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Repeating tasks

This article shows you how to set up a task that repeats on a schedule, such as a weekly report, and explains what happens each time it comes round again.

How a repeating task works​

A repeating task is one task that starts over on each new date. TaskFlow doesn't create a new copy every time. Instead, on each occurrence date, at the start of the day in your workspace's time zone, the same task:

  • Goes back to To Do.
  • Unticks its subtasks.
  • Gets a new due date: the day the occurrence starts.
  • Adds the hours for one more occurrence to its approved hours.

Comments, attachments and the time already logged stay on the task. The task shows a Recurring badge with the occurrence number, for example Recurring #4.

Set up a repeating task​

  1. Start a new task as usual. See Request or create a task.
  2. Fill in the name, description, location and people.
  3. Turn on Repeat (recurring task).
  4. Enter the hours for one occurrence. The label shows the period, for example Main Task Hours (per week).
  5. Under Frequency, choose Daily, Weekly, Bi-Weekly, Monthly or Custom…. With Custom…, enter a number and choose Days, Weeks or Months, for example every 3 weeks.
  6. Pick a Start Date. Optionally pick an End Date. The task stops repeating after it.
  7. Submit the form.
Screenshot

The New Task Request form with Repeat (recurring task) turned on, showing the hours, Frequency, Start Date and End Date fields.

Skip weekends​

For Daily tasks, and Custom… tasks counted in Days, you see Skip weekends (Mon–Fri only). It's ticked by default. An occurrence that would land on a Saturday or Sunday moves to the Monday instead. Untick it if the task really happens every day.

Hours are per occurrence​

The hours you enter are for one occurrence, not the total. Each new occurrence adds them again. For example, 2 hours on a weekly task gives the task 2 more hours every week. Hours left unused in one occurrence stay available in the next.

If the hours work out to more than 12 per person per working day, the form warns you. This usually means a total was typed by mistake.

On the task page, a note shows the last 4 weeks: how much was logged against what those weeks allowed. Monthly tasks show the last three occurrences instead. If more was logged than allowed, the hours per occurrence may need updating.

Approval​

If your workspace requires approval for Recurring schedules, your repeating task goes to a manager first. Approval is one-time: once it's approved, the task starts and repeats automatically. If approval isn't required, or a manager sets it up, it starts straight away.

Change a repeating task (managers)​

Managers and task approvers can change the schedule:

  1. Open the task.
  2. Click Edit schedule, next to the Recurring badge.
  3. Change the hours per occurrence, the people or the frequency.
  4. Click Save Schedule.

Changes apply from the next occurrence. The current occurrence keeps its hours.

If your workspace requires approval for Recurring schedules, members can't raise the hours of a repeating task that's already running, but they can lower them. If you need more time, ask your manager or use Ask for more time. See Ask for more hours.

Stop a repeating task​

  1. Open the task.
  2. Click the amber repeat icon at the top of the task (Stop recurrence).
  3. Confirm.

The task stays as it is, but it won't start over again. A task also stops repeating after its End Date.

Don't delete a repeating task to stop it. TaskFlow blocks that and offers Stop the recurring schedule instead, because deleting the task wouldn't end the schedule.

By default, only owners, admins and managers can stop a repeating task. Your workspace can let anyone with edit access do it.

Turn an existing task into a repeating one​

Managers can open a task, click the pencil button to edit it, and then click the repeat icon at the top of the task (Make recurring). A new task form opens, filled in from that task, so you can set the schedule.