Prompts - Scheduling

Master prompt scheduling to optimize monitoring and credit usage

Understanding Prompt Scheduling

Every prompt in Geosaur has an execution schedule that determines when it runs automatically. The scheduling system ensures your brand monitoring runs consistently without manual intervention.

How Scheduling Works

Automatic Schedule Calculation

When you create or update a prompt:

1. You select a frequency (Daily, Every Other Day, Weekly, etc.)
2. System calculates the nextRun timestamp
3. Prompt executes when current time ≥ nextRun
4. After execution, nextRun updates based on frequency
5. Cycle continues while prompt is active

Execution Window

Prompts typically execute:

• Scheduled runs: During automated cron job execution (every 30 minutes)
• Manual runs: Immediately when you click "Run Now"
• Group runs: When prompt group is executed

Frequency Options Explained

Daily

Schedule: Every day at the scheduled time Next run: Current time + 1 day Best for:

• High-priority competitive keywords
• Active campaigns
• Real-time brand awareness

Credit usage example:

• 1 provider × 1 geo = 30 credits/month
• 2 providers × 2 geos = 120 credits/month

Every Other Day

Schedule: Alternating days Next run: Current time + 2 days Best for:

• Important but less volatile queries
• Secondary market monitoring
• Budget-conscious tracking

Credit usage example:

• 1 provider × 1 geo = 15 credits/month
• 2 providers × 1 geo = 30 credits/month

Weekly

Schedule: Once per week Next run: Current time + 7 days Best for:

• Broad industry queries
• Long-term trend tracking
• Category positioning

Credit usage example:

• 1 provider × 1 geo = 4 credits/month
• 3 providers × 2 geos = 24 credits/month

Biweekly

Schedule: Every two weeks Next run: Current time + 14 days Best for:

• Experimental queries
• Low-priority monitoring
• Quarterly trend analysis

Credit usage example:

• 2 providers × 2 geos = 8 credits/month

Monthly

Schedule: Once per month Next run: Current time + 30 days Best for:

• Industry reports
• Seasonal tracking
• Annual comparisons

Credit usage example:

• 4 providers × 3 geos = 12 credits/month

Scheduling Strategies

Priority-Based Scheduling

Tier 1: High Priority (Daily)

• Direct competitor comparisons
• Your brand + main competitors
• Active campaign keywords
• High-value conversion queries

Tier 2: Medium Priority (Every Other Day / Weekly)

• Secondary competitors
• Broad category queries
• Feature-specific searches
• Industry trend monitoring

Tier 3: Low Priority (Biweekly / Monthly)

• Experimental prompts
• Long-tail keywords
• Seasonal queries (outside season)
• Research and discovery

Budget-Conscious Strategy

Starter Budget (1,000 credits/month):

• 5 prompts daily (1 provider, 1 geo) = 150 credits
• 10 prompts weekly (1 provider, 1 geo) = 40 credits
• 20 prompts monthly (2 providers, 1 geo) = 40 credits
• Total: ~230 credits/month (leaves buffer for manual runs)

Growth Budget (3,000 credits/month):

• 20 prompts daily (2 providers, 1 geo) = 1,200 credits
• 30 prompts weekly (2 providers, 2 geos) = 480 credits
• 40 prompts monthly (2 providers, 1 geo) = 80 credits
• Total: ~1,760 credits/month

Enterprise Budget (10,000 credits/month):

• 50 prompts daily (3 providers, 2 geos) = 9,000 credits
• Plus weekly and monthly prompts
• Multiple brands tracked simultaneously
• Manual runs for testing and insights

Seasonal Adjustments

Peak Season Strategy:

• Increase frequency temporarily
• Add seasonal-specific prompts
• Monitor competitor activity more closely
• Example: E-commerce during holidays

Off-Season Strategy:

• Decrease frequency to save credits
• Pause low-value prompts
• Focus on essential monitoring
• Plan for next peak season

Managing Schedules

Viewing Next Run Times

Check when prompts will execute:

1. Navigate to Prompts page
2. View "Next Run" column in prompt list
3. Hover for exact timestamp
4. Sort by next run to see execution order

Adjusting Schedules

Change frequency:

1. Edit the prompt
2. Select new frequency
3. Save changes
4. System recalculates nextRun

Reset schedule:

• Run prompt manually → resets next run based on frequency
• Edit any setting → recalculates next run
• Pause and resume → recalculates next run

Preventing Execution

Temporary pause:

• Toggle prompt to "Inactive"
• Schedule is preserved but won't execute
• Toggle back to "Active" to resume

Permanent stop:

• Delete the prompt
• Historical data preserved
• No future executions

Batch Scheduling with Prompt Groups

Benefits of Group Scheduling

• Schedule multiple prompts as one batch
• Consistent execution timing
• Easier management
• Efficient credit usage

How It Works

1. Create a prompt group
2. Add prompts to the group
3. Set group frequency
4. All prompts execute together on group schedule
5. Individual prompt schedules are overridden

See: Prompt Groups documentation

Execution Monitoring

Check Execution Status

Via Dashboard:

• View recent runs in activity feed
• Check success/failure status
• See execution timestamps

Via Prompt Details:

• Click prompt to see run history
• View all past executions
• Check error messages if failed

Handle Failed Executions

Automatic retry:

• Failed prompts don't update nextRun
• Will retry on next cron cycle
• After 3 failures, prompt may pause automatically

Manual intervention:

1. Check error message
2. Verify credit availability
3. Check brand/provider configuration
4. Run manually to test
5. Contact support if issue persists

Credit Planning

Calculate Monthly Usage

Formula:

Monthly Credits = (Prompts × Providers × Geo-locations × Runs per Month)

Examples:

Daily prompt (30 runs/month):

• 1 provider × 1 geo = 30 credits/month
• 2 providers × 2 geos = 120 credits/month

Weekly prompt (4 runs/month):

• 1 provider × 1 geo = 4 credits/month
• 3 providers × 1 geo = 12 credits/month

Optimize Credit Usage

Reduce costs without losing coverage:

1. Start with 1-2 providers, add more later
2. Use Global geo-location initially
3. Decrease frequency for low-value prompts
4. Use prompt groups for batch efficiency
5. Archive or delete underperforming prompts

Monitor Credit Burn Rate

Track usage patterns:

• View credit usage in billing dashboard
• Calculate average daily burn rate
• Project end-of-month usage
• Adjust schedules if exceeding budget

Best Practices

Start Conservative

• Begin with weekly frequency for new prompts
• Test value before increasing frequency
• Monitor results for 2-4 weeks
• Adjust based on insights gained

Regular Review

• Monthly review of all scheduled prompts
• Identify underperforming prompts
• Adjust frequencies based on value
• Archive prompts that don't provide insights

Align with Business Cycles

• Increase monitoring during launches
• Adjust for seasonal patterns
• Match competitor activity levels
• Plan around industry events

Balance Coverage and Budget

• Prioritize essential queries
• Mix frequencies strategically
• Use groups for efficiency
• Keep buffer credits for manual testing

Troubleshooting

Prompt Not Running on Schedule

Possible causes:

1. Prompt set to inactive
2. Out of credits
3. System error or maintenance
4. Next run time in future

Solutions:

• Check prompt status
• Verify credit balance
• Review system alerts
• Check next run timestamp

Inconsistent Timing

Why timing varies:

• Cron runs every 30 minutes
• Multiple prompts execute in batches
• Network delays with AI providers
• Rate limiting applied

This is normal: Prompts execute within the scheduled window, not at exact second

Missed Executions

If a prompt doesn't run:

• System will catch up on next cycle
• Failed runs don't update schedule
• Check error logs for issues
• Manual run can reset schedule

Advanced Scheduling

Time-of-Day Optimization

While Geosaur doesn't yet support specific time scheduling, consider:

• Most executions happen during cron windows
• Results reflect real-time AI model state
• Time of day has minimal impact on results

Coming soon: Specific time-of-day scheduling

Multi-Brand Scheduling

Managing multiple brands:

• Each brand has independent schedules
• Credits consumed per organization
• Stagger high-frequency prompts
• Use groups per brand for organization

Next Steps

• Optimize your prompts →
• Learn about prompt groups →
• Manage your credits →
• Understand dashboard metrics →