Recurring Tasks within Xplan are a fantastic way to schedule your repetitive tasks. They are quite flexible and offer many options for setting how often your task should recur e.g. daily, weekly, monthly, yearly or on a specific date.

They appear in your task list after the nominated recurrence period, prompting and reminding you to complete your task. With the task notification system, you can also make sure you receive an email each time the task is created for you.

Here a couple of examples of when recurring tasks can be helpful:

1. Setting a monthly recurring task that generates a client list with all reviews that take place the following month. This tells you which reviews you need to complete, and prompts you to get started.

2. Administration and support staff might appreciate a quarterly reminder to check the PDS stock levels, or to make sure they do their office supplies order.

 To view and create Recurring Tasks, select XPLAN > Diary & Workflow > Task.

Click on the ‘List’ dropdown box, and select ‘Recurring Tasks’. 

You will then see the ‘Recurring Tasks’ screen, which may be empty if you have not previously used Recurring Tasks.

Click ‘Add’ to create a new recurring Task.

 TIP: You can create a recurring Task off an existing Task Template. Simply select the Task Template you wish to use from the drop-down list. It can be a good idea to create a template if you are intending to set the same Recurring Task against multiple clients.

The majority of the Task fields are entered exactly the same as they would be entered for a standard task. However, with a Recurring Task, make sure you enter the Start Date, End Date (optional) and the Repeat cycle (Weekly, Fortnightly, Monthly etc.).

Note: If you have a weekly recurring Task that you have not completed after one week, the next occurrence of that Task will still be created. If you don’t stay on top of your Tasks, you can end up with the same task appearing in your list multiple times.