Routines: put an agent to work on its own, on a schedule or when something happens

What is a routine?

It's work that repeats itself, in an agent's hands: MIA, an MB Suite specialist or one of your team's agents. Each time its turn comes, the routine gathers the data it needs, the agent reads it and leaves a deliverable: a title, a short summary, how urgent it is —Critical, Attention or Informational— and its findings. If something calls for a change —creating a task, assigning a lead, preparing a draft—, it leaves it as a proposal. When there's nothing to review, it may leave a Nothing new deliverable without calling the AI: that one uses no credits.

• It only proposes — it never changes anything on its own. Each proposal waits for someone who sees the routine to approve it, and the change runs as that person, with their permissions (see Work: what your AI team did and what's waiting for your OK).
• It works with the permissions of whoever set it up — it reads only what that person can see, and only in its agent's area.
• It doesn't propose anything delicate — what goes out of MB Suite, what can't be undone, what's sensitive and changes that touch many records at once stay as findings, not proposals. A suggested routine also proposes only the changes of its kind: Uncontacted leads, for example, proposes who should take each lead.

How do I set up a routine by chatting?

• Open the chat with MIA or with the area's agent and ask in your own words: “review my campaigns' spend pacing every morning”, “on Mondays, tell me which deals have been still for two weeks”, “when a new lead comes in, check whether someone handled it”. MIA sets up routines for any agent; a specialist or one of your team's agents, only its own.
• The agent shows you the New routine card with everything it will do: What it does (the suggested routine or, if it's your own, its full instructions), Agent, When, Accounts, Who sees it, Delivery, Settings —the thresholds, like days without activity— and Credits: how much it spends, in ranges, per run and per month, and its cap per run. Below, it reminds you: “Analyzes and proposes: nothing changes without someone's OK.”
• Put it to work (Enter) makes it active. Adjust takes the cursor to the message box with the question “What should I change in the routine?”, and Dismiss (Esc) sets up nothing. A “yes” typed in the chat doesn't put it to work: it takes the click.
• Done: the card says Done and shows a line with when it works and who does it. From then on it shows up in Work > Jobs and routines, and its first deliverable lands in Deliverables when its turn comes.

Three things worth knowing when you set it up by chatting:

• Which accounts — in a workspace with Accounts, if what the routine reviews lives in the Accounts —media plans, campaigns, their own connections, social profiles or SEO—, the agent asks which ones before setting it up. With All accounts, the card's Accounts row says All accounts (N) and reminds you: “It also looks at the workspace. It uses AI only where there's something to report.”
• If there's nothing to review — if, where it's going to look, there's nothing that routine can review today, the card warns you —“…as it is, every run will end with “nothing new””— and suggests other accounts or All accounts.
• Several at once — if you ask for several routines together, it leaves one New routine card per routine in the same answer, each with its own Put it to work; if one can't be set up, it tells you which and why.

Where do I follow and manage my routines?

In AI Agents > Work, the Jobs and routines view (its direct link ends in ?tab=work&view=routines) brings together every routine you can see —active, paused and the ones that run on an event—, the ones that need something first, and your background jobs in progress (see Work: what your AI team did and what's waiting for your OK). Each routine has its row:

• What you see — its name and status (Active, Working, Queued, Starting… or Paused); its agent —its face opens its profile— and, if it isn't yours, whose it is; When: when it runs and its next time, what it's on or why it's paused; Where it looks: the account, how many Accounts or all of them; and Last run: when it ran and how it went —Nothing new, how many findings or Report ready—, or “Hasn't run yet”.
• Its buttons — Run now (its tooltip says roughly how much it spends and, when it can't run, why), Pause or Resume (or Take it over: see below), Edit and, in More actions, Adjust with {agent} —it opens a conversation with its agent—, See everything it left and Delete. Whoever set it up, an owner or an admin has them; for everyone else, a padlock says who can change it.
• Tap it to open its sheet on the side: what it does, when, where it looks, its settings, who sees it and how it arrives, its credits and the latest it left, with its buttons at the bottom.

You can also manage each routine from its agent's profile —in the Office, tap the agent— and from its setup, in the Jobs and routines tab (more below): with the same buttons, and tapping it opens the same sheet on top; when you close it, you're back where you were.

And from an agent's setup?

Every agent that chats with you inside the app —MIA, MB Suite's specialists and your team's agents— has the Jobs and routines tab in its setup. Open it with Configure from its profile or, for one of your team's agents, with Edit on its card in AI Agents (see The Office and each agent's profile: who's working, on what and how much it spent). The tab has:

• Routines — the ones of its you can see, in the same order as in Work: first the ones that need something and the ones working, then the active ones and, last, the ones someone on the team paused. Each says its status (Active, Working, Queued, Starting… or Paused, with the reason), when it works, the next or last time, where it looks when it isn't just this account and, if it isn't yours, whose it is. Tapping it opens its sheet on top of the setup; when you close it, you're back at the list.
• Its buttons — the same as in Work: Run now, Pause or Resume (or Take it over: see below), Edit and, in More actions, Adjust with {agent}, See everything it left and Delete. Whoever set it up, an owner or an admin has them; for everyone else, a padlock says who can change it.
• Background jobs — the ones you gave it, below its routines: first the ones still going —what's waiting for your OK, what's working, what's paused and what's scheduled— and below, Finished · 30 days (the most recent ones, with Show N more for the rest), which, like the Background jobs list in the MIA panel, also includes the proposals you dismissed (Dismissed, “You dismissed it.”) and the ones that expired (Expired). Each one says its status, what it's on or since when it's been working —a scheduled one, since its time— or how it ended, and its credits; while it can still be canceled, Cancel the background job asks you first, like its card. Tapping one closes the setup and opens its details in the MIA panel (see Background jobs: hand MIA the long work and get on with yours). If there are none, the tab tells you —“You haven't given {agent} any background jobs lately.”—; there, or next to the title, Ask for a background job opens the conversation with the agent and tells it “I'd like to give you a background job.”
• Suggested routines — the ones of its area that can be used in this account and that it doesn't have yet, with when they work and ≈ how many credits they use per run. Set up in chat opens a conversation with the agent and asks it for that routine: you carry on in the chat, with its New routine card. In MIA they all show up: “MIA sets them up with each area's agent.”
• Ask for a routine —or Ask for one your way, if there are no suggested ones for its area— opens the conversation to set one up in your own words.

What you do in this tab applies right away: it doesn't wait for Save. Chatting with the agent closes the setup, and so does opening a background job or going to Work with See everything it left, a deliverable on the sheet, See the steps or Go to Work, on the notice that shows up when you use Run now. If you had unsaved changes, it asks first. To chat or to open a background job, you confirm with Open without saving —for a job, the confirmation says “If you open the background job now, the changes to {agent} you haven't saved are lost.”—; to go to Work, the confirmation says “If you go to Work now, the changes to {agent} you haven't saved are lost.” and you confirm with Go without saving. Keep editing keeps you in the setup. A viewer sees the agent's routines and can give it background jobs, but doesn't see the suggested ones.

Which suggested routines are there?

MB Suite prepares them for each area. They only show up for you if the account has the modules they need turned on and you can see them, because a routine works with the permissions of whoever sets it up: Broken integrations, for example, needs the Integrations module, which is for owners and admins.

When does it work?

• On a schedule — every day, on weekdays, once a week, every other week or once a month (from day 1 to 28), at the time you choose, in the account's time zone. The card says it in words —Every Monday at 09:00— and, if your time zone is a different one, also which city's time it is.
• When something happens — an event in your account puts it to work. It batches what comes in over a while —the card tells you how long: “Batches what comes in over N minutes and works on it in one go.”— and it has a cap of runs per day. A routine that runs on an event works only in the account where you set it up, and its event must belong to a module you see and to its agent's area.

The events that can put a routine to work are these:

• A new lead entered the CRM.
• A deal moved to another stage or pipeline.
• A deal was marked as won.
• A deal was marked as lost.
• A platform connection was disconnected.
• Auto-Budget paused a campaign that spent its cycle budget.
• A rank check finished.
• A post could not be published on any network.
• The AI team handed an inbox item to a person.
• An email campaign was sent.

What didn't run isn't made up: if the routine was paused or you change its schedule, it works again at its next time, without repeating the ones it missed. For an extra run, use Run now: a routine covering several accounts runs at most once a day, and one with a single account every 6 hours; if it's too soon, the button tells you when you can.

Which accounts does it work in?

In the account where you set it up or, from a workspace, in the client Accounts you choose among the ones you reach (Chosen accounts, up to the maximum the screen shows you). With several, the agent reviews each Account separately and then puts them together in a single deliverable: while it works you see the progress —4 of 6 accounts— in the Office and in Work, and the deliverable says how each one went: Reviewed, No data, No access or Couldn't be reviewed. If whoever set it up no longer reaches one of them, it's left out and the deliverable says so.

Some suggested routines —the ones that know when there's nothing to review, such as Spend pacing or Broken integrations— can also cover All accounts:

• It covers the workspace and every active Account of it that whoever set it up reaches and where they see the routine's modules. It counts them again on every run, so a new Account comes in on its own; the routine says how many: All accounts (N).
• First it checks, without AI, what there is in the workspace and in each Account: the AI works only in the ones that have something to report, so an account with nothing new doesn't spend credits.
• The deliverable names the accounts with something to look at and the ones it couldn't review; the rest it just counts —Nothing new in 12 accounts.—. If the cap per run doesn't cover every account with something, it starts with the ones that bring the most and names the ones it left out.
• Only with a schedule: a routine that runs when something happens works in the account where you set it up.

Who sees it and who gets notified?

You choose it in Who sees it: Only you, You and the members you chose or All members of the account. Owners and admins always see it —“Owners and admins can see it too.”—, because the credits it spends are the account's. If the routine isn't yours, its sheet, the Edit form and the chat card say who sees it with its owner's name: Only Beto or Beto, Ana, and Pedro (without a name, Only the person who set it up).

What it leaves —its deliverables, its proposals and its step by step— is seen, among those people, only by whoever can see everything it brings: each Account it read and each module it brings data from. Nobody sees through a deliverable what they can't see in MB Suite. If it brings CRM data and Sales rep scope is on, a sales rep doesn't see what it leaves, unless the routine is theirs (see CRM roles and permissions: what each sales rep can see and do).

Delivery decides who gets notified. What it leaves always lands in Work, for everyone who can see it; besides that:

• The bell — to whoever set up the routine and to the people on its delivery who can see it: “{agent} left proposals to approve”, if it left proposals, or “{agent} left something to look at”, if its deliverable is Attention or Critical. Informational ones and Nothing new ones don't ring: they're waiting for you in Work.
• The email — if you chose In the app and by email, to those same people: “{agent} left a new deliverable”, with the routine's name, the account and the See the deliverable button. To protect your data, it doesn't include the summary or the findings: you read them in MB Suite. A Nothing new deliverable sends no email.

Who can change it?

• Where it looks and who sees it —and what it does, its agent and the event that puts it to work— can only be changed by whoever set it up, because the routine runs with their permissions. When someone else edits it, those fields show up with a padlock: “Only {owner} can change this: the routine reads data with their permissions”.
• The rest —its name, when it runs, its settings, the email notification and the credit cap— and pausing, resuming, running it now or deleting it: whoever set it up, an owner or an admin. Everyone else sees a padlock that says who can: “Only Beto, an owner or an admin can change it” or, without the owner's name, “Only the person who set it up, an owner or an admin can change it”.

There are two ways to change it. Edit changes it without chatting (more below). To change what it does or the event that puts it to work, chat with its agent: Adjust with {agent} —in More actions on its row, or on its sheet— opens the conversation. Ask for the change and it shows you the Routine changes card: it says what changes, shows the old value crossed out and is saved with Save changes. If you change when it works, it starts again from that moment.

How do I edit it without chatting?

• In AI Agents > Work > Jobs and routines —or in its agent's profile, or in the Jobs and routines tab of its setup—, use Edit on the routine's row or at the bottom of its sheet. The sheet becomes Edit “{name}”: “What you change applies from the next run. To change what it does, talk to {agent}.”
• Name and When it runs — the Frequency (Every day, Every weekday, Once a week, Every two weeks or Once a month), the Day or the Day of the month and the Time, in the account's time zone, with the next time it would run. A routine that runs on an event shows its event instead: “To change the event that triggers it, talk to {agent}.”
• Where it looks —in a workspace with Accounts, for a routine with a schedule—: Only {account}, Chosen accounts (the screen tells you how many you've chosen and how many you can) or All accounts, if the suggested routine allows it: “The AI works only in the ones that have something to report.”
• Settings —the thresholds of a suggested routine, each one with its range: Between N and M— and Who sees it: Only you, You and the members you choose or All members; except with All members, it reminds you: “Owners and admins can see it too.” If the routine isn't yours, Who sees it comes with the padlock and says who sees it, like its sheet: Only Beto or Beto, Ana, and Pedro.
• Email notification — with Send an email when it leaves something on, in Who gets the email you choose who else gets it, among the people who see it; its owner always does. “It always arrives in the app.”
• Credit cap per run — below it, how much it spends with what you chose, in ranges, and the minimum. If the new Accounts need more than the cap and you didn't touch it, it goes up on its own to the recommended one and tells you: “We raised it to N so it covers the accounts you chose.” At the bottom, how much it would spend per run and per month.
• Save changes (or ⌘↵, Ctrl+Enter on Windows) —it turns on once you've changed something—: the sheet comes back right away with what's new. If MB Suite can't save it, the form opens again with what you wrote and tells you why. Cancel (or Esc) goes back to the sheet without saving.
• If the routine changes while you're editing it —in another tab, or because someone else changed it—, the form catches up on its own. If you both changed the same thing, yours stays, with a notice: “While you were editing, the ‘Name’ section was changed somewhere else. Your version is kept here: saving replaces that change.” And if the change lands just as you save: “The routine changed while you were saving. The form now has the latest version along with your changes: check it and save again.”

What happens if whoever set it up loses access?

The routine is paused —it doesn't work with permissions its owner no longer has— and notifies the account's owners and admins (in an Account, also the workspace's): the bell “A routine was paused” and the email “A routine in {account} was paused”, with the See the routine button, which opens its sheet in Work > Jobs and routines: “Whoever set it up no longer has access: an owner or an admin has to take it over for it to run again.”

• Take it over —an owner or an admin, on its sheet or its row in Work, in the agent's profile or in its setup— puts it in your name: “It becomes yours and runs again with your permissions”. It stays just for you (and owners and admins), without the members its previous owner had chosen and without emails; if you want to share it again, change Who sees it with Edit or in chat. You can also take it over by chatting with MIA: her Routine changes card shows Who sees it as it was, crossed out and with its previous owner's name —for example, Beto, Ana, and Pedro—, and as it will be: Only you. You take it over with Save changes.
• Delete, if it's no longer needed.

If what whoever set it up lost is all the Accounts it covered, it's also paused and notifies —whoever set it up, too—: “To run again, whoever set it up needs access to at least one of its accounts, or its accounts need to change. An owner or an admin can also take it over.”

Why is it paused?

On its sheet, a paused routine says why; on its row —in Work, in the agent's profile and in the Jobs and routines tab of its setup—, in a few words:

• “Someone on the team paused it: it won't run until someone resumes it.” — Resume puts it back to work.
• “Whoever set it up no longer has access: an owner or an admin has to take it over for it to run again.” — see above.
• “It lost access to its accounts: an owner or an admin can take it over, and whoever set it up can adjust it in chat.” — see above.
• “Routine credits ran out this month: routines used their share of this month's credits and run again next month.” — it comes back on its own when the month starts; if you pause it yourself in the meantime, it no longer comes back on its own.
• “Its agent is no longer available to whoever set it up.” — for example, if the agent was deleted or whoever set it up can no longer use it.

How many credits does it use?

Each run uses your account's AI credits —in the Chat category, like your conversations—, in the name of whoever set up the routine. Before you put it to work, the card shows you how much it spends, in ranges, per run and per month, and its cap per run: when it nears that cap, the agent closes the deliverable with what it managed to review. A Nothing new deliverable doesn't call the AI and uses no credits, and with All accounts the AI works only in the accounts that have something to report: its estimate goes from zero, if none has anything, to what a few accounts with something would spend. Run now spends like any run: when you hover over it, the button tells you roughly how much before you click —Run now (≈ N credits)—, and the routine's sheet shows what it spends per run and per month, its cap and how much it has used.

Routines also have their own monthly cap: a share of the credits your account's plan includes (credits you buy separately don't count toward it). When they get close, owners and admins get the bell “Routines have used N% of their monthly cap”; when they reach it, “Routines reached their monthly cap”, and routines are paused until the next month, when they come back on their own. Chat keeps working as usual. An owner or an admin can change that share by asking MIA; in an Account that spends its workspace's credits, it's changed in the workspace.

How long is what it leaves kept?

• The deliverable — 365 days if it's a report without people —about ads, SEO, integrations or social ideas—; 90 days if it names people —leads, deals, messages— or comes from a routine of your own, and 30 days if it came out Nothing new. An owner or an admin can shorten that period for the whole account by asking MIA: it applies to what routines leave from then on.
• Proposals — they're decided within 7 days; after that they expire without running. Decided or expired, they're kept 90 days.
• The step by step of each run — 6 months.
• The routines' bells — 90 days.

What a routine keeps doesn't carry email addresses or phone numbers: MB Suite removes them before saving it. The MB Suite team can open a run to give you support —its step by step, without the deliverable—, and that access is recorded with its reason.

How do I delete a routine or what it left?

• Delete a routine — with Delete in More actions on its row or the Delete button at the bottom of its sheet, in Work > Jobs and routines, in its agent's profile or in the Jobs and routines tab of its setup. The confirmation asks whether you also want to delete what it left: with Also delete what it left checked, its deliverables, its proposals and its runs go too, with no trash; unchecked, the agent stops doing it and what it already left stays until it expires. Confirm with Delete routine: it can't be undone.
• Delete a deliverable before it expires, with its proposals: open it in Work and use Delete deliverable, at the bottom of the detail. Whoever set up the routine, an owner or an admin can delete it; it doesn't go to the trash, and the routine leaves another one on its next run. You can also ask MIA.
• If you delete the conversation where you set up a routine, the routine keeps working.
• If an Account is deleted or unlinked from its workspace, what the workspace's routines brought from it is deleted (a deliverable covering several Accounts, in full).
• If the account is permanently deleted, its routines and everything they left are deleted.