the results to chat or deliver them via email/Slack/Teams.

Example

“Every day at 9 AM, analyze yesterday’s sales and send the report by email”

Method	Process	Time
Manual request	Open chat daily → enter prompt → copy result → write email	10–20 min/day
Schedule	Configure once → auto-run daily + email send	0 min (auto)

Schedule Lifecycle

Schedule List

In the Schedules section of the sidebar, view all schedules.

Feature	Description
Search	Search by name, description, prompt
Toggle active/inactive	Toggle from the more menu (⋮)
Run Now	Run immediately without waiting for next cycle
Delete	Delete the schedule and execution history

Creating a Schedule

Click the + icon button to create a schedule.

Basic info

Enter name and description.

Field	Description	Example
Name	Schedule name	”Daily Sales Report”
Description	Purpose (optional)	“Daily 9 AM sales analysis”

Pick target

Pick the agent, flow, or model to run.

Target Type	Description
Agent	AI agent connected to Knowledge Bases, databases, etc.
Flow	Multi-step workflow
Model	Base LLM model (direct prompt)
Dashboard	BI dashboard HTML export (refreshed with latest data)

You can only pick targets you have access permission to. Without permission, they don’t appear in the list.

Write the prompt

Enter the prompt to send when running.Tips:

Specify the desired output form
When the agent has structured output (JSON Schema), result fields are accessible from notification templates

Example:

Analyze today's sales data and write a report including DoD growth rate
and key drivers. Visualize with charts and summarize 3 key insights.

Set frequency (cron editor)

Set the run frequency. An intuitive cron editor is provided.

Mode	Description	Example
Interval	Run every N minutes (1, 2, 3, 5, 10, 15, 20, 30 min)	Every 10 min
Hourly	Every hour at a specific minute	Every hour at :30
Daily	Daily at a specific time	Daily 9:00 AM
Weekly	Specific weekday + time	Mon–Fri 9:00 AM
Monthly	Specific day + time	1st of month 8:00 AM
Custom	Direct cron expression	`0 9 * * 1-5`

You can also set timezone and run period.

Setting	Description
Timezone	Reference timezone for run time (default: browser timezone)
Start date	Schedule start date (optional)
End date	Schedule end date (optional, indefinite if unset)

Notification setup

Set channels to receive run results. Add multiple notifications.

Setting	Description
Channel type	Email / Webhook (preconfigured) / Direct URL / Telegram / Google Chat
Channel selection	Pick admin-configured email or webhook channel
Trigger	Always / Success only / Failure only
Email recipients	Email address list (email channel only)
Subject/Body template	Email subject and body (email channel only)
Message template	Webhook message (webhook channel only, optional)

Add multiple notifications to a single schedule for conditional branching — e.g., email on success and Slack on failure.

Newly created schedules are saved as active (is_active=True) by default. The next run is scheduled immediately upon creation.

Cron Expression Guide

In Custom mode, enter a cron expression directly. A cron expression has 5 fields.

┌─────────── minute (0-59)
│ ┌─────────── hour (0-23)
│ │ ┌─────────── day of month (1-31)
│ │ │ ┌─────────── month (1-12)
│ │ │ │ ┌─────────── day of week (0-6, 0=Sunday)
│ │ │ │ │
* * * * *

Special Characters

Character	Meaning	Example
`*`	All values	`* * * * *` = every minute
`,`	List multiple values	`0 9,18 * * *` = 9 AM and 6 PM
`-`	Range	`0 9 * * 1-5` = Mon–Fri
`/`	Step	`/10 * * *` = every 10 min

Day of Week Numbers

Number	Day
0	Sunday
1	Monday
2	Tuesday
3	Wednesday
4	Thursday
5	Friday
6	Saturday

Common Expressions

Cron Expression	Description
`0 9 * * *`	Daily 9 AM
`0 9 * * 1-5`	Weekdays (Mon–Fri) 9 AM
`0 9,18 * * *`	Daily 9 AM and 6 PM
`30 8 * * 1`	Mondays 8:30 AM
`0 0 1 * *`	First of every month, midnight
`0 0 1,15 * *`	1st and 15th of every month, midnight
`/30 * * *`	Every 30 min
`0 /2 * *`	Every 2 hours on the hour
`0 9 * * 1,3,5`	Mon/Wed/Fri 9 AM
`0 22 * * 0`	Sundays 10 PM

When you set Interval/Hourly/Daily/Weekly/Monthly modes, the cron expression is auto-generated. Use Custom mode only for complex schedules.

Schedule Management

Activate / Deactivate

Open the more menu (⋮) in the list and toggle active/inactive. When deactivated, the next run isn’t scheduled.

Run Now

Click Run Now to run immediately without waiting for the next cycle. Useful for manual result review or testing settings.

Edit

Click a schedule card to open the detail page where you can edit all settings. Changes auto-recalculate the next run time.

Delete

Deleting a schedule also removes related execution history.

Deleted schedules can’t be recovered. Execution history and linked chat history may also be deleted, so proceed carefully.

Copy to Users

Copy a schedule to other users. Copy to Users works as a copy-based share.

Item	Description
Independent copy	A separate schedule is created for the recipient
Settings copy	Target, prompt, frequency, and notifications all copied
Independent edits	After sharing, each user can edit their own schedule freely
Origin tracking	Copy metadata records the original owner and schedule info

Execution History

On the schedule detail page, view recent execution history.

Status

State	Color	Description
Pending	Yellow	Awaiting execution
Running	Blue	Currently executing
Completed	Green	Completed successfully
Failed	Red	Error occurred

History Details

Item	Description
Run time	Scheduled run time
Duration	Time from start to completion
Retry count	Auto-retry count on errors (max 2)
Error message	Failure cause (on failure)
View chat	Navigate to the chat where results were saved

Auto-retry

Timeouts, server errors (5xx), rate-limit errors, and connection errors are auto-retried up to 2 times. Tasks running for more than 10 minutes are auto-recovered.

History Retention

Completed and failed execution records are auto-deleted after 30 days.

Chat Storage

Every execution result is saved to a dedicated chat.

Item	Description
First run	A new chat is auto-created
Subsequent runs	Results accumulate in the same chat
Chat title	Set by the notification subject template (default: `[{{schedule_name}}] {{result.title}}`)
Quick link	Navigate via “View Chat” link in execution history

Chart Images

Charts generated by Database (DbSphere) agents are server-side rendered to images and included in notifications. Supported chart types:

Bar charts, line charts, pie charts, scatter plots
Heatmaps, histograms, grouped bar charts

Per-channel delivery:

Channel	Method
Email	Inline images in the body
Slack	Image URL display
Teams	Image included in Adaptive Card
Discord	Image in Embed (first image)
Telegram	Sent as image messages
Google Chat	Image in Card

Template Variables

Variables you can use in notification subject, body, and message templates.

Variable	Description	Example
`{{schedule_name}}`	Schedule name	Daily Sales Report
`{{prompt}}`	Executed prompt	Today’s sales data…
`{{result}}`	Full execution result	(Full AI response)
`{{status}}`	Execution status	completed / failed
`{{result_raw}}`	Raw result before processing	(Raw AI response)
`{{chat_url}}`	Result chat URL	https://cloosphere.example.com/c/abc123
`{{completed_at}}`	Completion time	2025-02-27 09:00:45

Accessing Structured Output

When the target agent has a JSON Schema response format, access individual fields with dot notation.

{{result.title}}           → title field of the result JSON
{{result.data.count}}      → nested field access
{{result.metrics.revenue}} → revenue data access

In the notification setup screen, structured output fields are auto-detected and shown as buttons. Click to insert into the template.

Template Examples

Email subject
Email body
Slack message

[{{schedule_name}}] {{status}} - {{completed_at}}

Schedule "{{schedule_name}}" execution completed.

Prompt: {{prompt}}

Result:
{{result}}

*{{schedule_name}}* run result ({{status}})
> {{result}}

Access Permissions

Scope	Description
Creation	Only users with `features.scheduled_tasks` permission can create (admins always can)
Edit/delete	Only owner or admin can
Sharing (read)	Grant view permission to specific groups/users via `access_control`
Target access	Read permission required for target agent/model (or it’s hidden)

FAQ

Schedule isn't running

Check:

Verify the schedule is active
Verify start/end dates are correctly set
Verify access permission to the target agent/model
Verify features.scheduled_tasks permission is enabled for the user’s group

It runs 1–2 minutes late, not on time

The scheduler checks for run targets at 1-minute intervals. Once queued, workers process at 5-second intervals. So up to ~1 min delay can occur, which is normal.

What if users are in multiple timezones?

Each schedule can have its own timezone. Example: Seoul office uses Asia/Seoul, NY office uses America/New_York. The default auto-detects the browser’s timezone.

Execution result doesn't appear in chat

The execution may have failed. Check the status and error message in execution history.

Where do I configure notification channels?

Email and webhook channels are pre-configured by admins in Admin > Settings > Notifications. The Direct URL method can be entered directly in the schedule without preconfiguration.

I don't know cron expressions

Picking Interval/Hourly/Daily/Weekly/Monthly mode auto-generates the cron expression. For Custom mode, see the Cron Expression Guide above.

Can I copy a schedule to other users?

Yes — click Copy to Users on the schedule detail page and select target users. An independent copy is created for each user, separate from the original and freely editable.

Agents

Configure AI agents as schedule targets

Notification Settings

Pre-configure email/webhook notification channels

Database

Useful for chart-included sales report automation

Automation

​Example

​Schedule Lifecycle

​Schedule List

​Creating a Schedule

​Cron Expression Guide

​Special Characters

​Day of Week Numbers

​Common Expressions

​Schedule Management

​Activate / Deactivate

​Run Now

​Edit

​Delete

​Copy to Users

​Execution History

​Status

​History Details

​Auto-retry

​History Retention

​Chat Storage

​Chart Images

​Template Variables

​Accessing Structured Output

​Template Examples

​Access Permissions

​FAQ

​Related Pages

Agents

Notification Settings

Database

Example

Schedule Lifecycle

Schedule List

Creating a Schedule

Cron Expression Guide

Special Characters

Day of Week Numbers

Common Expressions

Schedule Management

Activate / Deactivate

Run Now

Edit

Delete

Copy to Users

Execution History

Status

History Details

Auto-retry

History Retention

Chat Storage

Chart Images

Template Variables

Accessing Structured Output

Template Examples

Access Permissions

FAQ

Related Pages