Recurring Tasks

View all recurring tasks across your workspace in a centralized list. This view aggregates recurring tasks from all projects, giving you visibility into scheduled work patterns.

Overview

The Recurring Tasks view displays a table of all tasks configured to recur in your workspace. This is a read-only view that shows existing recurring tasks without the ability to create or modify them from this page.

Page Header

At the top of the page, the header displays:

• Workspace name: Your current workspace context
• Title: "Recurring Tasks"
• Total count: Number of recurring tasks in the workspace

Task Table

The main content area shows a table with all recurring tasks. Each row represents one recurring task with the following columns:

Title Column

Shows the task title with a color indicator dot matching the task type. The title displays the name of the recurring task as it appears when created.

Type Column

Displays a colored badge showing the task type (e.g., Feature, Bug, Task). The badge color matches your workspace's task type configuration.

Workflow Column

Shows the current workflow status of the recurring task template as a colored badge. This indicates the default status new instances will receive.

User Column

Displays the avatar and name of the user associated with the recurring task. This is typically the creator or default assignee.

Created At Column

Shows when the recurring task was originally created, displayed in a human-readable format (e.g., "2 days ago", "Last week"). Hover over the date to see the exact timestamp.

Navigation

Pagination

When you have many recurring tasks, the list paginates automatically. At the bottom of the table:

• Current page indicator shows your position (e.g., "Page 1 of 3")
• Previous button moves to the prior page (disabled on page 1)
• Next button moves to the next page (disabled on last page)

Understanding Recurring Tasks

Recurring tasks are templates that automatically create new task instances on a schedule. They are configured at the task level within individual projects.

Common examples of recurring tasks:

• Weekly status report preparation
• Monthly invoice review
• Daily deployment verification
• Sprint retrospective preparation

Creating Recurring Tasks

Recurring tasks are created from within individual tasks. To set up a recurring task:

1. Open a task in your project's Kanban board
2. Configure the recurrence settings in the task detail panel
3. The task will appear in this workspace-wide list

This view does not support creating recurring tasks directly.

Use Cases

Monitoring Scheduled Work

Use this view to see all recurring work patterns across your organization. This helps identify:

• What routine tasks exist
• Which projects have recurring work
• Who is responsible for scheduled tasks

Team Planning

Before sprint planning, review recurring tasks to account for scheduled work that will be automatically created during the sprint period.

Audit and Cleanup

Periodically review this list to identify recurring tasks that may no longer be needed or should be updated.

Related Features

• Workspace Dashboard - Activity overview
• Task Types - Understanding task categories
• Kanban Board - Where tasks appear

Best Practices for Recurring Tasks

Naming Conventions

Use clear, consistent naming for recurring tasks:

• Include frequency: "Weekly Team Status Report"
• Include context: "Monthly Invoice Review - Client A"
• Avoid generic names: Use "Friday Deploy Verification" instead of "Deploy Check"

Frequency Recommendations

Match recurring task frequency to actual work patterns:

Assignment Strategies

Consider these approaches for recurring task assignments:

• Single owner: Assign to one person for accountability
• Rotation: Change assignee for knowledge sharing
• Team: Leave unassigned for anyone to pick up
• Lead assignment: Assign to team lead who delegates

Recurring Tasks vs One-Time Tasks

Understanding when to use recurring tasks:

Use Recurring Tasks When

• Work happens on a predictable schedule
• Task requirements are consistent each time
• Multiple team members benefit from reminders
• Compliance or regulatory requirements exist
• Routine maintenance is needed

Use One-Time Tasks When

• Work is unique or unpredictable
• Requirements vary significantly each time
• No fixed schedule applies
• Task is part of project-specific work

Managing Recurring Task Volume

As your workspace grows, recurring tasks can accumulate. Monitor and maintain them:

Regular Review Process

1. Monthly audit: Review the recurring tasks list monthly
2. Check relevance: Verify each recurring task is still needed
3. Update owners: Ensure assignees are still appropriate
4. Adjust frequency: Modify schedules that no longer fit

Signs of Recurring Task Problems

Watch for these indicators:

• Tasks consistently marked complete immediately (too frequent)
• Tasks often overdue (wrong assignee or obsolete)
• Duplicate recurring tasks across projects
• Very old recurring tasks that haven't been reviewed

Recurring Tasks Across Projects

When the same work repeats across multiple projects:

Centralized Approach

Create one recurring task in a shared/administrative project:

• Easier to manage and track
• Single source of truth
• Good for cross-project activities

Distributed Approach

Create separate recurring tasks in each project:

• Context stays with the project
• Different owners per project
• Better for project-specific variations

Choose based on whether the work is truly identical across projects or has project-specific nuances.

Troubleshooting Recurring Tasks

Task Not Appearing in List

If a recurring task doesn't show:

1. Verify the task has recurrence configured at the task level
2. Check that the project is active (not archived)
3. Ensure you have access to the project containing the task
4. Refresh the page to fetch latest data

Recurrence Not Creating New Tasks

If new instances aren't being created:

1. Check the recurrence schedule configuration
2. Verify the end date hasn't passed
3. Ensure the original task template still exists
4. Contact support if the issue persists

Too Many Recurring Tasks

If your list is overwhelming:

1. Review and remove obsolete recurring tasks
2. Consolidate similar tasks across projects
3. Adjust frequencies to reduce volume
4. Archive completed projects to reduce active recurring tasks

Integration with Sprint Planning

Recurring tasks and sprints work together:

Pre-Sprint Consideration

Before starting a new sprint:

1. Check which recurring tasks will trigger during the sprint
2. Account for recurring task effort in capacity planning
3. Assign recurring tasks to appropriate sprint members
4. Consider recurring tasks when committing to sprint goals

Sprint Capacity Impact

Recurring tasks consume team capacity:

• A daily recurring task = 5 task slots per week
• Account for this predictable work in sprint planning
• Build buffer for recurring work in velocity calculations