Recurrence is suitable for regular inspections of equipment, or Spots, for example. You define the first task and its recurrence settings. The next task is created when the previous one is completed, rather than simply when its due date arrives. Choose the basis for the schedule and the responsibilities for future tasks before putting the work into use.
Open the task or task template settings
Set up recurrence in the browser. You need permission to create or edit the task or task template, as well as access to the relevant item. A task linked to a task template inherits its recurrence settings from the template, so change these settings in the task template.
- Individual task: open Manage tasks → Tasks → Tasks. Select Create new task or edit an existing task using the pencil icon on its row. Open the form's Repetition tab.
- Task template: open Manage tasks → Tasks → Task templates. Select Create new task template or edit a template using the pencil icon on its row. Expand the Repetition and scheduling settings section of the form.
Set the task's first due date in the Choose a due date field in the Responsibility and schedule section of the Basic info tab. Also check the Spot and the responsible party. Setting a recurrence interval on a task template alone does not create the first task or give it a due date: create a task and select the template for it.
You cannot use these settings to change the recurrence interval of an already saved task created from a contract. Configure the contract's future tasks in the contract's task settings. Maintenance based on operating hours is configured separately using an hour-based maintenance template; you cannot add this calendar-based recurrence to a task linked to one.
Choose the recurrence interval and the basis for the schedule
On a new form, Recurrence interval initially shows No recurrence. Retains original schedule and all weekdays are selected by default, but these selections alone do not enable recurrence.
- Enter Recurrence interval number as a whole number from 1–1999 and select a Recurrence interval: Days, Weeks, Months or Years. A number of 2 with Weeks means an interval of two weeks. Monthly and yearly intervals are calendar intervals.
- Select the Recurrence type. Retains original schedule calculates the next due date from the previous task's due date. Continues from completion time calculates it from the previous task's recorded completion time.
- Check Accepted days for reccurence. Select at least one weekday. If any day is suitable, leave all days selected.
- If needed, set an end limit and configure the product and default resourcing options described below.
Retaining the original schedule keeps maintenance on its planned cycle. Recurrence based on completion time suits work where the next date should be calculated from the actual completion.
For example, a task that recurs every week is due on 1 October and is completed on 3 October. With all weekdays allowed, Retains original schedule gives a next due date of 8 October, while Continues from completion time gives 10 October. Retaining the original schedule can produce a task that is already late if the previous task is completed very late.
If the calculated due date falls on a day that is not allowed, it is moved forward to the first allowed weekday. The next recurrence is calculated using this adjusted due date or the completion time, depending on the selected recurrence type. The weekday selection does not move the first due date you enter yourself.
Products, assignees and resourcing
The Retain products in next iteration option on the task's Repetition tab copies product rows to the next task when the task has no task template. Without this selection, these rows are not copied. The purchase batch and freely entered unit price are cleared from the copied rows, so check the new task's products and prices. For a task linked to a template, the products for the next recurrence come from the task template; this option does not carry products added to an individual task over to the next one.
Default resourcing is available on the task's Repetition tab when recurrence is enabled, and in the task template's Repetition and scheduling settings section. It defines responsibility for future recurrences and the working time planned for users. When default resourcing has been saved for a task, it takes priority when setting the next task's assignees and resourcing. Changing the assignee for an individual occurrence then does not replace the default for future recurrences.
Responsibility can be assigned to a role, selected users or the users in a role. Assigning responsibility to a role does not itself create user-specific resourcing times. When following a role's users, the next task uses the users who belong to the role at that time. User-specific resourcing is calculated from the new task's due date: the configured number of advance days is subtracted, the start is set to the selected time of day, and the end is calculated from the duration. Resourcing is planned working time, not actual hours worked.
If no default resourcing has been saved, the previous task's assignees are copied to the next task. Missing resourcing for users is created from the service's default settings based on the new due date. Check the new task's assignees and times even if you have not configured separate default resourcing. See the instructions for resourcing in the Gantt view for viewing and changing times.
How is the next task created?
The next task is created in the background when the previous task's status changes to completed. The due date arriving alone does not create the next task. If the task requires review, sending it for review does not yet trigger recurrence: the task must be completed after review. If the chain already contains an unfinished task with a later due date than the task being completed, a new recurrence is not created alongside it.
A new recurrence is a separate task. The previous task retains its completion details and report. Completion and review details, the completion comment, the PDF report, information about work in progress, and the planned start and end are cleared from the new task. The time spent value is reset to zero, and previous time entries are not copied. Resourcing for the new task is created separately according to the rules described above. Depending on its due date, the new task appears as active or late.
Ending recurrence
On a task, you can use either a Recurrence end date or the Recurrence ends after X tasks field. You cannot use both at the same time. Entering one clears the other on the form. If both are left empty, recurrence has no end limit based on these settings. On a task template, you can set a total count but not an end date.
The date limit applies to the next task's due date, not the previous task's completion date. A new task is not saved if its calculated due date is after the saved end time. Moving the due date to an allowed weekday can also take it beyond the limit.
The total count must be a whole number from 1–9999. The count includes the original task. A count of 3 means the original task and at most two new recurrences. A count of 1 means no new recurrence is created after the original task.
The limit is compared with the total number of tasks still stored in the same recurrence chain, regardless of their status. Completed tasks and unfinished tasks already created are also counted. Changing the count does not restart the counting. If the chain already contains three tasks and you set the limit to three or fewer, the next task will not be created. The limit does not delete tasks already created or mark them as completed.
You can disable recurrence by selecting Recurrence interval → No recurrence and saving the change before the task is completed. This prevents the next recurrence from being created from that task; it does not delete tasks already created or change their status. Also check the other unfinished tasks in the chain, since changing an individual task does not change their settings. Disabling a task's recurrence also clears the default resourcing saved for its recurrences.
For a task linked to a template, disable recurrence in the task template. Changes to the template affect its tasks as described below, so check the impact of the shared template before saving.
Calculated due date of the last task
When the task form has a total count, a valid due date and recurrence settings, the Repetition tab displays the Calculated due date of the last task estimate. In the same section, Show all dates displays the current task's due date and the calculated due dates of the remaining recurrences. The list is a preview: it does not create future tasks in advance.
The estimate accounts for the recurrence interval, allowed weekdays and the number of tasks already created in the chain. In an existing chain, the remaining recurrences are calculated after either the current due date or the latest due date of the other tasks in the chain, whichever is later.
For example, a new task with a count of 3, a first due date of 1 October 2026, a recurrence interval of one week and all weekdays allowed gives the dates 1, 8 and 15 October 2026. The calculated due date of the last task is 15 October 2026.
With Continues from completion time, the estimate assumes tasks are completed on their due dates. The actual final due date may change depending on completion times. The estimate is not a separate end date limit: recurrence ends based on the total count. When the count has already been reached, the form displays The count limit has been reached. No further recurrences will be created.
Task template changes and mobile use
If a template has a total count, a task created from it does not use a separate end date. Template changes are applied in the background to its active, late and draft tasks. This update does not process tasks that are in progress, under review or completed. The template's recurrence settings are also applied when a task is saved, so changing a shared template can still affect a recurrence chain already underway. Read the confirmation shown when saving template edits and check the tasks' settings after the update. See also creating and editing a task template.
On Android and iOS, you can select a task template on the task creation form. Its recurrence settings are applied to the task by the service; the first due date is also entered when creating the task. Marking a task as completed on mobile uses the same recurrence creation process and end limits. Completing a task requires permission to complete it and filling in its required information.
Save and verify the result
Save a new task using Create and close at the bottom of the form. When editing a task, use Save and close. Save a new task template using Create new task template and template changes using Save.
Reopen the saved task or template and check the recurrence interval, recurrence type, weekdays, end limit and default resourcing. On the task, also check the first due date, Spot and responsible party.
After the first completion and any required review, look for the created task in the task list. Since creation happens in the background, refresh the list if needed. Open the new task and check its due date, products, assignees and resourcing. If no new task appears, check that the previous task has been completed, recurrence is enabled, the end limit has not been reached, and the chain does not contain an unfinished task with a later due date. If the timing is not what you expect, check the starting point for the calculation, the interval and the weekdays before changing the shared template.