Agents and Workforce

Agents and Workforce

An agent is a configured worker with a job, rather than a general assistant you re-brief every time. Workforce is where agents are created and managed: what each one is for, whose access it runs with, what it does on a schedule, and what it remembers between runs.

Who can use it: Owner, Admin, Manager · Availability: Capacity-based

What an Agent Carries

Each agent has a purpose describing its role, which is injected into its context on every run. It can also carry per-tool instructions keyed to a tool pattern, so a rule like "always add the security label" applies to every matching tool without being restated in each request.

An agent runs as a specific member. That identity decides what it can reach, because Quickly acts with that person's connected accounts. An agent cannot reach a system its run-as user cannot reach.

Scheduled and Triggered Work

Agents can be given work on a schedule, run continuously, or fire on an event such as an incoming Gmail message. Scheduled work uses the run-as identity rather than the identity of whoever created the schedule, which is why choosing it deliberately matters.

Memory

Agents keep their own knowledge separate from the workspace's. Use it for the durable context that agent needs and nobody else does: a house style, a set of naming rules, corrections it has been given before.

How to create an agent

1. Open Workforce and click + Create Agent.
2. Name the agent after the job it owns, not a generic persona.
3. Choose the member it runs as, then add its purpose, timezone, and provider-specific instructions before clicking Create Agent.

How to deactivate an agent

1. Open the agent detail page.
2. Turn off the Active toggle.
3. Confirm scheduled work no longer runs while the agent is inactive.

How to delete an agent

1. Open the agent detail page and review its schedules and recent runs.
2. Remove or reassign any scheduled work first.
3. Click Delete only when the agent and its scheduled tasks are no longer needed for active operations.

How to assign a scheduled task

1. Open the agent and click View Schedule.
2. On Weekly Schedule, click Add Task or an empty calendar cell, then choose the active playbook the agent should run.
3. Set the schedule window, save it, and confirm the scheduled task appears on the grid.

How to add continuous or Gmail-triggered work

1. Open the agent and choose Continuous Duties or Event Triggers.
2. Click Add Task, then choose Continuous for a minute-based interval or Gmail for Gmail label polling when your plan supports it.
3. Choose an active playbook, save the task, and check the next expected run time.

How to customize an agent with memory

1. Use the agent purpose and provider-specific instructions for stable guidance that shapes the agent without overriding safety or tool policy.
2. Open the Memory tab and click Add Memory to add a title and content this agent can search before interactions.
3. Review and delete stale memory entries periodically so outdated guidance does not accumulate.

How to review agent logs

1. Open the agent detail page or Action Logs.
2. Filter for the agent or its scheduled runs.
3. Inspect tool calls, failures, approvals, and outputs before changing instructions.

Good to Know

• Workforce controls are limited to roles that can manage automation.

Related

• Autonomy Controls and Safety for the policies that apply to an agent's tool calls.
• Activity Logs for reviewing what an agent actually did, filtered to that agent.
• Knowledge Bases for material the whole workspace should share rather than one agent.