Scheduled tasks: schedule and run tasks automatically

What are Scheduled tasks?

With Scheduled tasks, Arcarius takes over recurring work for you – automatically and on schedule. You describe a task once; from then on Arcarius handles it by itself and puts the result straight into your chat.

An example: Every Monday morning an up-to-date list of overdue receivables is waiting in your chat – checked, prioritised and ready to follow up. Without you having to remember or start anything.

This replaces the same manual requests in One-on-One and means you never forget a recurring check again. Typical tasks you can automate:

• identifying missing receipts and preparing them as an Excel list
• detecting incorrectly posted transactions and preparing rebooking suggestions
• monitoring overdue receivables and prioritising them
• calculating KPIs, explaining changes and creating a management update
• preparing weekly overviews with open receivables, due payables and liquidity
• preparing emails or follow-up questions for customers or clients
• creating recurring reports, Excel, Word or PDF files

You can find a large selection of templates directly in the module.

How do Scheduled tasks work?

You can find Scheduled tasks as a module in the left sidebar, directly below One-on-One.

• Schedule from hourly to yearly – or once. Choose “Every hour”, “Every day”, “Every week”, “Every month”, “Quarter”, “Half year”, “Year” or Once. For special cases there is a Custom recurrence, and a scheduled task can have multiple schedules. All times run in Zurich time.
• Results directly in the chat. Each run starts in the background and streams live into the chat – answers, tables and files stay in one place, even when you’re not logged in.
• Uses saved context. Depending on the features available to your company, a scheduled task uses its own Learned context or the Memory for the relevant company or Project. You can review and manage visible entries in the corresponding area.

Create a scheduled task

Via New scheduled task you have three ways:

1. Template – choose from the suggestions (accounting, clients, controlling …). The form is pre-filled; you only adjust it.
2. Create manually – fill in the fields yourself.
3. Create with Arcarius – describe in the chat what you need. Arcarius briefly explains how scheduled tasks work, asks a few questions and proposes a ready-made scheduled task that you confirm with one click.

Tip: You can also turn a chat result directly into a scheduled task via Set up as scheduled task.

The fields in the form:

• Scheduled task name – enter a name.
• Prompt – explain the task to Arcarius (see tips).
• Trigger – when and how often it runs (down to hourly, once, or custom).
• Attachments (optional) – e.g. an Excel template for Arcarius to fill in.
• Memory (optional) – additional instructions for this scheduled task.
• Notifications (optional) – see below.

Manage Scheduled tasks

In the module you see all scheduled tasks with status, rhythm and next execution, plus tiles such as Active scheduled tasks, Next execution and Total runs.

• Run now – start a run immediately, without waiting for the schedule.
• Pause / Activate – via the switch (Active/Paused).
• Edit or Delete – when deleting, the existing run history is kept.
• Run History – a dedicated tab with status, duration and notification per run.

You can also change, pause, activate or delete a scheduled task directly in the chat with Arcarius – it shows you a summary to confirm first.

Notifications

Enable Mail after completion so that selected members receive an email after each run. For the email content you choose between Completion info only and Completion info + agent answer + attachments.

Who can manage Scheduled tasks?

Members with the Manage scheduled tasks permission can create and manage scheduled tasks. As an organization admin you control under Collaboration & permissions whether staff may do so. External clients can only create and see their own scheduled tasks. More on roles: Organization, teams & roles.

Organization-wide scheduled tasks

Organization-wide scheduled tasks are an Arcarius Plus feature. If you manage multiple companies in one organization, you can set up a scheduled task once, centrally and roll it out to multiple companies automatically – so the same monthly check runs across all your mandates, for example, without setting it up in each company separately. As an organization admin, you manage these in the organization-wide scheduled tasks area.

• Choose the scope: All companies (newly created companies are included automatically) or Selected companies.
• Managed centrally: In the individual companies, these scheduled tasks appear as managed by the organization and are read-only there – definition, schedule, attachments and notifications are maintained centrally.
• Email summary: Optionally, each run sends a compact summary – with links to the corresponding chats – to the organization owner, administrators or mandate leads. Each person receives at most one email per execution wave.

Note: For organization-wide scheduled tasks, the one-time run is currently not available.

Even with Plus, each actual agent run continues to be billed in credits. Plus pays for the central platform feature, not the AI execution. If Plus is suspended or ends, organization-wide scheduled tasks pause; their definitions and previous runs are kept.

More on roles and the organization: Organization, teams & roles.

Assign a scheduled task to a Project

You can assign a scheduled task to an active Project. New runs then use that Project’s Knowledge and Project Memory. Runs that have already finished retain their original context.

When a Project is archived, Arcarius pauses its active scheduled tasks. Restoring the Project does not automatically reactivate those scheduled tasks. You deliberately decide which tasks should run again.

Organization-wide scheduled tasks cannot be assigned to a Project belonging to an individual company.

Read more: Assign a scheduled task to a Project.

Tips

• If you want documents in a specific format or with specific content, add an attachment and ask Arcarius to fill in that template.
• For a good prompt, imagine Arcarius is an expert in its field but new to your company: give clear instructions on what to do, what is “special” at your company, and what the result should look like. Narrow the task down, for example to specific accounts and time periods.
• Create a separate scheduled task for each task and avoid mixing different topics.

Example of a good prompt:

“Review the usual operating expenses (accounts 6*) from the last month for invoices that may need to be capitalized. Consider transactions with an amount of CHF 1,000 or more and prepare the reclassification entries as of the transaction date for posting to the appropriate fixed asset account.”