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Creating and Managing Tasks in Max

Max’s Tasks lets you automate recurring actions from daily follow-up reports to weekly summaries

Alvaro Vargas avatar
Written by Alvaro Vargas
Updated over a week ago

Creating and Managing Tasks in Max

Max’s Tasks feature lets you automate recurring actions — from daily follow-up reports to weekly summaries — using your connected tools like Gmail, Calendar, Slack, and WhatsApp.

This article covers:

  • 🧠 How to create and configure tasks

  • ⚙️ Selecting tools and channels

  • 📆 Setting schedules and frequencies

  • 🔔 Receiving results and notifications

🏗️ Creating a Task

To create a new task:

  1. Go to Max → Tasks.

  2. Click Create Task.

  3. Add a Task name (for example, Daily Follow-Up Tracker).

  4. Set the schedule — choose specific days and times.

  5. Write the instructions that tell Max what to do.

📸 Screenshot: “Create Task” window showing task name, schedule, and instructions fields.

You can use Markdown-style headings to structure your task instructions. Example:

### Objective Keep visibility on emails sent over the last 7 days that haven’t received a reply.  
### Instructions 
1. Search for sent emails without responses. 
2. Exclude closed threads, newsletters, and automated replies. 
3. Generate an ordered summary by priority and age.

🧩 Selecting Tools

In Select Tools, you can combine Max’s native integrations:

  • Gmail → read, summarize, or filter emails

  • Calendar → review events or prepare daily briefs

  • System Tools → access knowledge or memory search

  • Slack / WhatsApp / Email → select how you want to receive results

📸 Screenshot: Tool selection menu showing Gmail, Calendar, and System Tools (Knowledge Search, Memory Search, Research).

You can enable or disable any output channel.
For example, receive your summary via WhatsApp only, or in both Email and Slack.

🕒 Scheduling & Frequency

Max supports flexible scheduling for any workflow:

  • Daily – for follow-ups or daily meeting briefs

  • Weekly – for summaries or reports

  • Custom – specify exact days and times that fit your routine

📸 Screenshot: Task card showing schedule such as “Monday through Friday at 4:00 PM.”

Once scheduled, tasks run automatically — no manual action required.

📨 Receiving Results

After completion, Max sends your results through the selected channels:

  • Email → a structured summary with metrics and highlights

  • WhatsApp → a short, formatted report

  • Slack → a direct message with the summary or action list

📸 Screenshot: Result delivery options (Email, WhatsApp, Slack toggles).

✅ Managing Tasks

In the Tasks section, you can:

  • Enable or disable tasks anytime

  • Edit the schedule or update task instructions

  • Delete tasks you no longer need

📸 Screenshot: Tasks list showing status indicators and enabled toggles.

💡 Example Templates

Daily Follow-Up Tracker

Automatically finds emails sent in the past 7 days without replies and generates a summary sorted by priority.

Tools: Gmail + Slack + WhatsApp
​Schedule: Monday–Friday at 4:00 PM

Pre-Meeting Brief

Generates a daily summary of your upcoming meetings, excluding internal events.

Tools: Calendar + Email
​Schedule: Monday–Friday at 9:00 AM

# Daily Pre-Meeting Brief

Review today's calendar and generate a comprehensive brief for all scheduled meetings, excluding internal team meetings.

## For Each Meeting:

### 1. Meeting Overview
- Meeting title, time, and duration
- List all external participants with their names, titles, and company affiliations

### 2. Company Intelligence
- Company background, industry, and recent developments
- Company size, funding stage, and key business metrics (if applicable)
- Recent news, press releases, or notable achievements
- Current challenges or market positioning

### 3. Participant Profiles
For each external participant:
- Professional background and current role
- Previous interactions or touch points with our team (if any)
- LinkedIn activity, recent posts, or public statements
- Relevant expertise or areas of focus

### 4. Context & History
- Review past email conversations and interactions with these participants
- Identify any pending action items, follow-ups, or commitments
- Note previous discussion topics and outcomes

### 5. Strategic Preparation
- Key talking points tailored to this specific meeting
- Relevant discussion angles based on company profile and participant backgrounds
- Important questions to ask or topics to explore
- Potential areas of mutual interest or common ground
- Notable considerations or sensitivities to be aware of

## Output Format:
Present each meeting as a separate, well-structured brief. Prioritize meetings chronologically. Keep each brief concise but information-rich—focus on actionable insights that enable confident, personalized engagement.

## Important Notes:
- Skip meetings with only internal team members
- If research yields limited information, note this and focus on available data
- Highlight any time-sensitive matters or critical preparation needs

Weekly Summary (Sunday Night Overview)

Reviews your upcoming week and prepares an executive summary with key priorities.

Tools: Calendar + WhatsApp
​Schedule: Sunday at 9:00 PM

🔍 Next Steps

Related Articles
Getting Started with Max
Configuring Max Settings
Using Max Day-to-Day
Organizing Your Inbox with Max Email Labeling
Managing Your Directory in Max
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