Schedules

On Schedules you choose when an agent runs by itself: at a set time (every day or every week at an hour in UTC), or when a deal reaches a stage in HubSpot. Owners and admins create, pause, resume and delete schedules, for catalog agents and for custom agents; members can see them ("Workspace admins add, pause and delete schedules. Ask a workspace admin."). Scheduled runs use credits like manual ones, always at Expert depth, and their HubSpot updates wait in WriteBacks unless automatic updates are on for that agent.

An agent appears on Schedules only when all of these are true:

1. It is an agent that can be scheduled (see "Which agents can be scheduled").
2. It has at least one successful run in this workspace.
3. At least one of its proposed HubSpot updates from a run you started yourself was approved and applied to HubSpot (and not undone).

So: run the agent once manually, open WriteBacks (or the run's report) and click Approve & apply to HubSpot on one of its proposed changes, then return to Schedules. When the change is in HubSpot the page says "Schedules unlocked for" the agent with a link. Custom agents follow the same rule per agent: a successful run of that custom agent and an approved and applied change from one of its runs (a custom agent that runs on a segment needs only the successful run, because it proposes no HubSpot updates). Schedules lists agents that ran but still need an applied approval ("Approve and apply one of its proposed HubSpot updates…") with a Review proposals link. If no WriteBack is waiting (for example you rejected them all), run the agent again on another record to get a new proposal.

Stale Deals follows the same rule as every agent: one successful manual run (Runs → Run an agent → Stale Deals, pick a deal and a "stale after" threshold) and one WriteBack from it approved and applied. After that it appears on Schedules, where you schedule it over a pipeline or stage. If the agent is Communication Analysis, Discovery Prep or another on-demand agent, it cannot be scheduled at all.

• At a set time: Deal Template Analysis, Pipeline Risk and Stale Deals (over the deals of a pipeline, optionally one stage), CRM Deal Health (one workspace scan per slot), Re-engagement (contacts not contacted for N days) and Closed Leads Analysis (contacts with chosen Lead Status values).
• On a HubSpot deal event: Deal Template Analysis, Pipeline Risk, Closed Won Analysis and Closed Lost Analysis.
• Custom agents: each saved custom agent can be scheduled on its own (see "Scheduling a custom agent").
• On demand only: Communication Analysis, Discovery Prep, SDR First-call Prep, Web-form Lead Qualification, Inbound Email Qualification, Ticket Categorization, QBR Prep, Auditor and Dedup & Merge.

Approving is not enough on its own: the change must reach HubSpot. Use Approve & apply to HubSpot, which approves and writes it in one step, and wait until the card says Applied. A change marked "Approved, not applied yet" (approved before the one-click button existed) does not count; click Apply to HubSpot on it. Changes from scheduled or automatic runs, and changes you later undid in HubSpot, do not count either; and after reconnecting HubSpot to a different portal, approve and apply one change again.

Choose On a time schedule, then Every day or Every week (pick the weekday) and an hour. Times are in UTC; there is no time zone setting, so convert from your local time. A schedule keeps its hour; if a slot is missed (for example during maintenance) it is skipped, not replayed. Each matching deal or contact in the scope is a separate charged analysis.

Choose On a HubSpot deal event, pick the pipeline and the stage (both required), then Create. The agent runs on the deal that changed, for example Closed Lost Analysis when a deal moves to Closed Lost. It reacts to HubSpot changes on deals that are in that stage, so a deal edited while sitting in the stage can trigger it too. Each triggered run is charged.

On Schedules, each schedule has Pause, Resume and Delete. Pausing keeps the schedule and its settings; resuming continues from the next slot. Resuming is only possible while the agent still meets the scheduling rule (a manual run plus an approved and applied change). Deleting removes the schedule; past runs and reports stay.

Alignify pauses schedules itself in two cases, and Schedules shows the reason:

• "Paused when the subscription ended": resume them when you need them again.
• "Paused: HubSpot disconnected": they resume automatically after an admin reconnects HubSpot.

When credits run out, schedules are not paused; their runs are skipped until credits are available again.

Alignify does not create two identical schedules (same agent, trigger, scope, cadence and hour). Adding one again shows the existing schedule, even if it is paused; resume that one instead.

Schedules made before the run-then-approve rule are listed under "Created before approval was required" with Pause and Delete only. "Single-deal schedules (legacy)" are older schedules for one deal; they can be paused, resumed or deleted, but no new ones can be created. Delete them and add a schedule for the agent instead.

Yes, custom agents can run on a schedule. Each saved custom agent gets its own card on Schedules once it is eligible; Add schedule is pre-filled from the agent's "When should it run" suggestion. Options depend on what the agent runs on:

• One deal, contact, company or ticket: at a set time on the same record every time, or on records that match a filter (one run per record, up to 25 per slot); or on a HubSpot event: a deal moving to a stage (deal agents), a ticket moving to a stage (ticket agents), or a contact's lifecycle stage or lead status changing to a value (contact agents). Company agents have no event trigger.
• A saved segment: at a set time, one run (one report) over the segment. No event trigger.

Custom event triggers fire when the record is created in, or moves into, the chosen stage or value, not on unrelated edits. Each run is charged the agent's own Expert price, shown in Add schedule; filter-based slots stop early when credits run low. Editing the agent keeps its schedules (the next run uses the new version); deleting the agent deletes its schedules.

You changed what a custom agent runs on (for example from deals to contacts, or its segment), so a schedule built for the old source no longer fits. Delete that schedule and add a new one for the agent's current source.

Deal-stage triggers work for every workspace. Ticket-stage and contact lifecycle stage or lead status triggers depend on HubSpot sending those change notifications to Alignify. If such a trigger never starts a run although records moved into the chosen value, ask for a person in the support chat with the schedule name.