Scheduling

Introduction to Tasks

The Tasks feature in AgentVoice allows you to create, manage, and monitor activities that your AI agents need to perform. Tasks can include calls, texts, emails, or API actions that your agents will execute at scheduled times.

Accessing the Tasks Section

To access the Tasks section for a specific agent:

1. Navigate to the Agents tab

2. Select the agent you want to manage

3. In the agent profile navigation bar, hover over Schedules

4. Click on Tasks

Tasks vs. Calendar View

The Tasks section shows tasks for the specific agent you’ve selected, while the main Calendar section (under Activity) shows tasks for all agents in your organization. Both interfaces offer similar functionality but with different scope:

  • Tasks: Agent-specific view focused on task management
  • Calendar: Organization-wide view with calendar visualization

Task Interface Overview

The Tasks interface provides several ways to view and manage your agent’s tasks:

Time Period Selection

Choose how many tasks to display by selecting a time period:

  • Day: View tasks for a single day
  • Week: View tasks for the current week
  • All: View all tasks the agent has ever performed

You can also select a specific date to view tasks for that day.

Search and Filter

Search for specific tasks using the search bar, which can find matches in:

  • Task titles
  • Task notes
  • Contact information

Sorting Options

Sort your tasks by different criteria:

  • Time: When tasks are scheduled to run
  • Status: Whether tasks are scheduled, completed, or failed
  • Type: The kind of task (call, text, email, API)

Status Filtering

Filter tasks based on their current status:

  • Scheduled: Tasks that are planned but haven’t run yet
  • Completed: Tasks that have been successfully executed
  • Failed: Tasks that encountered issues and couldn’t be completed

Creating New Tasks

To create a new task for your agent:

1. Click the + button next to the expand window

2. In the task creation window, fill in the following details:

Task Details

  • Task Title: A name for your reference (not visible to the agent)
  • Task Type: Choose from call, text, email, or API
  • Task Purpose: Select from follow-up, notify, remind, send info, or update info

Contact Information

  • Select Contact: Choose an existing contact or create a new one
  • Time Zone: Select the appropriate time zone (defaults to your current time zone)

Scheduling

  • Date: Choose when the task should run
  • Time: Set the specific time for execution

Agent Selection

Choose which agent should perform the task (defaults to the currently selected agent).

Task Instructions

Optionally provide specific instructions for your agent about how to handle this particular task.

Managing Tasks

Once you’ve created tasks, you can manage them in several ways:

Expanded View

Click the Expand button to open a detailed modal that shows:

  • All tasks listed on the left side
  • Detailed information about the selected task on the right side

Task Details

When viewing a task, you can see:

  • All basic information (type, contact, scheduled time)
  • Current status (scheduled, completed, failed)
  • Transcripts of calls (for completed call tasks)
  • Content of texts or emails (for completed text/email tasks)
  • API response details (for completed API tasks)

Managing Failed Tasks

Tasks may fail for various reasons, such as:

  • Invalid contact information
  • Connection issues
  • API failures

You can identify failed tasks by filtering by status, review the error details, fix the issue, and reschedule if necessary.

Automated Task Creation

With proper configuration, your agents can create tasks for themselves based on conversations or predetermined workflows. These self-created tasks will appear in the same interface, allowing you to monitor and manage them alongside manually created tasks.

For questions or assistance with the Tasks feature, contact support@agentvoice.com.

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