Tasks
Configure recurring Max tasks such as pre-meeting briefs, schedules, delivery channels, and source context.
The Tasks list shows recurring work Max can prepare, whether each task is enabled, when it runs, and where the output is delivered.
Configure how Max should act.
Use Chat with Max, Tasks, Playbooks, and Settings to define manual requests, recurring work, reusable instructions, and global behavior.
A scheduled task needs a trigger, cadence, timezone, instructions, allowed tools, delivery channel, enabled state, and a clear way to test the output.
What Tasks is for
Tasks is where Max runs recurring work with a schedule, instructions, selected tools, and delivery channels.
Use it when the same job should happen every day or every week: prepare a brief, check pending items, update a pipeline, review invoices, or summarize support status.
Useful task patterns
Pre-meeting brief: run every weekday before meetings. Review Calendar, Gmail, CRM activity, related deals or tickets, and send the brief by Email or WhatsApp.
LinkedIn daily idea: generate two or three post ideas for a defined audience, include hooks and talking points, and deliver them to the owner before the workday.
Invoice registration: scan new invoice emails, extract relevant fields, and update the correct sheet, table, or record only when the source is clear.
Overdue invoices: check Stripe or billing context, identify expired or collectible invoices, and send a short actionable summary.
Pipeline update: review recent sales context and produce a stage-by-stage update with deals that need attention.
Implementation follow-up: review open support or implementation tickets and prepare owner-specific follow-up messages.
Fields to configure
Trigger type decides how the task starts. Use Scheduled task for recurring preparation such as a daily meeting brief.
When defines the cadence and timezone. The example task runs Monday through Friday at a fixed time so the brief arrives before the workday starts.
Instructions are the operating prompt. Write what Max should review, what to ignore, what output format to use, and what a teammate should verify.
Tools decide which sources Max can use. Select integrations, system tools, custom tools, and objects or tables only when they are needed for the task.
Delivery channels decide where the result goes. Email, WhatsApp, and Slack should be enabled based on where the operator will actually review the output.
What to write in instructions
Name the exact source Max should use, the time window, the allowed objects or tables, and the output format.
Say what Max must not do: do not invent missing invoice data, do not use unrelated customers, do not update a pipeline without source confirmation, and do not send private data to the wrong channel.
End with the review rule: what the teammate should verify before acting on the output.
How to validate it
Run the task once before relying on the schedule. Compare the output with the customer record, calendar event, email thread, table row, billing record, Activity, or To-do's it used.
If the task misses context, fix the source connection or permissions before changing the task instructions.
FAQs
What is a Max Task?
A recurring Max behavior that prepares or creates work on a schedule, such as a pre-meeting brief, pipeline review, invoice check, or follow-up summary.
How do I know the task works?
Run it against a real upcoming meeting and verify that the output uses the expected source context.
When should this be a Studio workflow instead?
Use a Studio workflow when the process needs branching, customer-facing messages, webhook triggers, CRM writes, or production logs. Use a Max Task when the output is recurring and reviewable by a teammate.