The trigger decides when your agent runs. You can trigger an agent by an event in Coffee, or on a schedule.
Choose a trigger
In the left sidebar, click Agents.
Click a starter, click Build agent, or click the arrow on an existing agent to open the trigger settings.
Under Trigger, select When an event happens or On a schedule.
For an event, select the event from the dropdown.
For a schedule, select Hourly, Daily, Weekdays (Monday to Friday), or Weekly. For Weekly, also select the day.
For Daily, Weekdays, or Weekly, set the time.
Click Create agent (or Save changes if you're editing an existing agent).
Events
Event | The agent runs when |
Deal stage changed | A deal moves to a different stage. This includes won and lost. |
Meeting ended | A recorded or synced meeting finishes and Coffee has processed it. |
Before a deal enters a stage | Someone tries to move a deal into a stage. This can block the move until requirements are met. |
Before a deal leaves a stage | Someone tries to move a deal out of a stage. This can also block the move. |
Contact created | A new contact is added in Coffee. See the note below. |
Account created | A new company is added in Coffee. See the note below. |
Someone visits the website | A tracked visitor lands on your site. Only available if website visitor tracking is set up. |
Before you build a lead agent:
"Contact created" and "Account created" fire only for records created in Coffee, by a person or an integration. That includes the app, the API, Zapier, or a connected tool. They don't fire for bulk CRM sync, CSV imports, merged contacts, or contacts Coffee creates automatically from email and calendar activity. To catch every new record however it arrived, use a schedule instead.
Schedules
Schedules run in your workspace's timezone.
Schedules run on the hour. If you set 9:30 AM, the agent runs at 9:00 AM. Pick the hour that suits you.
There is no monthly option. Choose Hourly, Daily, Weekdays, or Weekly.
Set up more specific schedules
When you describe an agent in the text box, Coffee can set up options the form doesn't show:
Which records to review – deals, companies, or contacts.
One message per record or one summary per run – for example, a brief for each deal versus a single digest.
Date milestones – for example, "120, 90, and 60 days before the renewal date." Each milestone fires once.
Once per record, ever – for onboarding plays that shouldn't repeat.
Product usage thresholds – only if product usage tracking is connected.
Conditions – for example, only open deals, deals closing within 30 days, or deals quiet for 5+ days.
In the left sidebar, click Agents.
In the text box, describe the agent with these details. For example: "Every weekday at 9am, send me one summary of open deals closing within 30 days."
Click Build agent.
Click Test to confirm what Coffee understood before you save.
In the test result, check the record type, whether the agent sends one message per record or one summary, and any milestones.
Click Create agent.
Record limits
A scheduled agent reviews up to 500 records per run. For very large pipelines, the agent reviews a sample, and Test tells you when this happens. Add conditions, such as only deals closing within 30 days, so the records that matter are always included.