How to Schedule Recurring Tasks and Automate Routine Work
To stop rebuilding the same reports, check-ins and payroll tasks by hand, schedule recurring tasks once and let Planfix create them for you. Recurring tasks in Planfix are regular tasks created automatically at set intervals, with the name, assignee, due date and checklist already filled in. This three-minute video shows how to automate routine work, from the template to the calendar.
What you’ll learn: how to schedule recurring tasks in Planfix
- Create a template in Tasks → Recurring and count its due date from the creation date (0:27).
- Set the rule in the Repeat field, such as the first business day of the month (0:44).
- Manage the saved template, change future tasks or stop the recurrence (1:23).
- Check upcoming recurring tasks in the calendar and add them to project templates (2:40).
How to set up recurring tasks in Planfix, step by step
Step 1. Create a recurring task template
Open the Tasks section, select Recurring in the left panel and click New task template. Enter a name and fill in the assignee, description and checklist. In the date field, set a duration from the creation date, for example, one day, so Planfix calculates the due date of each new task automatically. Any regular task can become recurring too: click Repeat while creating or editing it.
Step 2. Set the recurrence rule
Open the template’s additional parameters and click Repeat, the circular-arrows icon. In the recurrence settings:
- choose the frequency, for example, every day, week or month;
- pick the day, such as specific weekdays or the first business day;
- set the time when the task is created;
- set the period during which the rule runs;
- save the settings.
Step 3. Manage the recurrence template
After you save, the template appears under Tasks → Recurring. It stores the parameters for future tasks, including name, assignees, description, duration, checklist and files. When the recurrence period ends, the template moves to the recycle bin.
From the template you can create tasks, add subtask templates, edit, copy, print or delete it, and view the tasks created from it. Click the recurrence icon to see the rule and the date of the next repetition, change it or stop the recurrence. In the Recurring list, you can edit or delete several templates in bulk.
Step 4. Forecast workload in the calendar
All current and future recurring tasks appear in the calendar, even those not yet created. Open the calendar view in the Planfix planner to see the upcoming workload and distribute work while planning. Each task is created on its recurrence date, and the assignee is notified.
Step 5. Add recurring tasks to project templates
To automate a whole process, add recurring tasks to a project template; in its task form, the same tile is labeled Recur. When a project is created from the template, regular tasks appear immediately and recurring ones follow their schedule. In the Template settings block, set Recurring tasks to Project-specific or Controlled by project template; with the second option, a schedule change applies to existing and new projects. More on recurring tasks in project templates.
Recurring task on the first business day of the month
The video’s main example is a monthly report created on the first business day of every month at 9:00 a.m. To set it up, choose a monthly frequency, pick the first business day and set 9:00 a.m. as the creation time. Since the due date counts from the creation date, each month’s report gets its deadline automatically.
Monthly rules can also count from the end of the month, for example, the last Friday or the last day of every month.
Examples of recurring tasks: who this is for
A recurring task in project management or operations usually follows a clear rule:
- Finance and management: a monthly report on the first business day, with its checklist in the template.
- Sales and accounting: one invoice task per client, for example, on the 5th of each month; edit the amount in the template, and the next task uses it.
- Team leads: a month-end meetup on the last Friday at 4:00 p.m.
- Office managers: workplace cleanup every Tuesday and Thursday at 10:00 a.m.
- Training: a marketing course task created the day after the previous one is completed.
FAQ
Can a task be created automatically on the first business day of the month?
Yes. Set a monthly rule for the first business day and a creation time, for example, 9:00 a.m. Planfix then creates the task on that schedule every month.
Do changes to a recurrence template affect tasks that already exist?
Tasks that already exist keep their data; edits apply to future tasks. In a project template set to Controlled by project template, a schedule change also applies to future recurrences in existing projects.
Can I see future recurring tasks before they are created?
Yes. Upcoming recurrences appear in the Planner calendar before the tasks exist, so you can forecast workload in advance.
Start with one routine task
Pick one report, meeting or payment your team repeats every month and turn it into a recurrence template. Recurring tasks work alongside sequential and delayed tasks in business process automation in Planfix. For more examples, see the Help Center article on recurring tasks. New to Planfix? Sign up to try it.
This video was featured in What’s New in Planfix: July 2026.
