How do I set up a routine?

A routine has Vai do the same work on a schedule and report back in its own chat. You set it up once, in Business Center or by asking Vai. For what routines do, see What are routines?

Before you start

Routines are on the Growth plan, and they run in your own workspace. If you’re working in a team workspace, switch to your own with the Working in chip in the top bar.

Set up a routine

1. Open Routines. Open Business Center from the rail, then select Routines.
2. Start a routine. Select New routine.
3. Say what Vai does. Give the routine a Title, then write the Instructions: what Vai does each run, for example “Draft replies to new client emails. Keep them short and friendly.”
4. Pick a schedule. Under Schedule, choose Daily, Weekdays, Weekly, Monthly, or Hourly, then pick the days, the Day of month, or the Time. For Hourly, pick the Minutes past and tick I understand.
5. Choose the scope and the check. Under Scope, keep All Hubs or pick one Hub. Under Run when there is, choose what must be new for a run to go ahead, or Always run.
6. Choose what Vai can do without asking. Under Vai can, without asking, tick the changes Vai may make during a run, such as Write and edit email drafts. Leave them all unticked for a routine that only reports.
7. Create it. Select Create routine. The routine appears in the list with its schedule, and its chat appears under Routines on Vai’s Chat tab.

The timezone shown under Schedule comes from your browser when you create the routine. Each run uses it.

Ask Vai to set one up

In a Vai chat, describe the routine, for example “Every weekday at 8, draft replies to new client emails and mark the newsletters read.” Vai shows a card titled Create routine with the Title, Schedule, Scope, Runs when, Can do without asking, and Timezone. Select Approve to create it, or Deny. For an hourly routine, tick I understand first.

Vai always asks on this card before it creates, changes, turns on or off, or deletes a routine, whatever your Approvals setting. These cards show in Vai chats in your browser or the installed app.

Run, change, pause, or delete a routine

Select a routine’s title in the list to open its details: its Instructions, Schedule, Timezone, Scope, Runs when, Next run, what Vai can do without asking, and Recent runs.

• Open its chat. Select Open chat to read the reports.
• Run it now. Select Run now. The run skips the check, so it uses AI credits, and the schedule stays as it is.
• Change it. Select Edit, change the form, then select Save routine. The next run follows the change.
• Pause it. Turn off the switch beside the routine in the list. It stays saved and doesn’t run until you turn the switch back on.
• Delete it. Select Delete routine, then Delete routine again to confirm. Its chat is deleted too.

You can also ask Vai in a chat to change, turn off, or delete a routine, and approve its card.

To see every run, select Run history above the list. To show only one Hub’s routines, choose it in the All Hubs menu.

If something goes wrong

• New routine is greyed out. You have 6 routines, the most you can have, or you aren’t on the Growth plan. Delete a routine to add another.
• The form shows Confirm hourly runs before saving. Tick I understand under Hourly runs.
• The Routines tab shows Routines are in your own workspace. You’re working in a team workspace. Switch to your own with the Working in chip in the top bar.
• Run now is greyed out or shows Running…. The routine is already running. Wait for its report.
• The switches are greyed out. Your routines are paused for your plan or your AI credits. See Why is my routine paused or not running?

To read what a run did, open the routine’s chat under Routines on Vai’s Chat tab. See What are routines?