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.

You set up an automation by talking to the chat, the same way you would ask for the task once. Open the chat and describe what should run, when, and where the result should go, for example Every weekday at 8:00 summarize my calendar for today and email me the result, or Whenever an email from billing@ arrives, file the attached invoice in the Finance folder.

The assistant asks for anything missing, then shows a card with the proposed automation: its name, the schedule in plain words (and the cron expression it maps to, in your time zone), the email trigger if any, the delivery and the exact prompt that will run. Nothing is saved yet.

• Click Confirm to save it. The card then shows when the automation runs for the first time, with a link to the list.
• Click Cancel, or simply reply in the chat with what to change (“make it 9:00”, “send it to my colleague instead”), and the assistant proposes again.

The result can be delivered by email (to you or another address), as a new chat thread in your history, or as a row in a spreadsheet (give the assistant the spreadsheet link; each run appends a row with the date and the result). Without a request otherwise, the result is emailed to you.

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 request is placed in the message box, add when it should run and send it.

The list of your automations is one click away: Scheduled agents in the chat’s left sidebar, or Settings ➤ Scheduled agents (gpt.space/app/settings/automations). Every automation shows its schedule, delivery, next run, last run and last status. You can also ask the chat: What runs automatically?, Pause the morning digest, Delete the invoices automation.

• 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 opens a chat about that automation: tell the assistant what to change and confirm the updated card; 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.

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.

An automation can also run the moment a matching email lands in your Gmail inbox, instead of (or in addition to) its schedule. Ask for it in the chat (whenever an email from billing@ about an invoice arrives…); the card shows the Gmail search the assistant derived, for example from:billing@ subject:invoice, which you can ask to adjust before confirming. An empty search runs 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, the card shows a Connect Gmail link after you confirm; grant it, then ask the assistant to propose the automation 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.

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.

	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