A routine is a Copilot prompt that runs on a schedule.
You tell it what to check and when, for example "List offers that have been waiting for approval for more than three days" every Monday at 09:00, and the AI Hiring Copilot runs it for you and saves the answer for you to read.
A routine only reads and reports when it runs. If your prompt asks it to do something, such as emailing candidates or moving them to another stage, it prepares the action and waits for you to confirm it. Nothing changes until you do.
✅ Availability
Copilot needs to be enabled for your account. You need the Access the AI Hiring Copilot permissions.
If this is true for you and you still don't see Routines, contact your Customer Success Manager (CSM)!
Viewing Routines
Routines live in a Routines tab in the expanded Copilot.
You'll see the routines you've made and any that colleagues have shared with you. Each routine keeps its runs together in its own conversation, so you can look back at what it found on earlier dates.
ℹ️ Note
You can have up to 10 routines turned on at once.
Creating Routines
Manually (Human)
To create a routine yourself:
Click the Copilot button in the top-right hand corner of the navigation bar.
Expand it to full screen.
Routines will only appear when expanded. It won't appear if you keep Copilot docked.Go to Routines from the list on the left.
Click Create New.
This will open a drawer.Enter a Name (up to 60 characters).
For example: "Monday pipeline check". Each of your routines needs unique name.Write the Prompt.
This is what you want Copilot to look at and report on.
Each run starts fresh, so say exactly what to look at, including the names of the jobs you mean.
Don't put the schedule in the prompt.Choose how often it runs under Repeat: Daily, Weekdays, Weekly or Monthly.
For Weekly, pick at least one day under Every.
For Monthly, pick a day under On day. You can choose up to the 28th, so every month has it.
Set At this time and check the Timezone.
The next run time is shown underneath.
Check Access.
New routines start as Only me.Click Create routine.
The routine is now created and will start running on its next scheduling!
Automatically (Copilot)
You can also create a routine from a chat.
To create a routine with Copilot:
Ask Copilot for something on a schedule.
For example "Every weekday at 08:00, list new applicants for my open Sales roles."Copilot will reply with a New routine card showing the name, prompt and schedule it suggests.
Click Create routine to accept it, Edit to change it first, or Cancel.
Routines created this way are always private to you. You can share them afterwards from the Routines tab.
Sharing Routines
Anyone with routines can share the ones they've created for themselves, as long as they have the Share Copilot agents with the whole company or with access groups permission.
To share a routine with the company or an access group:
Click Change (next to Access).
Choose one of the options:
Only me: nobody else can see or use it.
Company: everyone at your company who has Copilot.
Access groups: only people in the access groups you pick.
Click Change.
A shared routine appears for your colleagues under Shared with you. It doesn't run for them automatically.
Each person turns it on for themselves, and it then runs with their own access and posts to their own conversation.
Nobody sees anyone else's runs.
ℹ️ Note
If you don't have permission to share, you'll see "Only admins, and people they give permission to, can share routines." instead of the Change button.
Reading Routine Runs
When a routine has run, it appears under Scheduled in the Copilot sidebar with a dot next to it for new runs.
To view the routine run, click the routine name or select View runs on its card in the Routines tab.
Each run's answer is shown with the date and time it ran.
To run a routine straight away without waiting for its schedule, click Run now. It usually takes under a minute and the result appears with its other runs.
Confirming Routine Suggestions
If your prompt asks the routine to do something, the run shows what it wants to do and waits. Open the routine's runs, read the suggestion, then confirm it or cancel it.
Only you can confirm actions from your own runs.
Only the latest run's suggestion can be confirmed. If a newer run has replaced it, the older one shows "Not sent. A newer run replaced this."
If you cancel, it shows "Cancelled. Nothing was done."
Changing Routines
You can edit, delete, or turn routines off at any time.
Use All, Yours and Organisation to filter, Search to find a routine, and sort by Next run, Last updated or Alphabetical. You can switch between Card view and Table view.
Turning Routines Off
To turn off a routine, use the switch on a routine's card. The label shows the next run time when it's on.
Editing or Deleting Routines
Each routine's menu has Edit (your own routines) or View (shared ones), Run now, View runs, Duplicate, and Delete when you're allowed to delete it.
Deleting a routine also deletes its runs. If the routine is shared, everyone it's shared with loses it too, and Pinpoint warns you before it does.
Tips and Best Practices
When creating a routine:
Write the prompt so it stands on its own. A run can't see your other chats. Name the jobs, stages or teams you mean, and say what a good answer looks like, including what to say when there's nothing to report.
"Anything new since last time" works. A routine can see its own earlier runs, so it can tell you what has changed.
Duplicate a shared routine to make it your own. Duplicate creates a private copy called "Copy of [name]" that you can edit. You can't edit a routine someone else created.
Runs can start a few minutes after the scheduled time.
Troubleshooting
I can't see the Routines tab.
Make sure the Copilot is expanded to full screen. Check you have the Access the AI Hiring Copilot permission. If you still can't see it, routines may not be switched on for your account yet. Contact your Pinpoint Customer Success contact.
My routine turned itself off.
The routine tells you why:
"Turned off after failing three times in a row." Check the prompt still makes sense, for example that the job it names still exists, then turn it back on.
"Turned off because it's no longer shared with you." The person who created it changed who can use it.
"Turned off because you no longer have access to routines." Ask an admin at your organisation to check your Copilot permission.
The last run didn't finish.
Click Run now to try again. A missed run isn't retried automatically.
The last run was skipped.
Routines share your company's monthly Copilot spending limit. When routines have used their share, or the company limit is used up for the month, scheduled runs are skipped until the month resets.
Contact your Customer Success contact if this happens often.
I can't turn on another routine.
You can have up to 10 routines turned on. Turn one off first.
There's no Change button next to Access.
You don't have the Share Copilot agents with the whole company or with access groups permission. Ask an admin at your organisation to grant it.
FAQs
Can a routine email candidates or move them without me?
No. A routine can only read and report when it runs. Anything that changes data waits for you to confirm it.
Whose access does a routine use?
Yours. A routine runs as the person who turned it on, and sees only the jobs and candidates that person can already see. This is checked before every run.
Can other people see my runs?
No. You only see your own runs, including for shared routines. Admins can't see other people's runs either.
Can I edit a routine someone shared with me?
No. Only the person who created a routine can edit it. Use Duplicate to make your own copy.
Who can delete a routine?
The person who created it, and company admins for routines they can see.
How often can a routine run?
Daily, on weekdays, weekly on the days you pick, or monthly on a day up to the 28th. Each runs once at the time you set.
What happens to my routines if I lose Copilot access or leave the company?
They stop running.