Scheduling & Reminders

What is Scheduling?

Scheduling lets you tell Polaris AI to do something later rather than right now. You can:

• Set one-time reminders
• Create recurring tasks (daily, weekly, monthly)
• Schedule emails to send later
• Automate regular workflows

Polaris AI remembers and acts when the time comes.

Setting Reminders

Simple Reminder

"Remind me to call mom tomorrow at 5 PM"

I'll remind you:
Call mom
Tomorrow at 5:00 PM (EST)

Time Formats Understood

Polaris AI understands natural time language:

Reminder Types

Personal Reminders:

"Remind me to go to the gym tonight"
"Remind me to follow up with Sarah"
"Remind me to review the proposal"

Task Reminders:

"Remind me to process invoices every Friday"
"Remind me to check email after the meeting"

Event Reminders:

"Remind me about the team meeting tomorrow"
"Remind me to prepare presentation slides"

Recurring Tasks

Set Up Recurring Reminders

"Remind me to check my inbox every morning at 9 AM"

"Every Monday at 10 AM, schedule my team meeting"

RECURRING REMINDER
Every Monday at 10:00 AM
Schedule team meeting
Starting: March 25, 2024
Ends: Never (until disabled)

Common Recurring Patterns

Daily:

"Every day at 8 AM remind me to check emails"
"Daily at 5 PM, remind me to wrap up"

Weekly:

"Every Monday remind me of team sync"
"Thursdays at noon, remind me for 1-on-1 with boss"

Bi-weekly (every 2 weeks):

"Every other Wednesday, check project status"

Monthly:

"First Friday of each month, send status report"
"Last day of month, review expenses"

Custom:

"Every 3 days, remind me to water plants"
"Mondays, Wednesdays, Fridays at 9 AM"

Scheduled Actions

Schedule an Email

"Schedule an email to John tomorrow at 9 AM about the project"

Schedule Document Creation

You: "Create a weekly status report every Monday at 8 AM"
Polaris AI: (Creates reminder to generate report)
Every Monday: Report created automatically

Schedule Meetings

You: "Every Tuesday at 3 PM, schedule a 1-on-1 with John"
Polaris AI: (Creates recurring calendar event)
Every Tuesday: Meeting created with John

Managing Scheduled Tasks

View Scheduled Tasks

Edit Scheduled Items

In the Schedules tab, click any task:

Disable a Schedule

To pause without deleting:

In Schedules tab:
Click the task → Toggle "Active" OFF

The task pauses until you re-enable it.

Delete a Schedule

Notifications

When Reminders Fire

At the scheduled time, you get:

Browser notification:

Polaris AI Reminder

Call mom

Dismiss    Snooze

Email (optional):

Subject: Reminder — Call mom
Time: Today at 5:00 PM
[Click here to mark as done]

Notification Settings

In Settings → Notifications:

• Desktop notifications — On/Off
• Email notifications — On/Off
• Sound — On/Off
• Notification quiet hours — Set "do not disturb" times
• Notification style — Minimal or detailed

Snoozing Reminders

When reminder fires:

Call mom

[Dismiss] [Snooze 5 min] [Snooze 1 hour] [Snooze tomorrow]

Choose:

• Dismiss forever
• Snooze 5 minutes
• Snooze 1 hour
• Snooze until tomorrow
• Snooze until next occurrence

Complex Scheduled Workflows

Multi-Step Scheduled Actions

Every Friday at 5 PM:
1. Polaris AI checks calendar for week's meetings
2. Summarizes in email
3. Sends to your manager
4. Reminds you to review next week's schedule

Request it:

"Every Friday at 5 PM, send my manager an email with this week's summary and remind me to plan next week"

Timezone Handling

Polaris AI automatically uses your timezone:

You: (In EST timezone) "Remind me at 3 PM"
Polaris AI: Sets for 3 PM EST

If you travel to PST:
Polaris AI: Still respects your preferred timezone unless changed

Change Timezone

In Settings → Preferences:

• Update your timezone
• All reminders adjust automatically

Limitations & Tips

Limitations

• Offline — Reminders work if Polaris AI is accessible
• Browser closed — Desktop notifications require browser open
• No guarantees — Server outages could delay reminders
• Simple syntax — Very complex cron patterns might need clarification

Workarounds

Enable email notifications — Works even if browser closed

Set backup reminders — For critical tasks, set multiple

Check Settings — Ensure notifications aren't disabled

Verify timezone — Check your timezone is correct

Pro Tips

Use natural language — "Tomorrow at 5 PM" works better than time details

Be specific — "Call mom" is clearer than "do that thing"

One-time vs recurring — Say "tomorrow" for once, "every Monday" for recurring

Timezone matters — Verify timezone if scheduling across regions

Email notifications — Enable for important recurring tasks

Check Schedules tab — Review what's scheduled to stay organized

Name tasks clearly — Makes reviewing your schedule easier

Snooze wisely — Snooze to reschedule without losing the task

Examples

Example 1: Daily Routine

User: "Set up my morning routine"

Polaris AI: "Should I set these reminders?
- 7 AM: Wake up reminder
- 8 AM: Check emails
- 9 AM: Team standup reminder
- 5 PM: End-of-day summary"

User: "Yes, except move team standup to 9:30"

Polaris AI: Set up! Starts tomorrow.

Example 2: Weekly Reports

User: "Every Friday at 5 PM, create a status report template, fill it with this week's summary, and email to John"

Polaris AI: Scheduled! Starting this Friday.
Every Friday: Automatically generates and sends!

Example 3: Project Checkpoints

User: "Remind me every Monday and Thursday to update the project timeline"

Polaris AI: Set! You'll get reminders these days at what time?

User: "9 AM"

Polaris AI: Every Monday & Thursday at 9 AM you'll be reminded.

FAQ

Q: What if I miss a reminder? A: Check the Schedules tab to see what you missed. You can trigger it manually.

Q: Can I set reminders in different timezones? A: Yes, specify: "Set a reminder for 3 PM Tokyo time"

Q: What if I travel? A: Reminders follow your timezone. Update your timezone in Settings if traveling.

Q: Can I cancel reminders? A: Yes, from the Schedules tab or ask Polaris AI to disable.

Q: What if Polaris AI goes down? A: Scheduled emails and actions may be delayed. Critical tasks should have backup reminders.

Q: Can I snooz forever? A: You can disable reminders entirely from Schedules tab.

Next: Learn about Integrations Overview →