How to set up repeated tasks

Is there something you do regularly? Do you sometimes forget? We have very useful help for you: create a repeated task.

Repeated tasks (or recurring tasks) is a great feature that helps you regularly remember what to do. You won’t forget the weekly report and an accountant will have all details always on time.

Let Freelo work for you. Use repeated tasks in everyday processes.

It can be used for:

Invoicing a client for regular services
Colleague’s birthdays
PPC review
Team retrospective
1-to-1 retrospective

Features of repeated tasks

There are some very important rules, you need to know, so you use repeating correctly and as you need:

New repeated task is created only when the previous repeated task is completed.
When there is a repeated task with a due date, the new task is created with a due date from X days, counted from the day of task creation.
Solver of the new task is always the last assigned user, no matter who completed the task.
Repeated tasks are always created at midnight.
The scheduled repeated tasks are not visible ahead.
Author of the repeated task always gets notification.
Only the current recurring task is ever displayed in the Calendar. Not all scheduled recurring tasks are visible.

Important glossary of basic terms:

Frequency = period of repetition (weekly, monthly, annually)
Repeat every x day/week = the day or week, when the task is repeated
Working days only = the task is repeated only Monday to Friday
Start creating repeated tasks on… = the date, when the first repeated task is created
Never = task repeating is endless
After x repetitions = repeated task is repeated only several times
Ends on… = the task won’t be repeated after the specific date
Task with due date = the task has a due date, due date is set for + x days from the creation of a repeated task.
For example the task is created on 10th and you set due date + 5 so the due date is on 15th. You see the task 5 days before its due date.
The first due date needs to be set manually.
Do not create new task just restore the completed one = the task is restored also with all previous discussion, where you can carry on, reports are merged, if you create a new task there is no history and it is plain new task
Copy the first comment to a new task = please note the most important information is in the first comment, that comment is always copied to the new repeated task

How to create repeated task

You can create a repeated task from the existing task only. You can edit the repetition anytime.

Go to task detail and in the right menu click Repeat task… Another way is via the three-dot menu on the left from a task name and click Repeat task… This is possible on project, To-Do list and task detail.

2 options how to create a repeated task.

A setting window appears where you specify all details about task repeating. Always confirm via Save.

Set up all the details and confirm via Save.

Edit repeated task

You can edit all repeated tasks. Every information can be changed, such as first comment, due date, solver or follower. Click the icon of the round arrow and edit what appears.

Cancel repeated task

You can cancel repeated tasks via the editing window of the task click Cancel Repeated task.

Examples of repeated tasks

Task repeated daily

Repeats only on working days (from the date of creation of repeated task)
Task is repeated ten times and then terminated
Completed task is restored, new task is not created

How to set up repeated task on daily basis. — How to set up repeated tasks on a daily basis.

Task repeated weekly

Repeat every week on Thursday (the day of creation)
Without ending
New repeated task is always created
The first comment is always copied in the new task

How to set up repeated task on weekly basis. — How to set up repeated tasks on a weekly basis.

Task repeated monthly (quarterly)

Repeats every three months on the 5th day of a month
The repetition ends on 31st December 2022
Due date is in 30 days since the creation
New task is always created
The first comment is always copied in the new task
How to set up quarterly repeated tasks.

Task repeated annually

Repeats once a year on the 1st Monday of the year
Without ending
New task is always created
The first comment is always copied in the new task

How to set up annually repeated task. — How to set up annually repeated tasks.

Repeated task with due date

Repeats every third week on Monday
Starts on 3rd May 2021
Task is repeated 5 times and then stopped
Task has due date at 8AM in 4 days since the creation
New task is always created
The first comment is always copied in the new task
While editing the task, set up the first due date of the task

After you save the repeated task, it is still necessary to set the first due date. Set up the due date as usual. Then you can see the task in Calendar and Freelo will notify you automatically.

Set up due date for the first repeated task. — Set up a due date for the first repeated task.

Visible future repeated tasks

All repeated tasks are not visible. You can always see only the current one that is active because the scheduled ones do not exist at the moment. Repeated tasks will be created in the future as scheduled.

If you want to see tasks planned a little bit ahead, create two identical tasks.

Create two identical tasks
Repeated every other week on Friday
Each task is created on a different Friday
Both tasks are without ending
Both tasks have due date in 7 days since the creation
Tasks are restored
While editing both tasks, set up the first due date of the tasks

The first repeated task

Setting the first identical repeated tasks.

The second repeated task

Setting the second identical repeated task.

Example of repeated tasks visible in the Calendar.

Do you want an overview of repeated tasks?

We would recommend creating one project for repeated tasks and processes only, all of the tasks will be at one place. Or check the overview of repeated tasks.

Updated on 29.6.2022

Tagged: recurring task

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