Agents: Weekly Breakdown & Upcoming Due
An agent runs on a schedule and hands you a short list of what needs you, with a button on each item. Agents never send anything to a client on their own: anything that would reach a client waits for a person.
What an Agent Does
There are two agents, and each person turns on their own:
- Weekly Breakdown lines up your week: what's overdue, what's due each day, tickets waiting on you, and 3–5 things to focus on.
- Upcoming Due shows everything due in the next 7, 14 or 30 days, grouped by type.
An agent runs as you. It only ever lists what you can already see in the portal, so two people with the same agent turned on can get different lists. Its results are tabs on the Today page, and you can have them emailed to you as well.
An agent here is a job you own, not a separate portal user. There is nothing to connect and no token to manage. Assistants you connect from outside, such as Claude Desktop, are a different thing and are covered in AI Agents.
Weekly Breakdown
By default Weekly Breakdown runs every Monday around 7 am in your site's timezone. You can pick different days or a different time.
Each run covers Monday to Sunday of the current week, plus everything that's overdue. If you run it on a Saturday or Sunday, it lines up the coming week instead.
The list has three parts, in this order:
- Suggested focus: the 3–5 items most worth your time. Each one shows a short reason, such as 3 days overdue, Client waiting 4 days or $2,400 due Fri.
- Overdue: everything past its date.
- This week by day: one group per day, showing only the days that have something due.
Suggested focus is worked out the same way every time, not written by AI. Items rise to the top when you've marked them priority, when they're overdue (more so the longer they've been overdue), when they're due today or tomorrow, when a client is waiting on you, when money is involved, or when they're marked high priority.
If nothing is due, the run still posts, with a one-line Nothing due this week and a link to look 30 days ahead. A quiet week looks quiet, not broken.
Upcoming Due
Upcoming Due shows everything due in a window you choose, with overdue items always first.
- Window: 7, 14 or 30 days. Switch it on the result itself; the agent remembers your default.
- Group by: Type (the default) shows Overdue, Tasks, Routines, Tickets, Projects, Invoices, Estimates and Contracts. Person shows one group per person, so you can see who has what due. Invoices, estimates and contracts go under the client's account manager, or Unassigned.
The Person grouping is offered only to people who manage the team. For anyone else it would only ever show "You", so the toggle is hidden.
Upcoming Due works well on demand: open it whenever you want, and it works out the list fresh. You can also put it on a schedule: daily, weekdays or weekly.
Turning an Agent On
- Open User Management and click the Agents tab
- Click New agent
- What should it do? Pick Weekly Breakdown or Upcoming Due
- When and how? Choose the day(s) and time (prefilled with Monday, 7 am). For Upcoming Due, choose On demand, Daily, Weekdays or Weekly, plus the window and grouping
- Tick Also email me if you want the same list by email
- Click Turn on, or Turn on and run now to see your first list straight away
You can also turn an agent on from Suggest agents for me. A suggestion's Turn on uses the schedule shown on the card and runs the agent once so you see the result. An Undo appears for a few seconds if you change your mind.
When Agents Run
Agents are checked once an hour, so an agent set for 7 am arrives some time between 7 and 8. The Agents tab says "Mondays, around 7 am", and Last ran always shows the real time it ran.
Agents don't catch up on missed runs. If your site was offline at 7 am on Monday, the next run is the next scheduled one. Click Run now on the agent's card at any time to get a fresh list.
Their Lists on Today
Each agent's latest list is a tab on the Today page at /today/: Weekly Breakdown and Upcoming Due, next to the live Today tab. Open it from an agent's card on the Agents tab (Open next to Last ran), from the link in the email, from the agent's row at the top of Actions, or from the tab on Today. Old /briefs/ links still work and open the same page.
In Actions, each agent with a list you haven't read yet gets one row above the tabs, such as Weekly Breakdown · Mon Oct 19 run · 14 due this week · 3 suggested focus, with Open. It never counts toward the Actions badge. A newer run replaces it, and it goes away once you click Mark read on the agent's tab, or after 14 days unread.
At the top is one line of counts, such as 14 due this week · 3 overdue · 2 waiting on clients, and when the list ran. Below that are the groups, each showing up to 5 items and then +N more. Every item is one line: what it is, the client or person, its due date, and its buttons. Due dates show in red when overdue and amber when due today or tomorrow.
The page checks every item again when you open it. Anything finished since the agent ran is struck through and tagged Done since, and anything you can no longer see is left out.
If you haven't turned on an agent yet, its tab shows a Turn on card instead of a list.
The Buttons on Each Item
Every item has four buttons. On a phone they fold into a ⋯ menu, and tapping the row opens it.
| Button | What it does |
|---|---|
| Open | Goes to the item's own page: the task in My Tasks, the ticket, project, invoice, estimate or contract, or the Routines tab of the asset or location a routine belongs to. |
| Mark priority | Where the item has a real priority (tasks and tickets), the button reads Set high priority and sets it, if you're allowed to edit that item. Everything else gets Pin for me, which only you see. Either way the item moves up in Suggested focus. Click again to undo it. |
| Send reminder | Depends on who the reminder is for. See What Send Reminder Does. |
| Dismiss | Hides the item from your lists. It stays hidden on later runs until its due date changes, and only for you: nobody else's list changes. Undo shows for 8 seconds, and Show dismissed at the bottom of the list brings any of them back. |
What Send Reminder Does
Send reminder never sends anything to a client on its own. What it does depends on who it reminds:
| The reminder is for | What happens |
|---|---|
| You (your own task, routine, or a ticket waiting on you) | You get a portal notification. Nothing to confirm. |
| A teammate (their task, routine or project) | They get a portal notification, after you confirm it. A teammate gets at most one reminder per item per day. |
| A client or contract signer (a ticket waiting on the client's reply, an invoice not yet overdue, an expiring estimate, a contract waiting for a signature) | A prefilled draft lands in Actions. Nothing goes out until a person reads it and clicks Publish. |
| An overdue invoice | You see exactly what will go out: the recipient, subject and body of your existing overdue reminder email. It sends only after you confirm, and at most once a day per invoice. |
A few more rules hold every time:
- Drafts made from an agent's list are never auto-sent, whatever your auto-send settings. A person always publishes them.
- Invoice and estimate reminders need permission to edit invoices.
- A reminder draft expires on its own once what it was about is settled, such as the invoice being paid, or after 7 days. See Stale and Expired Drafts.
Suggest Agents for Me
Suggest agents for me looks at your own work and recommends one or two agents, each with a reason taken from your real numbers. For example:
- You have 4 items due this week and 3 overdue; Weekly Breakdown lines them up every Monday.
- 6 routines come due in the next two weeks; Upcoming Due shows them before they slip.
- For someone who manages a team: You manage a team of 5; Upcoming Due by person shows who has what due.
It never suggests an agent you already have on. If nothing is piling up and you have no agents on, it suggests Weekly Breakdown, the one most people keep.
You'll find it on the Agents tab, on Today before you've turned anything on, and as a suggestion in the portal assistant. The assistant can show you suggestions, but it never turns an agent on. Turning one on is always your click.
The Agents Tab
User Management › Agents is built around your agents.
Your agents
Each agent you have gets a card that answers four questions:
- What it does, in one sentence
- When it runs, such as Mondays, around 7 am
- What you get: a list on Today, plus email if you ticked Also email me
- When it last ran and will run next, with how many items the last run found and an Open link
Each card has Run now, Pause and Edit. If a run fails, the card says so in one sentence, with Run now to try again.
Administrators can see other people's agents, read-only.
Connected assistants
Assistants connected from outside the portal, such as Claude Desktop, are listed under Connected assistants (external). They work exactly as before: click Details to open the same drawer with their tools, client scope, activity and tokens. To connect a new one, click Connect an external assistant on the tab, or use the same link below the two choices in New agent.
One label changed: Autonomous now reads Can only draft, which is what it always meant. See AI Agents for everything about connected assistants.
Stale and Expired Drafts in Actions
Every item in Actions now says where it came from: an agent's list, your assistant, or a connected assistant. Waiting is grouped that way, and the Client filter on Waiting now works for drafts too.
Drafts no longer pile up forever:
| Draft | Marked Stale | Moves to Done › Expired |
|---|---|---|
| Any draft nobody has touched | after 14 days | after 30 days |
| A draft whose own date has passed (a task's due date, a campaign's send time) | straight away | 14 days later |
| A reminder drafted from an agent's list | — | once what it was about is settled (such as the invoice being paid), or after 7 days |
Stale drafts sit under a Stale divider at the bottom of Waiting, with their reason. Publish one if it's still right, or click Discard as stale.
Expiring never sends and never deletes anything. To bring a draft back, open it under Done › Expired and click Restore. It returns to Waiting and the clock starts again.
What Changes When You Update
- Team members with the daily summary email turned on get an agent in its place, at the same time of day, with Also email me on. A weekly summary becomes Weekly Breakdown on Mondays. A daily or weekday summary becomes Upcoming Due, 7 days, on the same days. You'll see a one-time notice on the agent's tab, and the summary setting in your notification preferences now links to Weekly Breakdown.
- Clients keep the summary email as before. It now arrives in the hour they picked (before, it often didn't arrive at all), and its project section lists real project due dates.
- Drafts that are already past these limits move to Done › Expired on the first hourly check after you update. You can restore any of them.
Who Can Use It
- Agents, the Today page and the agent cards are for your team: staff and contractors. Each person turns on and manages their own.
- Clients never see agents or Today.
- An agent only lists what its owner can already see. Contractors aren't offered invoice-based suggestions.
- The Person grouping in Upcoming Due is for people who manage the team.
- Invoice and estimate reminders need permission to edit invoices.
Notes & Gotchas
- "7 am" means between 7 and 8. Agents are checked hourly. Last ran shows the real time.
- A dismissal comes back when the date moves. If someone changes the due date of an item you dismissed, it reappears so you can see the new date.
- Mark read when you're done. It clears the agent's row from Actions. Leaving a list unread does no harm: the next run replaces it.
- Your pin is yours. Pin for me never changes the item itself; Set high priority does, and everyone sees it.
- Nothing to a client without a person. Reminders to clients and signers are drafts, and drafts from an agent's list are never auto-sent. The one email Send reminder can send, the overdue invoice reminder, shows you exactly what goes out before you confirm.
- There is no AI-written paragraph in the list. Suggested focus and every reason are worked out from your data the same way each time.