Overview
Workflows let you stop repeating yourself. Instead of typing the same prompt every day, you write it once, pick when it runs, and GAIA takes care of it from there. You can build a workflow that sends you a daily Slack summary of your analytics, converts unread emails into tasks, generates weekly standup notes from GitHub activity, or anything else you can describe in plain language.Trigger Types
Every workflow needs a trigger — the condition that tells GAIA when to run. There are three options:Schedule
Run on a recurring schedule. Every day at 9am, every Monday morning, the 1st
of each month — you set the cadence.
Trigger
Run when something happens in a connected app. A new calendar event, an
incoming email, a GitHub pull request, a Slack message — GAIA watches and
reacts.
Manual
Run on-demand whenever you click Run. Useful for workflows you want to
control yourself rather than automate.
Create a Workflow
Open the Workflows page
Go to Workflows in the sidebar. You’ll see any existing workflows and a button to create a new one.
Name and describe your workflow
Give it a title that makes it obvious what it does. A short description is optional but helpful.
Choose a trigger type
Pick one of the three tabs: Schedule, Trigger, or Manual.Schedule — Choose how often it runs (daily, weekly, or monthly), pick the day and time, and GAIA handles the cron expression for you. It defaults to daily at 9:00 AM in your local timezone.
Write your instructions
In the prompt field, describe what you want GAIA to do in plain language. Be specific about what to look at, what to do with it, and where the output should go.For example:
- “Pull yesterday’s key metrics from PostHog — active users, signups, and retention — and send a formatted summary to the #metrics Slack channel.”
- “Check my unread emails, extract any action items, and create a todo for each one.”
- “Look at all merged PRs and commits from the past week across our repos. Summarize them into standup notes grouped by project.”
Example Workflows
Here are real workflows you can build with GAIA:| Workflow | Trigger | What it does |
|---|---|---|
| Daily PostHog Metrics Report | Schedule (daily, 9am) | Pulls key product metrics from PostHog and posts a summary to Slack |
| HackerNews Frontpage | Schedule (daily) | Curates the top stories from Hacker News and sends them as an email newsletter |
| Email to Task Converter | Trigger (new email) | Watches for unread emails, extracts action items, and creates todos |
| Weekly Standup from GitHub Activity | Schedule (weekly, Monday) | Generates standup notes from the past week’s commits and pull requests |
Activate and Deactivate Workflows
Each workflow has an activation toggle. When a workflow is active, GAIA runs it on its trigger. Deactivating it pauses the workflow without deleting anything — you can turn it back on whenever you want. To toggle it, open the workflow and use the activation switch in the footer of the modal.New workflows are active by default. Deactivate one if you want to pause it
without losing your setup.