A routine is a Tooli agent on a schedule, plus the people who get its results. Each time the schedule fires, the agent runs on its own, and every subscriber finds the result in Tooli. Subscribers can also get it by email or Slack DM, and an admin can post it to a Slack channel.

A routine can run on one of your own personal agents (see Personal Agents below) or on an organization agent from Agent Hub. Every schedule on an agent is a separate routine, with its own subscribers. Routines are available when scheduled runs are turned on for your organization; see the FAQs if you don't see them.

Use Cases

A Monday net sales summary by channel that reaches the planning team by email before the week starts
A daily stockout-risk check posted to the merchandising team's Slack channel
A weekly size-run health check for your categories, delivered only to you
A month-end markdown exposure recap for your manager, written from your own access

Creating a Routine From Tooli Chat

The quickest way is to ask Tooli for something recurring, such as "Send me net sales by channel every Monday at 8 AM". Tooli answers with a routine card showing the proposed name, schedule, time zone and instructions.

A routine card in Tooli chat, with Dismiss and Review and save buttons

Click Review and save.
In the New routine dialog, check the Name and What Tooli will do. For a new agent, What Tooli will do becomes the agent's instructions. If the dialog reads Add routine to …, Tooli is adding the routine to an agent you already own, and the text becomes that schedule's message. Edit it until it says exactly what you want.
Under When, click Change schedule to pick a different day or time.
Under Send each run to me by, Email is ticked by default; clear it if you only want runs in Tooli. Tick Slack DM to get them in Slack too. Every run also shows in your Tooli.
Click Save routine.

The New routine dialog, with name, instructions, schedule and delivery choices

Saving creates a personal agent of your own, listed under Personal Settings > AI & Agents > Agents, and subscribes you to the routine. The card then reads Scheduled, with an Open agent button.

A routine saved from chat runs as you and starts read-only: its schedule has Allow write / delete tools off. You need an Editor or Admin role to save one.

Creating a Routine on an Agent

You can add a schedule to any agent you can edit: your own personal agents, or, as an admin, any agent in Agent Hub.

Open the agent: your own under Personal Settings > AI & Agents > Agents (click your initials, top right, then Personal Settings), or, as an admin, under Settings > AI & Agents > Agent Hub. Go to its Triggers tab.
Click Add Schedule.
Fill in the Schedule dialog:
Name (optional), for example "Monday sales summary". It's what subscribers see in Tooli, in emails and in Slack. Without a name, they see the cadence, such as "Every week on Mon at 8:00 AM".
Recurrence: Daily, Weekly, Monthly or Specific Months, with the day and the time. Times are on the quarter hour.
Message (optional): what this schedule should do. Leave it empty to run on the agent's own instructions.
Allow write / delete tools: off by default. Leave it off unless this schedule is meant to change data. On a personal agent, only its owner can turn it on.
Subscribe me to this routine: checked by default, so the runs show up in your Tooli. Add email or a Slack DM afterwards from Subscribers.
Click Add, then Save on the agent.

Schedules run on Toolio's 15-minute tick, in your organization's time zone, so a run starts at or shortly after the time you set.

Personal Agents

A routine you save from chat runs on a personal agent: a Tooli agent of your own. Any active Editor or Admin with Tooli access can have personal agents. Find them under Personal Settings > AI & Agents > Agents, where New Agent also creates one directly, with its own instructions, tools and skills.

It runs as you. A personal agent has no roles or datascope of its own. Each run uses your current access, so it sees what you can see in Toolio.
It is private. Only you and your admins can see it, and only you can chat with it, with Chat with agent or the agent picker in Tooli.
Changing data is your call. Run Now and Run via queue on a personal agent are always read-only. A schedule changes data only if you, the owner, turn on Allow write / delete tools. An admin can turn that switch off, but not on.
Admins can manage it. Admins see every member's personal agents, with their owners, under Settings > AI & Agents > Agent Hub > Member. They can edit them, manage subscribers, post to a Slack channel and delete them, but not chat with them.
It depends on you. If you are deactivated, lose Tooli access, or no longer hold an Editor or Admin role, the agent pauses the next time it tries to run, and that run is skipped. In Personal Settings > Routines its routines show Paused: owner unavailable (in Tooli they show Paused), and the agent's card in Agent Hub > Member shows the same.
It comes back with your access. Once your access is back, an admin can turn the agent on again, or you can if you are an admin. Its schedules and subscribers are kept meanwhile.

Adding Subscribers

Each schedule row on the Triggers tab has a Subscribers button showing how many people follow it. Click it to open the Routine subscribers dialog. Save a new schedule first: the button is disabled until the agent is saved.

The Routine subscribers dialog, with two people and their Email and Slack DM choices

Use Add people to add anyone in your organization who has Tooli access, whatever their role, Reader included.
New subscribers start with Email and Slack DM clear and get runs in Tooli only. Tick Email, Slack DM or both to add them.
Click the trash icon to remove someone.

Changes save as you make them. Click Done to close the dialog.

On a personal agent, its owner and admins can manage subscribers. On an organization agent, admins can. You can't add yourself to someone else's routine: ask its owner or an admin.

❗ Subscribers receive everything a run produces, even data they can't open themselves. A run uses the agent's access: its owner's for a personal agent, its own roles and datascope for an organization agent. A subscriber's own role and datascope are not checked. Add only people who should see that data.

How Results Reach Subscribers

Every finished scheduled run, completed or failed, goes to each subscriber who still has Tooli access.

Where	Who chooses	What you need
Tooli	Always on for every subscriber	Nothing
Email	Each subscriber, or whoever manages the routine	Nothing
Slack DM	Each subscriber, or whoever manages the routine	Slack connected to Toolio, and a Slack account that uses the same email as your Toolio login
Slack channel	An admin, one channel per routine	Slack connected to Toolio, and the Toolio bot invited to the channel

Run Now and queued runs are not delivered. Only scheduled runs reach subscribers.

Email

The email comes from Toolio with the subject [Toolio] <routine name>, or [Toolio] <routine name> failed for a failed run. For a completed run it holds the summary, the full answer, and an Open in Toolio button that opens the run. For a failed run, the failure reason takes the place of the summary and the answer. Times are in your organization's time zone.

Slack DM

Toolio finds you in Slack by the email address of your Toolio login. It doesn't need any linking step. Personal Settings > AI & Agents > Routines shows whether a Slack account was found, with a Check now button (Re-check once it has checked), when Slack is connected to Toolio. In the Routine subscribers dialog, No Slack account or Slack account deactivated next to a person whose Slack DM box is ticked means their Slack DMs can't be delivered.

Slack Channel

In the Routine subscribers dialog, an admin picks a channel under Post to a Slack channel. Invite the Toolio bot to the channel first: only channels the bot has joined appear in the list, and a newly invited channel can take a few minutes to show up. The channel gets every run, even when the routine has no subscribers. For setting up Slack, see How Do I Use Toolio Agents in Slack?

Slack messages show the routine name and status, the summary and the full answer (or, for a failed run, the failure reason), and an Open in Toolio link. The footer names the agent and gives the run time in UTC.

Reading Runs in Tooli

Open Tooli, switch to Fullscreen from the Tooli header, and select the Routines tab, next to Conversations. The tab shows how many runs you haven't read yet.

Tooli full screen on the Routines tab, with the routines list on the left, a routine's runs in the middle and a run's answer on the right

Each routine shows its agent and its status, for example Next run Mon 16 Nov, 8:00 AM, Paused or Last run failed. A dot marks unread runs, and a red one marks an unread failed run.
Click a routine to see its runs, then click a run to read its answer. A run is read-only: you can't reply in it.
Copy link copies a link to that run.
Ask Tooli about this run starts a new conversation with the run's answer quoted, ready for your follow-up question.

When you have unread runs, the AI button in the top app bar shows a red count, and clicking it opens Tooli on the newest unread run. Runs never appear under Conversations.

Admins see every routine in your organization on this tab. Everyone else sees the routines they subscribe to and the routines on their own personal agents.

Managing Your Routines

Personal Settings > AI & Agents > Routines lists your own routines and the ones you were added to.

The Routines page in Personal Settings, a grid of routines with Email and Slack DM checkboxes

Column	What it shows
Routine	The schedule's name, or its cadence when it has none
Agent	The agent the routine runs on
Status	`Active`, `Paused`, `Last run failed`, `Paused: owner unavailable`, or `Not subscribed` for a routine on your own agent that you don't follow (`Paused · not subscribed` or `Paused: owner unavailable · not subscribed` when it is also paused)
Next run	When it runs next, blank while paused
Email	Whether you get each run by email
Slack DM	Whether you get each run as a Slack DM

Tick or clear Email and Slack DM to change how runs reach you, then click Save in the bar that appears. On a Not subscribed row the boxes are locked: add yourself from the routine's Subscribers first. Right-click a routine for more:

Edit opens the agent, for routines on your own agents.
Open in Tooli opens the routine's runs. Double-clicking a row does the same.
Unsubscribe stops the runs reaching you. To get them back, add yourself again from the routine's Subscribers button if it is on your own agent, or ask whoever manages it.

Pausing and Removing a Routine

Each schedule on the Triggers tab has its own Live / Paused switch. Pausing keeps the subscribers, and the routine picks up again when you switch it back. Turning the whole agent off pauses all of its routines. Click Save on the agent for the change to take effect.

Removing a schedule (the trash icon on its row, then Save) deletes the routine and its subscribers, and its runs leave the Routines tab. They stay on the agent's Activity tab until they age out. Deleting the agent removes all of its routines.

FAQs

Which time zone do routines use?

Your organization's time zone, for both the schedule and the times in emails. Slack messages show the run time in UTC.

How long are runs kept?

30 days. Each agent also keeps only its 100 most recent runs, so a busy agent loses older runs sooner.

Why didn't I get a Slack DM?

Check Personal Settings > AI & Agents > Routines. If it says no Slack account uses your email, your Slack account uses a different address from your Toolio login. Slack DMs also need Slack connected to Toolio and the Slack DM box ticked for that routine.

I pressed Run Now. Why did no one get the result?

Run Now and queued runs are for trying out an agent, and only scheduled runs are delivered. Read the result on the agent's Activity tab.

Why did a run fail?

The failed run's email, Slack message and Tooli entry say why. Two common reasons:

"The run stopped because the Tooli usage limit was reached."
"The run needed an approval, which a scheduled run cannot ask for." The agent stopped to ask a question, and nobody can answer one during a scheduled run. Reword the schedule's message, or the agent's instructions, so the run doesn't need an answer.

My routine stopped running and shows Paused: owner unavailable. Why?

The routine's personal agent paused because its owner lost access. An admin can turn the agent back on once the owner has access again. See Personal Agents above.

The routine ran but did not change anything. Why?

A scheduled run can change data only when its schedule has Allow write / delete tools turned on, and on a personal agent only the owner can turn that on. With it off, tools that change data aren't available to the run, and the answer usually says it couldn't make the change. On an organization agent, its roles must also permit the change, and the tool must not be Blocked.

Why don't I see Routines, or why does Tooli not offer a routine?

Scheduled runs are switched off for your organization. Agents still work in chat and with Run Now, but schedules and Run via queue don't run, and the agent's Triggers tab says "Scheduled runs are off for your organization." Your admin can't switch scheduled runs on in Settings: contact your Customer Success Manager or Toolio Support.

Whose Tooli usage does a routine count against?

A scheduled run counts against the agent's owner for a personal agent, and against the agent itself for an organization agent. A Run Now or queued run counts against the person who started it.

Why did routine emails stop arriving?

If you used the Unsubscribe or change which Toolio emails you receive link at the bottom of a routine email and unsubscribed, Toolio stops sending you routine emails for every routine, even though Email stays ticked in Toolio. Open the same link from an earlier routine email to subscribe again.

Can a Reader subscribe to a routine?

Yes. Anyone with Tooli access can be a subscriber, and a Reader can unsubscribe and choose email or Slack DM. Creating routines needs an Editor or Admin role.

What Are Routines?