Scheduled agents

A scheduled agent (an automation) is a chat prompt that runs on its own: every weekday morning, every hour, every Monday, or on a cron expression you write. The agent does exactly what it would do if you typed the prompt yourself, with the same Google Workspace tools, and the result arrives where you asked for it.

Scheduled agents are part of the Standard plan (up to 3 active automations) and the Pro plan (up to 20). On the other plans the page shows what they do and offers to upgrade. Every run uses your plan’s credits like a normal chat turn.

Create an automation

Open Settings ➤ Scheduled agents or go to gpt.space/app/settings/automations, then click New automation.
Give it a name and write the prompt like a chat message, for example Summarize my calendar for today and flag anything that needs preparation.
Pick a schedule: every weekday morning at 8:00, every hour, every day at 9:00, every Monday at 9:00, or a custom five-field cron expression (0 8 * * 1-5 runs weekdays at 8:00). Times follow the time zone shown under the schedule, which defaults to your browser’s.
Choose how to deliver the result:
- By email, to your address or another one.
- As a new chat thread in your chat history, so you can continue the conversation.
- As a row in a spreadsheet: paste the spreadsheet link or ID and, optionally, a sheet name. Each run appends a row with the date and the result.
Click Create. The list shows when the automation runs next.

From the chat

Anything you asked once can become an automation. Hover a message you sent and click Schedule this prompt (the clock icon), or click the same icon in the message box to schedule what you are typing: the dialog opens with the prompt filled in.

Manage automations

In Settings ➤ Scheduled agents every automation shows its schedule, delivery, next run, last run and last status.

Pause or resume with the switch. A paused automation does not count against your plan’s limit.
Run now starts a run right away, regardless of the schedule; the result arrives within a few minutes.
Edit changes the prompt, schedule or delivery; the next run is recalculated.
Show runs lists the latest runs with their status, credits used and, for thread delivery, a link to the thread.
Delete removes the automation and its run history.

When a run is skipped

A run is skipped and recorded in the history, without using credits, when:

you are out of credits for the month (the status reads Skipped: out of credits). The automation resumes on its own once credits are available again;
your plan no longer includes scheduled agents (Skipped: not in plan);
your Google sign-in has expired or a Google permission the prompt needs was never granted. Open GPT Workspace, sign in or grant the permission, and the next run goes through.

A run that fails for another reason shows Failed with the error, and the automation keeps its schedule.

When a new email arrives

An automation can also run the moment a matching email lands in your Gmail inbox, instead of (or in addition to) its schedule. In the automation dialog switch on Run when a new email matches and write a Gmail search, for example from:billing@ subject:invoice. Leave the search empty to run for every new inbox email.

The search understands the everyday Gmail operators: from:, to:, cc:, subject:, label: / in:, has:attachment, is:unread, plain words (looked up in the subject, the preview text and the sender) and a leading - to exclude a term. All terms must match. Operators about dates or sizes (newer_than:, larger:) are ignored.

Each matching email starts one run. The agent receives the email first (sender, recipients, subject, date, the Gmail message and thread ids and the text of the message, up to 8,000 characters) followed by your prompt, so a prompt like File the attached invoice in the Finance folder and reply that it was received works on that email. The run is recorded in the history like any other, with a link to the message that started it.

To watch your inbox GPT Workspace needs Gmail access (the same permission as the chat’s Gmail tools). If it has not been granted yet, saving the automation shows a Connect Gmail link; grant it and save again. The page shows the watch’s state next to your automations: Watching your inbox until (the watch is renewed automatically), Gmail watch failed with the reason (for example a revoked Gmail permission; the automation stays enabled and the watch is retried daily and whenever you save it), or Rate limited when more than 60 matching emails arrived within an hour: the extra ones are skipped until the hour is over.

Email-triggered runs use the same plan limits, credits and run time limit as scheduled runs. An automation that only has a trigger shows Not scheduled and never runs on its own; one with both a trigger and a schedule runs on both.

What happens behind the scenes

Gmail notifies GPT Workspace through Google Pub/Sub whenever your inbox changes (a “watch” on the INBOX label, which Google expires after 7 days and GPT Workspace renews every day). GPT Workspace then reads the ids of the messages added since the last notification, fetches each new message once and checks it against the search of every email-triggered automation you have. A message is never run twice for the same automation, even when Google sends the notification more than once.

Limits

	Standard	Pro
Active automations (scheduled or triggered)	3	20
Shortest interval	15 minutes	15 minutes
Email-triggered runs	60 per hour	60 per hour
Run time limit	6 minutes	6 minutes