Setting Up Recurring Tasks
Recurring tasks let you create a task once and have it repeat automatically, so you do not have to recreate the same to-do every day, week, or month. You can use them for your own workflow or assign them to a client.
Create a recurring task
- Go to Tasks in the left menu and click the Task button.
- Fill in the title and, if you want, a description. Then choose who the task is for in the Assignee field: yourself, a colleague, or a client.
- Turn on Make this task recurring to open the scheduling options.
Example: You want a client to do a short breathing exercise every morning between sessions. Title it "Morning breathing exercise," add a line in the description explaining how long to spend on it, assign it to the client, and turn on the recurring toggle
Choose how often it repeats
Under Repeat, pick Daily, Weekly, or Monthly.
Daily repeats every day, or every few days if you change the number. Set "Every 2 day(s)" to have it repeat every other day.
Weekly lets you pick which days of the week it lands on. Click the day buttons (Mo, Tu, We, and so on) to select one or more.
Monthly repeats on the same date each month.
Set the time of day the task should appear using the time field.
Add more than one time per day
If you want the task to appear several times in the same day, click the + button next to the time field to add another time slot. Set each one to a different time.
Example: A client needs a reminder to take their medication three times a day. Set the task to Daily and add three time slots at 09:00, 13:00, and 17:00. The client sees the task three separate times each day: once in the morning, once midday, and once in the late afternoon
Set when it starts
The Next field controls when the first occurrence happens. By default it is set to today. Change it if you want the schedule to start later.
Below the Next field you will see a preview of upcoming occurrences. Use this to check the schedule looks the way you expect before you save.
Example: You are setting up homework during a Thursday session, but you want the client to start fresh on Monday. Set Next to the coming Monday, and the preview will show the first occurrence landing then rather than today.Example: You are setting up homework during a Thursday session, but you want the client to start fresh on Monday. Set Next to the coming Monday, and the preview will show the first occurrence landing then rather than today.
Tip: Set your assignee first, then set your dates. Choosing an assignee can reset the start date back to todaySet when it stops
Under Ends, choose one of three options.
Never keeps the task repeating indefinitely.
On date stops the task after a date you choose.
Example: A client is doing daily sleep logging until their follow-up appointment on the 30th. Set the end date to the 30th and the task stops on its own, so you do not have to remember to remove it.
After stops the task after a set number of occurrences. Enter the number in the field that appears.
Example: A structured six week program where the client completes one reflection per week. Set Weekly and end After 6 occurrences.Scheduled dates and due dates
The Use scheduled dates as due dates toggle links each occurrence's due date to its scheduled date.
- When enabled, the due date of each created task matches its scheduled date. For example, a task scheduled for July 22 will be due on July 22. The number below controls how many days before that due date the task is actually created.
- When disabled, the task still repeats on schedule, but each occurrence has no due date, so nothing is shown as due or marked overdue.
Example: You assign a reflection worksheet on a weekly schedule that lands every Monday, and you set the number to 3. The occurrence for Monday, July 22 is due on July 22, but it appears in your client's list on July 19, giving them the weekend to finish it before the deadline. The following week's occurrence is due July 29 and shows up on July 26, and so on.
A note on time zones
If you assign a recurring task to a client in a different time zone, the schedule follows the client's time zone, not yours. You will see a note under the Next field showing which time zone is being used.
Example: You are based in Europe and your client is in South America. You set a weekly task for Monday at 09:00. Because the schedule follows the client's time zone, the preview may shift to show a different day than the one you selected. Always check the preview after assigning the client so you know which day they will actually receive it.
Edit a recurring task
Click the three dots next to any task and choose Edit. You can change the pattern, times, start date, and end conditions, and the preview updates as you make changes. Click Update task to save.