Creating and Configuring Recurring Tasks

Introduction

If you have tasks that need to recur at regular intervals—such as weekly, monthly, or annually—the Klir platform can help you manage these recurring tasks efficiently.

With our task recurrence system, you can automate the creation of tasks based on the due dates of previous tasks, ensuring that important tasks are always completed on time.

How Recurring Tasks Work

When you set up a recurring task, the system will automatically generate a new task based on the recurrence settings you configure.

For example:

Task #1 is due on August 2 and is set to recur monthly.
The platform monitors task due dates in the background.
When it detects that Task #1's due date has arrived, it will automatically create Task #2 with a due date of September 2.
This process will continue, with a new task being created on the same date each subsequent month until the configured end date for the recurrence is reached.

The task recurrence system ensures that tasks are automatically generated based on the intervals you specify, simplifying the management of recurring tasks.

How to Create and Configure Task Recurrences

You can configure task recurrences during the setup process of a new permit. Follow these steps:

1. Begin the Permit Setup Process

Depending on the task being created, you will find the area to configure the task recurrence options.

Sample Tasks on page 4/6

General Tasks on page 3/5

2. Set the Due Date for Your Task

After entering the due date for the task, scroll down to find the options for configuring a recurrence.

3. Choose the Recurrence Frequency

Select your preferred recurrence frequency from the available options. The current recurrence options include:

Daily (weekdays only)
Daily (weekdays and weekends)
Weekly
Every 2 weeks
Every 3 weeks
Monthly
Every 2 months
Every 3 months
Every 4 months
Every 6 months
Annually
Every 2 years
Every 3 years
Every 5 years

4. Task Generation Options

Once you select a recurrence, a new option will appear that allows you to choose how the recurring tasks are generated. You can choose one of the following options:

Generate Tasks on Due Date

This option ensures that the next task in the recurring series will be created and displayed on the platform on the due date of the preceding task.
For example, if Task #1 is due on August 1 and you select this option, Task #2 will automatically be created on the first day of the following month, September 1.

Generate Tasks for the next 30 Days

With this option, multiple tasks will be generated and displayed depending on the recurrence value selected, up to 30 days.
For example, if you set a weekly recurrence and have a recurrence end date that lasts longer than a month, the platform will generate and display four tasks (one for each week) within 30 days.

5. Set a Recurrence End Date

The recurrence end date defines when the series of automatically generated tasks will stop. This is the last date on which the task recurrence will create new tasks.

When you select a recurrence frequency (e.g., Weekly, Monthly), you must also select a Recurrence End Date. This acts as a hard stop and is the absolute last date the system will generate a new version of the task.

"Date Closed" vs "Due Date" Logic: If you are scheduling specific recurring events like Inspections, you can choose between "Due Date" logic (which generates the next task based on the calendar schedule) or "Date Closed" logic (which generates the next task based on when the current one is officially completed, preventing schedule compression).

Marking a recurring task as closed will not affect the new recurrence or prevent it from generating.

Generation Logic: For standard tasks, the system is designed to copy the original task and generate the next iteration only after the due date for the current task has passed.

How Changes Affect Existing and Future Recurrences

Recurring tasks are generated based on the original task in the recurring series. Once a task has been generated, it becomes its own standalone task.

If you update the recurrence frequency on the original task, the change will only affect future tasks that have not yet been generated.

Example

If a task was originally configured to recur every two weeks, and several bi-weekly tasks have already been generated, changing the recurrence to weekly will not modify any of those existing tasks. They will remain unchanged, while all future tasks generated after the edit will follow the new weekly schedule.

Example of a Monthly Recurrence

If you set a monthly recurrence for a task, new tasks will be created on the same day of each month, starting from the due date.
For instance, if the task is due on January 30, the system will generate a new task on February 30 (if the date exists), and the same process will continue each month until the configured recurrence end date is reached.
If the recurrence end date is January 30, 2025, the task series will automatically stop creating new tasks after this date.

Editing a Recurring Task

You can modify a recurring task after it has been created.

To do so:

Navigate to the Task Details page.
Click the Pencil icon located at the top right of the task details section.
Update the due date, recurrence settings, or other task information as needed.

Editing the Original Task vs. the Current Task

It is important to understand the difference between editing the original recurring task and editing a currently active generated task.

The platform generates each new recurring task by using the original task as the template for the next occurrence.

Changes made to the original task will be used when generating all future recurring tasks.
Changes made to a currently active generated task apply only to that individual task and will not be carried forward to future occurrences.

A standard edit refers to changes made to the currently active task, such as:

Updating the task description or instructions.
Assigning the task to a different user for that specific occurrence.
Modifying other task details that apply only to the current cycle.

These changes are treated as one-time updates because future recurring tasks are generated from the original task, not from the current active task.

Tag Exception

Tags are the only exception to this behavior.

If you add or remove tags on the current active task, those tag changes will also be carried forward to the next task generated in the recurring series.

Updating the Recurrence Frequency

If you edit the recurrence frequency on the original task, the change only affects tasks that have not yet been generated.

For example, if a recurring task was originally scheduled to occur every two weeks and you later change the recurrence to weekly, any bi-weekly tasks that were already generated remain unchanged. Only future tasks generated after the update will follow the new weekly recurrence schedule.

Conclusion

The Klir platform’s recurring task feature streamlines task management by automating the creation of tasks based on predefined recurrence settings. By following the steps outlined above, you can easily configure and adjust recurring tasks to meet your needs.

For additional help or questions about setting up recurring tasks, feel free to reach out to our support team.