TeamDay Missions - User Guide

Table of Contents

• What are Missions?
• Getting Started
• Creating Your First Mission
• Schedule Types
• Mission Settings
• Managing Missions
• Common Use Cases
• Best Practices
• Troubleshooting

What are Missions?

Missions are automated AI tasks that run on a schedule. Think of them as your personal AI assistants that work 24/7 to handle recurring tasks automatically.

Key Features

• ✅ Scheduled Execution - Run daily, weekly, monthly, or custom schedules
• ✅ AI-Powered - Uses advanced AI models to execute instructions
• ✅ Tool Integration - Access to web search, email, file operations, and more
• ✅ Flexible Instructions - Natural language instructions, just like chatting
• ✅ Manual Triggers - Run missions on-demand anytime
• ✅ Execution History - View logs and results of past runs

How Missions Work

1. You create a mission with instructions (e.g., "Generate a daily summary of industry news")
2. Set a schedule (e.g., every day at 9 AM)
3. TeamDay runs it automatically using AI to execute your instructions
4. Results are delivered via email, saved to files, or posted to channels

Getting Started

Prerequisites

• Active TeamDay account
• Organization membership (missions are organization-scoped)
• Basic understanding of what you want to automate

Accessing Missions

1. Log in to TeamDay.ai
2. Navigate to Missions in the sidebar
3. Click Create Mission to get started

Creating Your First Mission

Step 1: Basic Information

Title (Required)

• Give your mission a descriptive name
• Examples: "Daily Industry News", "Weekly Team Report", "Monthly Analytics Summary"

Instructions (Required)

• Write clear, natural language instructions for the AI
• Be specific about what you want accomplished
• Include any necessary context or requirements

Example:

Title: Daily Market Analysis
Instructions: Search for the latest stock market news and crypto prices.
Create a summary focusing on major movers and trending topics.
Send the summary to my email.

Step 2: Schedule Configuration

Choose when your mission runs:

Schedule Type:

• Daily - Runs every day at specified time(s)
• Weekly - Runs on selected days of the week
• Monthly - Runs on a specific day each month
• One-time - Runs once at a specified date/time
• Custom - Advanced cron expression for complex schedules

Time Settings:

• Set hour and minute (in UTC timezone)
• You can add multiple time slots for daily missions
• All times are in UTC - convert from your local timezone

Step 3: Advanced Settings (Optional)

AI Character

• Choose a character/persona for the AI (if available)
• Affects tone and style of execution

Model Selection

• Select specific AI model (default uses organization settings)
• Options: Claude Opus, Claude Sonnet, GPT-4, etc.

Tools

• Enable specific tools for this mission
• Web search, email, file operations, etc.

Visibility

• Personal - Only you can see and manage this mission
• Organization - All team members can view

Schedule Types

Daily Schedule

Runs every day at specified times.

Configuration:

• Time(s): Set one or more times (e.g., 9:00 AM, 5:00 PM)
• Start Date: When the schedule begins
• End Date (optional): When to stop running

Example Use Cases:

• Daily news digest at 8:00 AM
• End-of-day summary at 6:00 PM
• Hourly status checks

Weekly Schedule

Runs on selected days of the week.

Configuration:

• Days of Week: Select Monday through Sunday
• Time: When to run on selected days
• Start/End Date: Schedule boundaries

Day Numbering:

• 0 = Sunday
• 1 = Monday
• 2 = Tuesday
• 3 = Wednesday
• 4 = Thursday
• 5 = Friday
• 6 = Saturday

Example Use Cases:

• Monday morning week planning
• Friday afternoon week review
• Tuesday/Thursday progress updates

Monthly Schedule

Runs on a specific day each month.

Configuration:

• Day of Month: 1-31
• Time: When to run that day
• Start/End Date: Schedule boundaries

Note: If a month doesn't have the specified day (e.g., Feb 31), the mission won't run that month.

Example Use Cases:

• Monthly reports on the 1st
• Mid-month check-ins on the 15th
• End-of-month summaries on the 30th

One-time Schedule

Runs once at a specific date and time.

Configuration:

• Date and Time: Exact execution time
• Automatically deactivates after running

Example Use Cases:

• Event reminders
• One-off reports
• Time-delayed tasks

Custom Schedule (Cron)

Advanced scheduling using cron expressions.

Format: minute hour day month weekday

• Minute: 0-59
• Hour: 0-23
• Day: 1-31
• Month: 1-12
• Weekday: 0-6 (0=Sunday)

Examples:

• 0 9 * * 1-5 - 9 AM on weekdays
• 30 14 * * 0 - 2:30 PM every Sunday
• 0 */3 * * * - Every 3 hours
• 0 0 1 * * - First day of every month at midnight

Resources:

• Crontab Guru - Cron expression builder
• Cron Expression Generator

Mission Settings

Execution Settings

Model

• Default: Uses organization default model
• Override: Select specific model for this mission
• Consider cost vs. capability trade-offs

Tools

• Enable/disable specific capabilities
• Web Search: For real-time information
• Email: For sending results
• File Operations: For document handling
• Code Execution: For data processing

Parent/Root Mission (Advanced)

• Link missions hierarchically
• Child missions can inherit context
• Useful for multi-step automations

Visibility & Access

Personal Missions

• Only visible to the creator
• Executes with creator's permissions
• Ideal for individual tasks

Organization Missions

• Visible to all team members
• Shared execution history
• Good for team-wide automations

Managing Missions

Viewing Missions

Mission List

• See all your missions
• Filter by status (Active/Inactive)
• Sort by schedule, last run, etc.

Mission Details

• View full configuration
• See execution history
• Check next scheduled run

Editing Missions

1. Click on a mission to open details
2. Click Edit button
3. Modify any settings
4. Click Save

What Happens When You Edit:

• Schedule changes update the Cloud Scheduler job immediately
• Active missions continue with new settings
• Next run time recalculates automatically

Activating/Deactivating

To Pause a Mission:

1. Open mission details
2. Toggle Active switch to OFF
3. Mission won't run until reactivated

To Resume:

1. Toggle Active switch to ON
2. Next scheduled run calculates from current time

Manual Triggering

Run any mission immediately, regardless of schedule:

1. Open mission details
2. Click Trigger Now button
3. Mission executes immediately
4. Doesn't affect scheduled runs

Use Cases:

• Test new missions before scheduling
• Get results on-demand
• Re-run failed executions

Viewing Execution Logs

Access Logs:

1. Open mission details
2. Click Execution History tab
3. View list of past runs

Log Information:

• Triggered time
• Completion time
• Status (Success/Error)
• Duration
• Results (if available)

Deleting Missions

1. Open mission details
2. Click Delete button
3. Confirm deletion

What Happens:

• Mission is archived (soft delete)
• Cloud Scheduler job is deleted
• Execution history is preserved
• Can't be recovered (archive only)

Common Use Cases

Daily Reports & Summaries

Industry News Digest

Title: Daily Industry News
Schedule: Daily at 8:00 AM
Instructions: Search for the latest news in [industry].
Create a summary with 5 top stories, key insights, and trends.
Send to my email.

Team Activity Summary

Title: Daily Team Summary
Schedule: Daily at 5:00 PM
Instructions: Review today's chat messages and activities.
Create a summary of key decisions, action items, and highlights.
Post to #daily-summaries channel.

Weekly Planning & Reviews

Week Planning

Title: Monday Week Planner
Schedule: Weekly on Monday at 9:00 AM
Instructions: Review upcoming calendar events and tasks for the week.
Create a prioritized plan with time estimates.
List any potential conflicts or gaps.

Week Review

Title: Friday Week Review
Schedule: Weekly on Friday at 4:00 PM
Instructions: Analyze this week's completed tasks and conversations.
Highlight achievements, challenges, and learnings.
Suggest improvements for next week.

Monthly Analytics

Performance Report

Title: Monthly Performance Report
Schedule: Monthly on 1st at 9:00 AM
Instructions: Gather analytics data from all connected tools.
Create comprehensive report with charts and insights.
Compare to previous month and highlight trends.
Send report to leadership team.

Data Monitoring

Price Alerts

Title: Stock Price Monitor
Schedule: Daily at market close
Instructions: Check prices for [stock symbols].
Alert if any moved >5% today.
Include brief analysis of why.

System Health Check

Title: System Health Monitor
Schedule: Every 4 hours (custom cron: 0 */4 * * *)
Instructions: Check system metrics and logs.
Alert if any service is down or error rate >1%.
Provide troubleshooting suggestions.

Content Creation

Social Media Scheduler

Title: LinkedIn Post Creator
Schedule: Weekly on Tuesday/Thursday at 10:00 AM
Instructions: Research trending topics in our industry.
Create an engaging LinkedIn post (250 words).
Include relevant hashtags and call-to-action.
Format for posting.

Blog Ideas Generator

Title: Weekly Blog Ideas
Schedule: Weekly on Monday at 9:00 AM
Instructions: Analyze trending topics and competitor content.
Generate 5 blog post ideas with outlines.
Include SEO keywords and target audience for each.

Task Automation

Email Cleanup

Title: Weekly Email Organizer
Schedule: Weekly on Sunday at 8:00 PM
Instructions: Review unread emails from the week.
Categorize by priority (urgent/important/later/archive).
Create summary of items needing action.

Meeting Preparation

Title: Meeting Prep Assistant
Schedule: Daily at 7:00 AM
Instructions: Check today's calendar for meetings.
For each meeting, prepare: agenda review, relevant docs,
key discussion points, and suggested talking points.

Best Practices

Writing Effective Instructions

Be Specific

❌ Bad: "Check the news"
✅ Good: "Search for news about AI regulation in the EU from the last 24 hours.
Focus on GDPR and AI Act developments."

Include Context

❌ Bad: "Send a report"
✅ Good: "Create a report of our top 10 performing products this week.
Include sales figures, growth percentage, and inventory status.
Send to [email protected] with subject 'Weekly Top Performers'."

Specify Format

❌ Bad: "Summarize the data"
✅ Good: "Summarize Q4 revenue data in a table with columns:
Region, Revenue, Growth %, Top Product. Include a brief 3-bullet analysis."

Use Tools Explicitly

✅ "Search the web for...[then] send results via email to..."
✅ "Read the file metrics.csv, analyze trends, and save report to reports/"

Scheduling Best Practices

Consider Timezones

• All schedules are in UTC
• Convert from your local time
• Account for daylight saving changes

Avoid Peak Hours

• Don't schedule all missions at same time
• Spread throughout the day
• Consider API rate limits

Test Before Scheduling

• Use "Trigger Now" to test
• Verify instructions work as expected
• Check tool permissions

Plan for Failures

• Include error handling in instructions
• Set up notification missions
• Review logs regularly

Performance Optimization

Keep Instructions Focused

• One clear objective per mission
• Break complex tasks into multiple missions
• Use parent/child relationships for steps

Minimize Tool Usage

• Only enable necessary tools
• Combine operations when possible
• Cache repeated lookups

Choose Right Model

• Use lighter models for simple tasks
• Reserve powerful models for complex reasoning
• Consider cost implications

Security & Privacy

Sensitive Data

• Don't include API keys in instructions
• Use organization secrets/variables
• Review before scheduling

Access Control

• Use "Personal" for individual tasks
• Use "Organization" for team missions
• Audit mission permissions regularly

Data Handling

• Specify where to save results
• Clean up temporary files
• Follow data retention policies

Troubleshooting

Mission Not Running

Check Active Status

• Ensure mission is set to Active
• Look for toggle switch in mission details

Verify Schedule

• Confirm schedule type is correct
• Check timezone calculations (UTC)
• Look at "Next Run" time in mission list

Review Cloud Scheduler

• Check if scheduler job exists
• Verify job is enabled
• Look for execution errors in logs

Common Fixes:

1. Deactivate and reactivate mission
2. Update schedule (forces scheduler refresh)
3. Delete and recreate mission

Execution Failures

Check Execution Logs

• Review error messages
• Look for timeout issues
• Check tool permissions

Common Errors:

"Tool not available"

• Enable required tools in mission settings
• Verify organization has tool access
• Check tool-specific permissions

"Timeout"

• Instructions too complex
• Reduce scope or split into multiple missions
• Increase timeout (if available)

"Permission denied"

• Check file/resource permissions
• Verify API credentials
• Review organization access

"Model error"

• Try different model
• Simplify instructions
• Check token limits

Results Not as Expected

Refine Instructions

• Be more specific about requirements
• Add examples of desired output
• Include edge case handling

Adjust Context

• Provide more background information
• Reference relevant documents
• Specify assumptions

Test Iteratively

• Use manual trigger to test changes
• Review execution logs
• Gradually add complexity

Schedule Issues

Wrong Time

• Verify UTC timezone conversion
• Check daylight saving changes
• Use online timezone converters

Skipped Executions

• Check execution history for errors
• Verify system was running at scheduled time
• Review Cloud Scheduler logs

Too Frequent/Infrequent

• Double-check cron expression
• Use cron validator tools
• Test schedule interpretation

Performance Problems

Slow Execution

• Reduce instruction complexity
• Use faster model
• Minimize tool calls

Rate Limits Hit

• Space out missions
• Reduce frequency
• Use caching where possible

High Costs

• Choose cost-effective models
• Optimize instruction length
• Review tool usage

Getting Help

Resources

Documentation

• Mission API Guide - API integration
• Tools Documentation - Available tools and capabilities

Support

• Help Center: help.teamday.ai
• Email: [email protected]
• Community: community.teamday.ai

Feedback

We're constantly improving missions! Share your:

• Feature requests
• Bug reports
• Use case examples
• Success stories

Feedback Channels:

• In-app feedback button
• Email: [email protected]
• Community forums

Appendix

Timezone Conversion

Common timezone conversions to UTC:

Quick Conversion:

• Add offset for UTC (PST 9 AM + 8 hours = 5 PM UTC)
• Subtract offset from UTC (17:00 UTC - 8 hours = 9 AM PST)

Cron Expression Cheat Sheet

Glossary

Active Mission: A mission that will run on its schedule

Cloud Scheduler: Google Cloud service that triggers missions on schedule

Cron Expression: Unix-style schedule format (minute hour day month weekday)

Execution Log: Record of a mission run with status and results

Manual Trigger: Running a mission immediately, outside its schedule

Organization Mission: Mission visible to all team members

Personal Mission: Mission visible only to creator

Schedule Job: Cloud Scheduler job created for a mission

Trigger: Event that starts a mission execution

UTC: Coordinated Universal Time (timezone for all schedules)

Mission: Automated AI task that runs on a schedule

Last Updated: October 2025Version: 1.0