Name: Scheduling Actions in Gemini (Coffee & Clouds Series)
Uploaded: 2026-05-01T19:15:03.870Z
Duration: 9 min 1 s
Description: Scheduling Actions in Gemini (Coffee & Clouds Series)

Transcript for "Scheduling Actions in Gemini (Coffee & Clouds Series)": Hey. Hello, and welcome to this Coffee and Cloud series live event. Today's topic is scheduling acts actions in Gemini. We're gonna take a little bit of a look at Google Gemini and some of the added value it provides and some of the cool things you can do. And I'm joined today by Bill Seibel, our senior cloud advisor. I wanna thank you for taking time out of your busy day and week to join us here today and start off with just a reminder that, you know, this session, whether you're watching it live or, viewing it later on demand, is part of a broader set of resources we've got. In fact, if you look on your screen over on the right hand side in the docs little tab, you can see a link to our AI landing zone. That's a collection of pretty much everything we're doing around AI as far as content, blog posts, other videos, white papers, ebooks, guides, etcetera. And hopefully, that's, you know, a helpful resource for you to take a look. For our session today, the audio is muted to prevent any background noise and issues from getting in the way. And there is that quick q and a window on the right hand side as well. Use that. That's what we'll monitor, for any questions that come up during the session. A reminder that this is being recorded. As I alluded to, generally, it can take us up to twenty four hours to get it up and posted. We'll send you a link, so you can review it or share it, with the future. We'll also send you a follow-up email with some link to the AI landing zone and some other resources as well. And so since these are designed to be short and sweet, we'll dive right in. Why are we talking about, you know, scheduling actions? It's a great way to leverage the Gemini app that comes with, Google Workspace, and your licensing there. It's a it's a useful tool for automating repetitive tasks, such as summary work, analysis work, notifications you wanna receive on a regular basis. And it's important to note, however, that this is not an AI agent. You're not necessarily gonna build it into workflows, although you could call and trigger it that way. It's a little more complex than a typical agent. It's really designed to have something done that runs at a defined date and time for you. It notifies you when the results are ready, so it's not something that would be triggered by other events other than date and time. And so to get a sense of how easy or difficult or challenging or fun it might be to schedule actions in Gemini, I'm gonna hand it over to Bill. Bill, take it away. Thanks, Alan. Let's see here. I've if you, as you, stop sharing your screen, I can pop in and share my screen. And what I'm gonna do is is simply go to gemini.google.com. This is kind of where all the the magic takes place, if you will. And as Alan, pointed out, there are a great way there's some great ways to to leverage scheduled actions that are within this application, within just the Gemini app proper. And one of the the great things about this is is it's leveraging all of the tools within your Google Workspace, suite. So, for example, if I wanted to to have a a summary of email that or excuse me, a summary of event calendar events that are coming up for my, my my day my day, I could put together a prompt that would somewhat reflect that. And then if I wanted to get even a little bit more fancy with that, I could not only use my calendar, but I could also use, look into my email and see, for example, if there's someone that's in my context that's kind of new, that I should know a little bit more about that, that interaction I have with them. And so with this prompt, I'm using a a little bit of my calendar as well as my inbox to to put together a scheduled action. And once I enter that information in and I click submit, Jim and I will think a little bit together, and then all of a sudden, it will then let me know that beginning in on Monday, May 4, that it will begin to put together a daily summary of my calendar events, for every weekday at beginning at 8AM. And if I needed to modify that or or to to to look into that a little bit further, I can come down here to the settings icon. And if I click that and if I simply select scheduled actions, oh, it doesn't show up there, for some reason. That's always really great when it comes to a fun, demo, but what I can do is show another one of these that will show show a something similar to them. For example, let's say I wanted to to keep track of unread email, that I for a key person or for a, for a project I was working on. I could prompt Gemini to put together a summary of of that that key information. So, for example, I could say, in this case, every day at 5PM, find all unread email from Alan, and then I could say, could you summarize that into a bulleted list and save that summary as a new doc in a folder called daily review within Google Drive? Again, we're leveraging couple of different applications within the Google Workspace suite using both, Mail as well as Google Drive and Google Docs. So if I click on my submit button here again, Jim and I will think for just a second. And here's what it really looks like when you know that you've got a scheduled action in place. It will throw in a little bit of a of a the prompt here and has an on and off switch. And if I come down to my settings and help and then select sched scheduled actions, I can see that that email summary from Allen is now appearing there within the scheduled actions manager. As you can note, also, there are some all there are some nice little, actions that are already kind of in place that are kind of templated, kind of to get you started. But one of the good ways to try this out is to simply go to Gemini and and put together some prompts on your own that you would like to try to to work into into your scheduled, scheduled actions. And and Gemini is really good about helping you kind of find those that those key prompts that then will then translate into a scheduled action. Alan? Oh, I get myself off mute there. So that's really helpful. And, actually, you know, it's funny. I've been using scheduled actions for a while and never realized under the settings body can go and see them. There's another thing to realize about scheduled actions is you're gonna be getting alerts. If you don't ever respond to those alerts, Gemini will believe that the action has become inactive and that you're not actually using it anymore, and it'll turn it off and it'll stop getting those alerts. And so, generally, if, you know, for example, I had, a check on my inbox on a daily basis at 2PM for certain things, and I actually didn't check it for about two weeks, and it turned off. Because it's like, oh, it's, you know, you're not using it. It's a waste of resources, a waste of time. We'll cancel it out for you. And so you can manually turn it back on. You can also, if you're gonna go on vacation, pause things that you don't want to happen, for example, when you're gonna be out of the office. And so it's a it's a great little tool, and I'm glad we sort of got this quick hit in to show someone, to show everyone a really quick, neat little feature. You know, I personally have four or five of these set up now, to track work and make sure nothing falls through the cracks, and it's been a it's been a big help. So I wanna thank you, Bill, for coming and joining us here today. So what to do if you wanna learn more? Well, the first thing is contact us. Right? You can contact Bill or I or email. Addresses are up there on the screen, or you can use the Bitly code or send an email to info at and just schedule a call with any, Bill or Wes, our cloud advisers. But we also have our libraries, I mentioned earlier at the onset. Our AI landing zone is a coalition of everything we do, but you can also take a look specifically at blog posts, ebooks, white papers, and videos. And if you're in the Google environment, one of the options in the library is we've got Google Workspace Wednesday. It's a newsletter. We send out three to five feature updates or reminders that we think are relevant to our user community. It's a great way to stay on top of what's coming down the line and understanding what's new. On that note, we don't have anyone in the questions. This is a pretty straightforward one, I guess, Bill. So I do wanna thank everyone for joining us here today and hope you have a great day and a great week. And thank you for taking the time out, and we'll see you next time.