Recurring tasks
A recurring task is a task template plus a schedule by which the portal creates a new task on its own: every Monday, on the first day of the month, once every two weeks. This removes the manual setup of repeating work — reports, stand-ups, routine checks — and guarantees that the task does not get lost.
Recurring tasks are configured on the task automation page at /tasks/automation, on the "Recurring" tab.
When you need recurring tasks
Set up a recurring task wherever the same work repeats by the calendar:
- a weekly report for a department;
- a monthly review of metrics;
- a regular check of equipment or documents;
- a repeating stand-up with agenda preparation.
If work arises from an event rather than from the calendar (for example, "when a deal moved to a stage"), it is not a recurring task but a task rule or a CRM robot.
Where to configure it
Open /tasks/automation and go to the "Recurring" tab. The list shows all configured recurring tasks: name, schedule, next run, owner, and state. Creating and editing require task automation permissions; without them, recurring tasks are read-only.
What a recurring task consists of
A recurring task is built from two parts:
- Task template — what exactly will be created: name, description, assignee, project, checklist, priority.
- Schedule — when and how often to create the task.
First prepare a solid template: a task that the portal sets up on its own should be immediately clear to the assignee, without manual tweaking after creation.
Schedule
The schedule is defined by several fields:
- frequency — daily, weekly, or monthly;
- interval — every Nth day/week/month (for example, once every two weeks);
- days of week — for a weekly schedule you can pick specific days;
- start date — the moment from which the schedule takes effect;
- repeat count — an optional limit on how many times to create the task.
The portal shows a clear text summary of the schedule so you can verify the setup before enabling it.
Time zone
The schedule has a time zone — it determines the moment in local time when the task is created. This matters for distributed teams: check that the zone matches the person who actually works on this task, otherwise the task will appear at the wrong time of day.
Manual run
A recurring task can be run manually without waiting for the schedule — this is handy for testing the template or for a one-off unplanned creation. A manual run creates a task from the same template and is recorded in the run history.
Enabling and ownership
A recurring task starts creating tasks only after it is enabled. Every recurring task must have an owner — the person responsible for keeping the template and schedule up to date. The list shows who changed the setting and when.
A disabled recurring task is preserved but creates no new tasks — this is the normal way to temporarily pause a routine without losing the template.
Protection against duplicates
The portal is protected against accidental creation of duplicates: a repeated run with the same parameters does not breed identical tasks. Still, do not set up two recurring tasks for the same process — this creates confusion and parallel duplicates from different templates.
States and limits
- the recurring task is disabled — no new tasks are created;
- the schedule has not yet come due — the next run is shown in the list;
- a repeat count is set and exhausted — tasks are no longer created;
- no management permissions — the recurring task is read-only;
- a run is recorded in the history; failed and skipped runs are visible there too.
Good practices
- First finalize the template, then enable the schedule.
- Check the text summary of the schedule before enabling.
- Set the correct time zone for the assignee.
- Do a manual run to make sure the task is created as expected.
- Assign an owner and regularly review whether the routine is still relevant.
- Do not duplicate one process with several recurring tasks.
Common mistakes
Enabling the schedule with a raw template. The assignee gets an unclear task and finishes it manually every time.
Ignoring the time zone. The task appears at night or on a weekend for the wrong person.
Setting up duplicates for one routine. Several similar recurring tasks create parallel work and confusion.
Forgetting to disable an outdated routine. The portal keeps setting up tasks that nobody needs anymore.
How to check the result
- the list shows the next run and a correct schedule summary;
- a manual run created a task from the expected template;
- the created task is immediately clear to the assignee without rework;
- the run history shows that tasks are created on the right dates.