Events & Scheduling Agents

Automate actions with event-driven triggers and recurring schedules

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.

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.

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

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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.

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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

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.

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.

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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)

Sentiment ranking: Negative < Neutral < Positive. Using the > operator with "Neutral" matches only Positive meetings; using < with "Neutral" matches only Negative ones.

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.

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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.

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Creating an Automation

1

Open the Automations Panel Click the Agents icon in the sidebar, then open the Schedules tab where all automations are managed.

2

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.

3

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.

4

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.

5

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.).

6

Set Notifications Optionally enable email notifications and add recipient addresses.

7

Save Click Save to create the automation. It will start running immediately if enabled.

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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

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.

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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.

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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

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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.

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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

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.

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Related Documentation

Topic	Link
Creating and managing AI agents	Agents
Building AI Workflows	AI Workflows
Meeting recording and transcription	Meetings
Working with Lists	Lists
Project management	Projects
MCP tool integrations	MCP Studio