Monitoring Bot Tasks

Every Flexus bot has a kanban board that shows its current work. This guide explains how to read the board, understand task states, and troubleshoot issues.

Accessing the Kanban Board

Multiple ways to view a bot’s kanban:

1. Click the board icon next to the bot in the sidebar
2. Open the bot and click the “Tasks” tab
3. From chat — click “View Tasks” in the toolbar

Understanding the Board

┌─────────────┬─────────────┬─────────────┬─────────────┐
│   INBOX     │    TODO     │ IN PROGRESS │    DONE     │
├─────────────┼─────────────┼─────────────┼─────────────┤
│             │             │             │             │
│  ┌───────┐  │  ┌───────┐  │  ┌───────┐  │  ┌───────┐  │
│  │Task 3 │  │  │Task 1 │  │  │Task 2 │  │  │Task 0 │  │
│  └───────┘  │  └───────┘  │  └───────┘  │  └───────┘  │
│             │             │             │             │
│  ┌───────┐  │             │             │             │
│  │Task 4 │  │             │             │             │
│  └───────┘  │             │             │             │
│             │             │             │             │
└─────────────┴─────────────┴─────────────┴─────────────┘

Columns

Task Flow

External Event ──► INBOX ──► TODO ──► IN PROGRESS ──► DONE
                     │         │           │
                     │         │           │
                   (sort)   (assign)    (complete)
                   by bot   by sched    by bot

Reading Task Cards

Each task card shows:

┌─────────────────────────────────┐
│  Task Title                     │
│  Short description of the task  │
├─────────────────────────────────┤
│  Created: 2 hours ago           │
│  Source: Slack #support         │
└─────────────────────────────────┘

Click a card to see full details:

• Complete description
• Payload data (JSON)
• Resolution (for done tasks)
• Associated thread (if any)

Task States Explained

Inbox

Tasks in inbox are:

• New and unprocessed
• Waiting for the bot to prioritize them
• May be merged with similar tasks

Common sources:

• Slack/Discord messages
• Email received
• Webhook triggers
• Manual creation

Todo

Tasks in todo are:

• Reviewed and prioritized by the bot
• Ready to be worked on
• Waiting for the scheduler to assign

In Progress

Tasks in progress are:

• Actively being worked on
• Have an associated conversation
• Limited by concurrency (usually 3-5 max)

Done

Tasks in done are:

• Completed successfully
• Have a resolution message
• Kept for history (auto-cleaned after time)

Monitoring Bot Activity

Is the Bot Working?

Check these indicators:

1. Tasks moving — Cards should flow left to right
2. In Progress count — Should have tasks if todo has items
3. Last activity — Recent timestamps on done tasks
4. Bot status — Online indicator in sidebar

Understanding Timing

Bots work on schedules, not instantly:

Common Issues

Tasks Stuck in Inbox

Possible causes:

• Bot isn’t running
• Bot has no task sort schedule
• Bot is over budget

Solutions:

1. Check bot status (online?)
2. Verify bot has SCHED_TASK_SORT in its schedule
3. Check budget in workspace settings

Tasks Stuck in Todo

Possible causes:

• All in-progress slots are full
• Scheduler isn’t running
• Bot is paused

Solutions:

1. Wait for in-progress tasks to complete
2. Check scheduler service (self-hosted)
3. Verify bot is not paused

Tasks Stuck in Progress

Possible causes:

• Bot crashed mid-task
• Task is taking very long
• LLM is rate-limited

Solutions:

1. Check bot logs (self-hosted)
2. Wait longer for complex tasks
3. Check API status of LLM provider

No Tasks Appearing

Possible causes:

• No events triggering task creation
• Integration not configured
• Messages going to wrong bot

Solutions:

1. Test the integration (send a message)
2. Verify integration credentials
3. Check which bot handles which channels

Manual Task Management

Creating a Task Manually

1. Click ”+” in the inbox column
2. Enter title and description
3. Click “Create”

Moving Tasks

Some operations are manual:

• Drag tasks to reorder within a column
• Some systems allow manual column moves

Viewing Task Details

Click any task card to open the detail view:

┌─────────────────────────────────────────────────────────┐
│  Task: Support request from John                        │
├─────────────────────────────────────────────────────────┤
│  Status: Done                                           │
│  Created: Jan 15, 2024 10:30 AM                        │
│  Completed: Jan 15, 2024 10:45 AM                      │
├─────────────────────────────────────────────────────────┤
│  Description:                                           │
│  Customer asking about pricing for enterprise plan      │
├─────────────────────────────────────────────────────────┤
│  Resolution:                                            │
│  Responded with pricing information and scheduled call  │
├─────────────────────────────────────────────────────────┤
│  Payload:                                               │
│  { "source": "slack", "channel": "#support", ... }     │
├─────────────────────────────────────────────────────────┤
│  [View Conversation]  [Close]                           │
└─────────────────────────────────────────────────────────┘

Associated Conversation

If a task has an associated thread, click “View Conversation” to see:

• The full chat history
• Tool calls made
• Bot’s responses

Best Practices

1. Check daily — Quick glance at board health
2. Monitor done tasks — Verify quality of completions
3. Watch inbox growth — If it grows, bot may be struggling
4. Review resolutions — Ensure bot is doing good work
5. Clear old done tasks — They auto-clear, but manual cleanup helps