Scheduled Workflows

Scheduled Workflows

A Scheduled Workflow runs automatically on a recurring timer — every minute, every hour, every Monday, the 1st of the month, or any custom pattern you can describe with a recurrence rule. It's the right tool for nightly digests, daily reminders, weekly cleanups, and anything that should happen on a clock instead of in response to a record event.

Creating a Scheduled Workflow

1. Open Workflows in the Builder and click Add New Workflow.
2. Pick the data table the workflow should loop over (e.g. Invoices, Tasks, Subscriptions).
3. For the trigger, choose Schedule.
4. Configure how often the schedule should fire and when it starts.

Built-in occurrences

Tadabase ships with these standard schedules:

Occurrence	How often
Every Minute	Once a minute (subject to plan limits).
Hourly	Once an hour at the starting minute.
Daily	Once a day at the starting time.
Weekly	Once a week on the starting day.
Monthly	Once a month on the starting day-of-month.
Quarterly	Once every three months.
Yearly	Once a year on the starting date.

The Starting At date and time anchors the schedule. If you set it to next Monday at 9:00 AM with a Weekly occurrence, the workflow runs every Monday at 9:00 AM going forward.

All schedules are stored and evaluated in your app's timezone. If your team is in New York, "Daily at 7:00 AM" means 7:00 AM Eastern, regardless of where the user editing the workflow is located.

Advanced scheduling (custom RRULE)

If the built-in occurrences don't cover your case, click Advanced in the schedule editor. You can build any of these patterns visually, and Tadabase generates the underlying RRULE for you:

Pattern	Example
Specific weekdays	Every Monday, Wednesday, and Friday at 9:00 AM
Multiple times per day	Daily at 9:00 AM, 1:00 PM, and 5:00 PM
Specific dates of the month	The 1st and 15th of every month at 6:00 AM
Last weekday of the month	The last Friday of every month at 4:00 PM
Skipping intervals	Every 2 weeks on Tuesday at 10:00 AM
End date	Daily until December 31st

The advanced editor shows a plain-English summary of the schedule (the "rrule_human" label) so you can confirm at a glance what you've configured.

Which records the workflow runs against

A scheduled workflow doesn't run against a single record — it runs across the table. By default, it loops over every record. Use Trigger Filters to narrow down which records the workflow processes on each run.

Examples:

• "Only invoices where Status = Overdue and Paid = No."
• "Only tasks where Due Date is today."
• "Only subscriptions where Renewal Date is within the next 7 days."

If no records match the filters on a given run, the workflow finishes immediately and is recorded in History as a clean 0-record run.

Worked examples

Daily — overdue invoice reminders

1. Trigger: Schedule, Daily at 8:00 AM.
2. Trigger Filter: Status = Sent and Due Date is before today.
3. Step 1: Send Email to Customer Email with subject "Friendly reminder — invoice {{invoice_number}}."
4. Step 2: Update Record — set Last Reminder Sent to current date/time.

Weekly — Monday morning team digest

1. Trigger: Schedule, Weekly on Monday at 7:00 AM.
2. Step 1: Lookup Records — find all Tasks created in the past 7 days.
3. Step 2: AI Prompt — summarize the week into a short report.
4. Step 3: Slack: Send Message — post the summary to #team-updates.

Monitoring scheduled workflows

Each scheduled run shows up in the workflow's History with the timestamp, the number of records processed, and per-record success/error counts. The History view is the best place to confirm a schedule fired on time and that everything ran cleanly.

Pausing or stopping a schedule

Toggle the workflow's status to Inactive in the editor header (or from the workflow list). The schedule stops firing immediately. Switch it back to Active at any time and it picks up again on the next scheduled tick.

Frequency limits: the lowest interval available depends on your subscription. "Every Minute" requires a higher-tier plan. If you don't see an option in the dropdown, your plan likely doesn't allow that frequency.