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Routines
A routine is a ready-made, multi-step job that ships with an agent. Where a task card is a saved prompt and a schedule is a timed run, a routine is a fixed sequence of steps the agent works through for you — with live progress you can watch, a result you can read per step, and (on some routines) a pause for your approval before anything consequential happens. There's nothing to configure: you open the routine and press Run.
In the app
Routines appear in four places, all showing the same routines:
- the Routines section of an agent's Tasks tab (
app.mychatbot.app/agents/<agent>→ Tasks); - the Routines tab on the lobby hero (
app.mychatbot.app/agents/chats); - the cross-agent Tasks page (on the All view, each card labeled with the agent that runs it);
- the task picker inside the chat composer, under a Routines group.
Cheat sheet
| Thing | What it is |
|---|---|
| Routine | A built-in multi-step job attached to one agent. Run it in one click — its steps are fixed, so there's no prompt to write. |
| Steps | The stages the routine walks through, in order. Expand What this routine does on the card to preview them before running. |
| Runs on | The card discloses which model(s) each routine executes on — Runs on GPT-5, or Runs on GPT-5 mini + Claude Sonnet for a routine whose steps span more than one specialist. |
| Routine conversation | Each routine keeps its own conversation — every run and report lands in the same thread, so past runs are easy to find. |
| Progress | While a routine runs you see each step tick off live — including steps that run at the same time — and can expand a finished step to read its result. |
| Approval | Some routines pause and ask you before a consequential step (like publishing a page). Nothing happens until you approve. |
| Stop | Stopping is graceful: the routine wraps up the step it's on, then stops — you'll see "Stopping…" while it winds down. |
Routines use your account's real data — the same catalog, chats, leads, and connected sources the agent sees in a normal conversation. Each step of a run draws from your agents balance like a regular run and shows up on the Usage page.
Running a routine
Every routine card shows its name, a Built-in badge (or a Custom badge for routines you create), what it does, the Runs on model line, and when it last ran ("Hasn't run yet" before the first time). Expand What this routine does to preview the numbered step list.
| Button | What it does |
|---|---|
| Run | Opens the routine's own conversation and prefills the start message — you press Run in the thread to actually begin |
| Open | Just opens the conversation — read past reports without starting anything (shown once the routine has a conversation) |
Run prefills — it never fires on its own
Clicking Run on a card takes you into the routine's conversation with the start message already filled in. The run doesn't begin until you send it — so you always get a chance to add context or back out. This matches how task cards work: MyChatBot prefills, you send.
In the routine's conversation the message box reads "Add instructions for the next run…". Type any extra context there (topics to focus on, a competitor to watch) and press Run, or press Run with the box empty for the standard run.
Some routines want a hint from you
Market watch works best when you name the topics or competitors to watch — type them in before pressing Run. The report-style routines (catalog audit, business review, lead follow-up) run fine with no input at all.
Reply vs Run — two buttons in a routine conversation
A routine's conversation has two buttons under the message box, and they do different things:
| Button | What it does |
|---|---|
| Run | Starts the whole routine again from step one. Works with the box empty. |
| Reply | Sends your message as a normal chat with the agent without re-running the routine — good for asking a follow-up about the last report. Needs some text. |
A hint under the box reminds you: "Run starts all the steps again." Use Reply to talk about a finished run; use Run to produce a fresh one.
Watching the steps
While a routine runs, you see its progress: every step with a short label, a spinner on the step that's working, a check when it's done, and a running count ("2 of 5 done").
- Steps that run at the same time are marked "runs together" — two active steps at once is intentional, not a glitch.
- A finished step grows a Show result control — expand it to read what that step produced without waiting for the final report.
- On a large screen, this progress lives in the Activity panel beside the chat, and the thread shows a compact status chip ("Running — step 2 of 5") that opens the panel. On smaller screens the progress list appears right in the thread. See How a run works → Activity.
You can leave and come back
A routine keeps working if you close the tab or reload — reopen the conversation and the live progress picks right back up. The final report lands in the routine's conversation either way.
Approvals
Some routines pause before their most consequential step and ask you first. The conversation shows a card headed "Your approval is needed", explaining what's about to happen. Under "What you're approving" it shows a preview of exactly what the step will act on (the assembled page draft, the ad brief and its cost, the knowledge entries about to be added), with two buttons:
| Button | What happens |
|---|---|
| Approve | The routine continues with the gated step |
| Reject | The run stops right there — nothing is published or sent |
A line under the buttons reminds you: "Rejecting stops the run here — nothing is published without your approval." The run waits as long as it takes — the card is still there if you leave and come back. Open the routine's conversation (the Open button on its card) to find a run waiting on you; the Activity panel also flags it as paused.
Routine approvals live in the conversation
Unlike other agent approvals, a paused routine does not appear on the account-wide Approvals page — the Approve / Reject card is in the routine's own conversation. If a routine seems stalled, open its conversation first.
Stopping a run
Use the stop button in the composer while a routine is running. Stopping is graceful: the routine finishes the step it's currently on, then stops — the button shows "Stopping…" until it lands, which can take a few minutes on a heavy step. Steps that never ran don't bill.
Starting a routine automatically
You don't have to press Run yourself. A routine can start on a clock — a schedule runs it every morning or every Monday — or the moment something happens outside: a trigger fires it when an outside service calls a secret link (a new form submission), or when something happens in a connected app — a Stripe payment, a new Gmail email, a moved Trello card (see App-event triggers). Either way the run behaves exactly as described on this page — same steps, same progress, same approval gates.
For a routine you've created, you wire both up in its Automations panel (open the routine's Edit button → Automations) or just by asking your assistant. Turning the routine off pauses its schedules and triggers; deleting it removes them.
The routines today
More than a dozen routines ship today, each attached to the agent best equipped to run it. New ones keep being added — the list in the app is always current. Routines marked ✋ approval pause for your go-ahead before their final, consequential step.
| Routine | Runs on | What it does |
|---|---|---|
| Product catalog audit | Sales Platform Wizard | Checks your connected product catalog for gaps — missing prices, images, or descriptions — and writes a short report with suggested fixes |
| Weekly business review | Sales Platform Wizard | Reviews your recent conversations, leads and pipeline, and writes a short report — what customers asked, what went unanswered, and three things to focus on next |
| Lead follow-up review | Sales Platform Wizard | Finds leads that went quiet or unanswered and drafts a ready-to-send follow-up for each — nothing is sent; you review and send the ones you like |
| Set up my sales assistant ✋ | Sales Platform Wizard | Reads your website, proposes a sales assistant (name, greeting, instructions, starter knowledge), and — after approval — builds it, turns on website chat, and test-drives it |
| Teach my assistant what it missed ✋ | Sales Platform Wizard | Finds questions your assistant answered poorly, drafts the missing knowledge, and — after approval — adds it |
| My AI spend check | Sales Platform Wizard | A plain-language read of what your AI spent, on what, and how it compares to last period — with an early low-balance warning |
| Outreach campaign report | Sales Platform Wizard | Shows which follow-up campaigns get replies, which stalled, and the three changes worth making. Nothing is modified or sent |
| Market watch | Personal Assistant | Scans the web for fresh news on the topics and competitors you name, reads the best sources, and writes a short brief with links |
| Morning briefing | Chief of Staff | One coffee-length note each morning: what happened on your account yesterday, what's new in your market, and the one thing worth doing today |
| Sort my recent chats | Bulk Text Worker | Tags your recent conversations hot / warm / cold / needs-attention with a one-line reason each. Nothing is changed or sent |
| Content pipeline ✋ | Content Director | Turns one request into a small content package — copy plus imagery — and publishes it to a live page after your approval |
| Weekly content plan | Content Director | A 7-day posting plan for your brand — format, topic, hook and a paste-ready caption per day |
| Fresh ad creatives ✋ | Content Factory | Turns one product into three distinct ad image variants with matching captions, after showing you the cost |
| Spotlight page for a product ✋ | Site Builder | Picks a product worth pushing, writes the pitch, creates a hero image, and — after approval — publishes a one-page promo |
| Website check-up | Site Builder | Reads your website like a first-time customer and reports what's confusing, broken, or costing you sales — with the top three fixes |
| Product photo makeover ✋ | PROM Cart Designer | Finds the Prom.ua photos costing you clicks, shows the plan and cost, and — after approval — creates and uploads improved photos |
| Candidate pipeline review | HR Recruiter (Work.ua) | Shows which candidates went quiet or are waiting on you and drafts a follow-up for each. Nothing is sent |
Library agents bring their own routines
Product photo makeover and Candidate pipeline review belong to library agents (PROM Cart Designer, HR Recruiter). Their routines only appear once you've added that agent to your team from the library.
Three routines up close
Product catalog audit — a plain report (no approval)
- Taking stock of your products — looks at which product sources are connected and how many products they have.
- Spot-checking products — samples 10–15 products and checks prices, photos and descriptions.
- Writing the report — a short report with the problems found and suggested fixes.
It only reads — nothing is changed — so it runs straight through with no approval gate.
Lead follow-up review — drafts only
- Reviewing your leads — looks through your leads and chats for ones that went quiet or unanswered.
- Writing follow-up drafts — a ready-to-send draft for each lead; nothing is sent without you.
- Putting the list together — a prioritized list: each lead, why they're flagged, and the draft.
Drafts only — you stay in control
This routine never messages anyone. You copy and send the drafts you like from your own channels.
Content pipeline — parallel steps and an approval gate
- Writing the brief — expands your message into a clear brief: audience, tone, and exactly what to produce.
- Writing the copy — writes the copy pieces · runs together with the next step.
- Creating the images — creates one or two images for the brief · runs together with the copy step.
- Putting the draft together — combines the copy and images into one page draft, ready to review.
- Publishing the page — waits for your approval, then puts the draft on a live page you can share.
This is the routine that shows off both features at once: the copy and image steps run together (you'll see two spinners), and after the draft is assembled it pauses on the approval card — approve to publish it as a live web page, reject and nothing goes live.
Try it
- Open the Sales Platform Wizard → Tasks tab → Routines, and expand What this routine does on Weekly business review to preview the steps.
- Press Run — you land in the routine's conversation with the start message prefilled. Press Run again to start it, then watch the progress.
- While it works, expand a finished step's Show result; when it's done, read the report in the thread.
- Now run Content pipeline on the Content Director with a one-line request ("announce our summer sale"). Watch the copy and image steps run together, then Approve (or Reject) when the draft is ready.
- Start any routine and press stop mid-run — note the "Stopping…" state and how the run ends at the end of the current step.
See also
- Custom routines — build your own routine by chatting with your Personal Assistant
- Routine YAML reference — build your own routine as YAML: full schema and worked examples
- Triggers — start a routine automatically when something happens
- Tasks & schedules — the other two task types: saved prompts and timed runs
- Usage & billing — how routine steps show up in Usage
- How a run works — what happens inside each step, and the Activity panel
- Your team & the agent library — the agents these routines are attached to