# Events & Scheduling Agents

Build powerful automations that react to events across DarcyIQ or run on a recurring schedule. **Define triggers, set conditions, choose actions, and let DarcyIQ handle the rest — so your team can focus on high-value work instead of repetitive tasks.**

{% hint style="success" %}
**From Manual to Automatic**: Create an automation that runs your Sales Analyst agent every time an external meeting completes — with the transcript, sentiment analysis, and a follow-up email drafted before you close the tab.
{% endhint %}

## Overview

Automations combine **triggers**, **conditions**, and **actions** into a single rule. When the trigger fires and the conditions pass, the action executes automatically in the background.

| Feature               | Capability                                                                 | Business Impact                                     |
| --------------------- | -------------------------------------------------------------------------- | --------------------------------------------------- |
| **Event Triggers**    | React to meetings, to-do's, and lists being created, completed, or deleted | Instant, zero-lag response to business events       |
| **Schedule Triggers** | Run on a recurring cron-based cadence (minutes to months)                  | Hands-off reporting, monitoring, and task execution |
| **Conditions**        | Filter events by field values, sentiment, audience, and more               | Only act when it matters — reduce noise             |
| **Multiple Actions**  | Start an agent, kick off a workflow, send an email, or add to a project    | Flexible response for any use case                  |
| **Execution History** | Full run log with status, duration, and result links                       | Audit trail and debugging at a glance               |
| **Quick Templates**   | One-click presets for common event and schedule automations                | Go from idea to running automation in seconds       |

{% @mermaid/diagram content="graph LR
A\[Trigger] --> B{Conditions<br/>Pass?}
B -- Yes --> C\[Execute Action]
B -- No --> D\[Skip]
C --> E\[Record Run]" %}

***

## How Automations Work

Every automation has three parts:

1. **Trigger** — *what* starts it (an event or a schedule).
2. **Conditions** — *whether* it should run (optional filters on the event data).
3. **Action** — *what* it does (start an agent, send an email, etc.).

When a trigger fires, DarcyIQ finds all enabled automations that match the event, evaluates their conditions, and executes the action for each one that passes. Each execution is recorded so you can review history, debug failures, and link to results.

***

## Trigger Types

### Event Triggers

Event triggers fire when something happens inside DarcyIQ. Choose a **resource** and an **event** to define the trigger.

| Resource     | Available Events                       | Description                                                                       |
| ------------ | -------------------------------------- | --------------------------------------------------------------------------------- |
| **Meetings** | Scheduled, Completed                   | Fire when a meeting is added to the calendar or finishes recording and processing |
| **To Do's**  | Created, Deleted                       | Fire when a task is created from a meeting or manually, or when one is removed    |
| **Lists**    | Created, Processing Completed, Deleted | Fire when a list is created, finishes AI processing, or is deleted                |

{% hint style="info" %}
**Pro Tip**: The most popular event trigger is **Meetings → Completed** — it gives your agent access to the full transcript, summary, and sentiment so it can draft follow-ups, flag risks, or update your CRM automatically.
{% endhint %}

### Schedule Triggers

Schedule triggers run on a recurring cadence using cron expressions. Use the built-in schedule picker to configure frequency without writing cron syntax.

**Interval options:**

| Frequency        | Description                          |
| ---------------- | ------------------------------------ |
| Every 15 minutes | High-frequency monitoring or polling |
| Every 30 minutes | Regular check-ins                    |
| Every hour       | Hourly updates                       |
| Every 2 hours    | Moderate-frequency tasks             |
| Every 6 hours    | Periodic summaries                   |
| Every 12 hours   | Twice-daily reports                  |

**Time-based options:**

| Frequency | Configuration                             |
| --------- | ----------------------------------------- |
| Daily     | Pick a specific time of day               |
| Weekly    | Pick a day of the week and a time         |
| Monthly   | Pick a day of the month (1–28) and a time |

All schedules run in your local timezone.

***

## Conditions

Conditions let you filter events so the automation only runs when specific criteria are met. Conditions are optional — if you don't add any, the automation runs every time the trigger fires.

Each condition has a **field**, an **operator**, and a **value**. Multiple conditions can be combined with **AND** / **OR** logic.

### Condition Fields by Resource

#### Meetings — Scheduled

| Field                | Operators                    | Description                          |
| -------------------- | ---------------------------- | ------------------------------------ |
| **Meeting Title**    | equals, not equals, contains | Match against the meeting's title    |
| **Meeting Audience** | equals                       | Internal Only or Internal + External |

#### Meetings — Completed

| Field                  | Operators                    | Description                                             |
| ---------------------- | ---------------------------- | ------------------------------------------------------- |
| **Meeting Title**      | equals, not equals, contains | Match against the meeting's title                       |
| **Meeting Summary**    | equals, not equals, contains | Match against the AI-generated summary                  |
| **Meeting Transcript** | contains                     | Search the full transcript text                         |
| **Meeting Audience**   | equals                       | Internal Only or Internal + External                    |
| **Sentiment**          | =, >, <                      | Compare overall sentiment (Negative, Neutral, Positive) |

{% hint style="info" %}
**Sentiment ranking**: Negative < Neutral < Positive. Using the `>` operator with "Neutral" matches only Positive meetings; using `<` with "Neutral" matches only Negative ones.
{% endhint %}

#### To Do's

| Field                | Operators                    | Events           |
| -------------------- | ---------------------------- | ---------------- |
| **Task Title**       | equals, not equals, contains | Created, Deleted |
| **Task Description** | contains                     | Created          |

#### Lists

| Field         | Operators                    | Events                                 |
| ------------- | ---------------------------- | -------------------------------------- |
| **List Name** | equals, not equals, contains | Created, Processing Completed, Deleted |

### Combining Conditions

When you add more than one condition, each additional condition specifies a **logic** of `AND` or `OR`:

* **AND** — both this condition and the previous result must be true.
* **OR** — either this condition or the previous result must be true.

Conditions are evaluated left to right. An empty condition list always passes.

***

## Actions

Actions define what happens when the trigger fires and conditions pass.

| Action             | Description                                                                       | Supported Triggers |
| ------------------ | --------------------------------------------------------------------------------- | ------------------ |
| **Start Agent**    | Run an AI agent with a task, optional meetings, project context, and integrations | Event, Schedule    |
| **Start Workflow** | Kick off an AI Workflow                                                           | Event, Schedule    |
| **Send Email**     | Send a notification email to one or more recipients                               | Event              |
| **Add to Project** | Link the triggering resource to a project (or add content to its knowledge base)  | Event              |

### Start Agent

The most common action. Configure:

| Setting          | Description                                                |
| ---------------- | ---------------------------------------------------------- |
| **Agent**        | Which agent to run (or use the Default agent)              |
| **Task**         | The prompt describing what the agent should do             |
| **Meetings**     | Attach meetings to give the agent access to transcripts    |
| **Project**      | Link a project for knowledge-base context                  |
| **Integrations** | Enable additional MCP tools, AWS, Atlassian, or Salesforce |

For **event triggers**, the event context (e.g., meeting transcript, task details) is automatically injected into the agent's task so the agent has full awareness of what triggered the automation.

### Add to Project

Links the triggering resource to a project:

* **To-do events**: Sets the project on the activity-log entry directly.
* **Other events**: Adds the event content as a document to the project's knowledge base.

### Email Notifications

Every automation supports an optional **Email on Completion** setting. Enable it and add recipient addresses to receive a notification when the automation finishes — whether it succeeds or fails.

***

## Creating an Automation

{% stepper %}
{% step %}
**Open the Automations Panel** Click the **Agents** icon in the sidebar, then open the **Schedules** tab where all automations are managed.
{% endstep %}

{% step %}
**Choose a Type** Select **Event Trigger** to react to something happening, or **Schedule** to run on a recurring basis. Optionally give your automation a name.
{% endstep %}

{% step %}
**Configure the Trigger**

* **Event**: Pick a resource (Meetings, To Do's, or Lists) and an event (Created, Completed, etc.).
* **Schedule**: Set the frequency and time using the schedule picker.
  {% endstep %}

{% step %}
**Add Conditions** *(Event triggers only)* Optionally add one or more conditions to filter when the automation should run. Choose a field, operator, and value for each condition.
{% endstep %}

{% step %}
**Choose an Action** Select what should happen — Start Agent, Start Workflow, Send Email, or Add to Project. Configure the action details (agent, task, project, etc.).
{% endstep %}

{% step %}
**Set Notifications** Optionally enable email notifications and add recipient addresses.
{% endstep %}

{% step %}
**Save** Click **Save** to create the automation. It will start running immediately if enabled.
{% endstep %}
{% endstepper %}

***

## Quick Templates

DarcyIQ includes one-click templates for common automation patterns. Templates pre-fill the trigger, conditions, action, and task so you can get started in seconds.

### Event Templates

#### Meetings

| Template                     | Trigger              | Description                                          |
| ---------------------------- | -------------------- | ---------------------------------------------------- |
| **Customer Follow-Up Draft** | Completed (External) | Draft a follow-up email to external attendees        |
| **Deal Risk Alert**          | Completed (External) | Flag risks and negative sentiment from the customer  |
| **Coaching Review**          | Completed            | Get feedback on communication and objection handling |
| **Competitive Intel**        | Completed            | Extract competitor mentions and market positioning   |
| **Meeting Prep Brief**       | Scheduled            | Prepare a pre-meeting brief with attendee context    |
| **Account Research**         | Scheduled (External) | Research the company's news, financials, and trends  |

#### To Do's

| Template               | Trigger | Description                                           |
| ---------------------- | ------- | ----------------------------------------------------- |
| **Do the Task**        | Created | Attempt to complete any task and report back          |
| **Follow-Up Draft**    | Created | Draft a follow-up when the title contains "follow up" |
| **Research & Report**  | Created | Research the topic when the title contains "explore"  |
| **Build Deliverable**  | Created | Create a first draft when the title contains "build"  |
| **Review & Summarize** | Created | Perform the review when the title contains "review"   |
| **Prepare Brief**      | Created | Prepare materials when the title contains "prepare"   |

#### Lists

| Template                   | Trigger              | Description                                            |
| -------------------------- | -------------------- | ------------------------------------------------------ |
| **Results Summary**        | Processing Completed | Summarize key findings from the processed list         |
| **Data Quality Check**     | Processing Completed | Review processed results for completeness and accuracy |
| **Account Prioritization** | Processing Completed | Rank entries by strategic value and opportunity        |
| **Generate Report**        | Processing Completed | Turn processed data into a shareable report            |

### Schedule Templates

| Template                        | Frequency            | Description                                                 |
| ------------------------------- | -------------------- | ----------------------------------------------------------- |
| **Morning Briefing**            | Weekdays 7:30 AM     | Summarize yesterday and today's agenda                      |
| **Daily Standup Prep**          | Weekdays 8:00 AM     | Prepare a standup summary of progress and blockers          |
| **End-of-Day Wrap-Up**          | Weekdays 5:00 PM     | Compile today's outcomes and tomorrow's follow-ups          |
| **Weekly Account Review**       | Monday 8:00 AM       | Review accounts for renewals, risks, and health signals     |
| **Pipeline Health Check**       | Friday 9:00 AM       | Analyze pipeline for stalled deals and forecast gaps        |
| **Weekly KPI Report**           | Friday 6:00 PM       | Assess business performance against key metrics             |
| **Monthly Performance Summary** | 1st of Month 9:00 AM | Generate a comprehensive monthly performance report         |
| **Weekly Project Digest**       | Friday 4:00 PM       | Compile meetings, decisions, and action items for a project |

{% hint style="info" %}
**Pro Tip**: Schedule templates with integrations or projects include interactive slot dropdowns — pick your CRM, data source, or project right inside the template prompt before confirming.
{% endhint %}

***

## Managing Automations

Open the **Schedules** tab in the Agents drawer to view and manage all automations.

| Feature               | Description                                                                                                            |
| --------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| **Search**            | Find automations by name, resource type, event type, or task description                                               |
| **Filter by type**    | Show only event automations, only schedules, or all                                                                    |
| **Enable / Disable**  | Toggle individual automations on or off without deleting them                                                          |
| **Edit**              | Modify any part of the automation through the wizard                                                                   |
| **Delete**            | Permanently remove an automation and its associated schedule job                                                       |
| **Execution History** | Click any automation to expand and view recent executions with time, status (Success / Failed / Running), and duration |

### Execution History

Every automation run is recorded with:

| Field             | Description                                              |
| ----------------- | -------------------------------------------------------- |
| **Start Time**    | When the execution began                                 |
| **Status**        | Success, Failed, or Running                              |
| **Duration**      | How long the execution took                              |
| **Result Links**  | Direct links to the agent conversation or project result |
| **Error Message** | Details if the run failed                                |

Click **Load older executions** to paginate through the full history.

***

## Use Cases

### Sales & Revenue

* **Post-Meeting Follow-Up**: Automatically draft follow-up emails after every external meeting completes
* **Deal Risk Monitoring**: Flag negative sentiment and risk signals from customer calls in real time
* **Pipeline Reports**: Schedule a daily pipeline health check with your CRM integration

### Operations & Monitoring

* **System Health Check**: Schedule infrastructure checks every 15 minutes
* **Compliance Audit**: Weekly automated audit of policy adherence
* **Cost Analysis**: Daily AWS spend summaries with anomaly detection

### Customer Success

* **Meeting Prep**: Auto-generate briefing docs when a new meeting is scheduled
* **Account Research**: Research attendees' companies before external meetings
* **Task Automation**: Automatically attempt to complete to-do items as they're created

### Content & Documentation

* **Meeting Intelligence**: Extract competitive intel from every completed meeting
* **List Processing Reports**: Generate shareable reports when list processing completes
* **Knowledge Base Updates**: Automatically add meeting content to project knowledge bases

***

## Integration with Other Features

### Agents

Automations are the execution layer for agents. Any agent you create can be used as the action in an automation — giving it the ability to run autonomously in response to events or on a schedule.

### Projects

Link automations to projects to provide knowledge-base context during agent runs, or use the **Add to Project** action to automatically organize event content into the right project.

### Meetings

Meeting events are the richest trigger source. Completed meetings provide transcripts, summaries, sentiment, and attendee information — all available as condition fields and agent context.

### Lists

When list processing completes, automations can summarize results, check data quality, or generate reports — turning raw data processing into actionable insights.

### MCP Integrations

Agent actions in automations have access to the same MCP tools available in chat. Enable integrations like Salesforce, Atlassian JIRA, or AWS to let your automated agents interact with external systems.

***

## Best Practices

### Designing Effective Automations

| Practice                        | Recommendation                                                                               |
| ------------------------------- | -------------------------------------------------------------------------------------------- |
| **Start with templates**        | Use quick templates as a starting point, then customize the task and conditions              |
| **Be specific with conditions** | Add conditions to avoid noisy automations — filter by audience, title keywords, or sentiment |
| **Write clear tasks**           | The agent performs exactly what you describe — be precise about expected output and format   |
| **Use the right action**        | Start Agent for complex analysis; Add to Project for simple organization; Email for alerts   |
| **Enable notifications**        | Always enable email notifications so you know when automations complete                      |

### Event Automation Tips

1. **Narrow your triggers**: Use conditions to avoid running on every single meeting or task
2. **Leverage sentiment**: For meeting automations, filter by sentiment to only flag concerning calls
3. **Combine audience + content**: Filter external meetings where the transcript contains a competitor name
4. **Test with one automation**: Create a single automation, review the results, then expand

### Schedule Automation Tips

1. **Start conservative**: Begin with daily or weekly schedules before increasing frequency
2. **Add context**: Attach meetings and projects to give the agent the information it needs
3. **Use integrations**: Enable CRM and project management tools so the agent can take real action
4. **Monitor execution history**: Review runs regularly to ensure quality and catch failures early

{% hint style="warning" %}
**Permissions**: Automations run with the permissions of the user who created them. Make sure you have access to the agents, projects, and integrations you configure in your automation.
{% endhint %}

***

## Related Documentation

| Topic                               | Link                                                                                   |
| ----------------------------------- | -------------------------------------------------------------------------------------- |
| Creating and managing AI agents     | [Agents](https://docs.darcyiq.com/core-features/agents)                                |
| Building AI Workflows               | [AI Workflows](https://docs.darcyiq.com/automation/ai-workflows)                       |
| Meeting recording and transcription | [Meetings](https://docs.darcyiq.com/core-features/meeting-recording-and-transcription) |
| Working with Lists                  | [Lists](https://docs.darcyiq.com/workspace/lists)                                      |
| Project management                  | [Projects](https://docs.darcyiq.com/workspace/projects)                                |
| MCP tool integrations               | [MCP Studio](https://docs.darcyiq.com/integrations-and-configuration/mcp-studio)       |