Scheduled Tasks

Automate recurring operations with scheduled tasks. Run reports, sync data, perform maintenance, and execute custom scripts on a defined schedule without manual intervention.

Task Dashboard

Metric	Description
Active Tasks	Number of scheduled tasks currently enabled
Runs Today	Total task executions completed today
Failed (24h)	Tasks that failed in the last 24 hours
Paused	Tasks temporarily paused

Task List

Column	Description
Task Name	Display name of the task
Type	Report, Sync, Maintenance, Custom
Schedule	Cron expression or friendly schedule
Status	Active, Paused, or Disabled
Last Run	Last execution timestamp
Last Result	Success, Failed, or Partial
Next Run	Next scheduled execution

Task Types

Scheduled Reports

Generate and deliver reports automatically. Send license utilization, security posture, or compliance reports to stakeholders.

Email PDF/CSV to distribution list
Upload to SharePoint document library
Post to Teams channel

Data Sync

Synchronize data between systems. Keep tenant data fresh, sync with PSA tools, or update external databases.

Tenant health refresh
License inventory sync
PSA customer sync
User directory cache refresh

Maintenance Tasks

Routine housekeeping operations. Clean up stale data, archive old records, or verify system health.

Stale guest user cleanup
Inactive device report
License reclamation check
Security baseline compliance check

Custom Scripts

Execute PowerShell or custom API workflows on schedule. Build complex automation for specific business needs.

Creating a Scheduled Task

Task Name and Description

Descriptive name explaining what the task does. Include scope (e.g., “Daily License Report - All Tenants”).

Task Type

Select the operation type and configure specific settings.

Schedule

Define when the task runs:

Every X minutes/hours — Recurring interval
Daily at time — Once per day
Weekly on days — Specific days of week
Monthly on date — Specific day of month
Cron expression — Advanced scheduling

Scope

Which tenants or resources the task applies to:

All tenants
Specific tenants
Tenants with specific tags

Notifications

Alert on task completion:

Email on failure
Email on success
Teams notification
Webhook callback

Schedule Examples

0 6 * * * — Every day at 6:00 AM
0 9 * * 1 — Every Monday at 9:00 AM
0 */4 * * * — Every 4 hours
0 8 1 * * — First of every month at 8:00 AM
0 17 * * 5 — Every Friday at 5:00 PM

Execution History

View detailed history for each task execution:

Start and end timestamps
Duration of execution
Success/failure status
Items processed count
Error details if failed
Output/results download

Best Practices

Stagger task times — Avoid scheduling all tasks at the same time to prevent resource contention
Consider time zones — Schedule based on when results are needed. Reports for US team at 8 AM ET, not UTC
Monitor failures — Set up failure notifications. Investigate recurring failures promptly
Review regularly — Audit scheduled tasks quarterly. Disable or remove tasks no longer needed

API Reference

GET /api/automation/scheduled-tasks — List all scheduled tasks
POST /api/automation/scheduled-tasks — Create scheduled task
POST /api/automation/scheduled-tasks/:id/run — Trigger task manually
GET /api/automation/scheduled-tasks/:id/history — Get execution history
PUT /api/automation/scheduled-tasks/:id/status — Pause/resume task