Recurring tasks help you automate routine workflows weekly pipeline reviews, monthly client check-ins, quarterly goal planning without manually creating the same task over and over.
Set it up once, and Recruiterflow handles the rest.
What Are Recurring Tasks?
A recurring task automatically creates new task instances on a schedule you define. Each instance is a separate task that can be completed, updated, or deleted independently.
Perfect for:
Weekly team meetings or pipeline reviews
Monthly client touchpoints
Quarterly business reviews
Daily standup reminders
Regular candidate check-ins
Quick Refresher: Creating a Task
Before diving into recurring tasks, here's the quick version of creating any task: Creating a Task
Creating a Recurring Task
Step 1: Start with a Regular Task
Create a task like you normally would:
Click + Create Task
Add your Task Title (e.g., "Weekly pipeline review with team")
Set Task Type, Priority, and Assigned To
Choose your Due Date & Time (this becomes the first occurrence)
Step 2: Set Up the Recurrence
Scroll to the Repeats field:
Click the Repeats dropdown (default: "Does not repeat")
Choose your recurrence pattern:
Weekly on [day] - Same day every week
Monthly on [date] - Same date every month
Custom - Build your own schedule (see Advanced Options below)
Step 3: Define When It Ends
After selecting a recurrence pattern, you'll see options for when the task series should end:
Never - Task repeats indefinitely (default)
On a specific date - Stop after a certain date
After X occurrences - Stop after a set number of tasks
Example: "Weekly pipeline review" repeating every Monday, ending after 12 occurrences (3 months).
Step 4: Set Reminders (Optional)
Choose when you want to be reminded:
At task due time
30 minutes before
1 hour before
1 day before
💡 Pro Tip: Reminders apply to each task instance automatically. Set it once, get reminded every time.
Step 5: Create the Task
Click Create Task.
Recruiterflow will:
Create the first task instance (due on your selected date)
Schedule future instances based on your recurrence pattern
Send you reminders according to your settings
Common Recurring Task Examples
Weekly Team Meeting
Title: "Weekly pipeline review with team"
Repeats: Weekly on Monday
Time: 10:00 AM
Ends: Never
Reminder: 1 hour before
Monthly Client Check-In
Title: "Monthly check-in with TechCorp"
Repeats: Monthly on the 1st
Time: 2:00 PM
Ends: After 12 occurrences
Reminder: 1 day before
Quarterly Goal Review
Title: "Quarterly goals review"
Repeats: Custom (every 3 months on the 1st)
Time: 9:00 AM
Ends: Never
Reminder: 1 week before
Advanced Recurrence Options
Need more control? Select Custom from the Repeats dropdown to access:
Frequency Options
Daily: Every X days (e.g., every 2 days)
Weekly: Every X weeks on specific days (e.g., every 2 weeks on Monday and Friday)
Monthly: Every X months on a specific date OR day of week (e.g., every month on the 15th OR every month on the last Friday)
Weekly Recurrence Example
Want a task every other week on Monday and Wednesday?
Select Custom
Choose Weekly
Set "Every 2 weeks"
Check Monday and Wednesday
Set end condition
Save
Monthly Recurrence Example
Want a task on the last working day of every month?
Select Custom
Choose Monthly
Select "Monthly on last working day"
Set end condition
Save
Viewing Recurring Tasks
In the Tasks Table
Recurring tasks look like regular tasks, but with a small 🔁 icon next to the title.
Each instance shows:
The specific due date for that occurrence
Task type, priority, assignee
Whether it's part of a recurring series
Filtering Recurring Tasks
Want to see all your recurring tasks?
Go to the Tasks table
Click Filter
Add filter: Task Title contains (search for keywords from recurring tasks)
Or create a custom filter for tasks with specific recurrence patterns
💡 Pro Tip: Save this filter as "My Recurring Tasks" for quick access.
Completing Recurring Task Instances
Marking One Instance Complete
When you complete a recurring task instance:
Click the ✅ checkmark next to the task
That specific instance is marked complete
The next instance remains scheduled as planned
Example: You complete "Weekly pipeline review" for Monday, Jan 8. The next Monday (Jan 15) instance still appears as scheduled.
What Happens to Future Instances?
Completing one instance does not affect future instances. They remain scheduled according to your original recurrence pattern.
Editing Recurring Tasks
When you edit a recurring task, you can choose to update just that one task or all the recurring tasks.
Update: Changes apply to just this instance
Update recurring task: Changes apply to this instance and all upcoming ones
Updating This Task Only
Use this when you want to change just one instance (e.g., reschedule this week's meeting to Tuesday instead of Monday).
What you can update:
Due date & time
Task type
Priority
Assigned to
Notes
What stays the same:
Future instances remain on the original schedule
Recurrence pattern unchanged
Updating All Recurring Tasks
Use this when you want to change the pattern for all upcoming instances (e.g., move all future meetings from Monday to Wednesday).
What you can update:
Due date & time (shifts entire schedule)
Task type
Priority
Assigned to
Notes
Recurrence pattern itself
Example: You change "Weekly on Monday" to "Weekly on Wednesday" — all future instances now occur on Wednesday.
Updating the Recurrence Schedule
If you edit the recurrence pattern (e.g., change from weekly to bi-weekly):
Open the recurring task
Click Edit
Update the Repeats field
Choose "This and all future tasks"
Confirm
What happens:
All future instances are deleted
New instances are created based on the new schedule
Completed tasks remain untouched
Deleting Recurring Tasks
When you delete a recurring task instance, you'll be asked:
"How do you want to delete recurring tasks"
Delete only selected tasks — Deletes only the selecteds instancs
Delete all recurring open tasks — Deletes this and all upcoming instances
Deleting One Instance
If you miss a task or it's no longer relevant:
Click the pencil icon to open the task
Click Delete Task
Select "Just this task"
Confirm
Future instances remain scheduled.
Deleting the Entire Series
If you want to stop the recurring task completely:
Open any instance of the recurring task
Click Delete Task
Select "This and all future tasks"
Type DELETE to confirm
Click Confirm
Result: This instance and all future instances are permanently deleted. Completed past instances remain in your history.
Recurring Tasks and Notifications
Reminders for Each Instance
When you set a reminder on a recurring task, each instance gets its own reminder.
Example: Weekly meeting with 1-hour-before reminder = you get reminded every Monday at 9 AM (if meeting is at 10 AM).
Daily and Weekly Digests
Your email digests include recurring task instances:
Daily digest — Shows recurring tasks due today
Weekly digest — Shows all recurring tasks due this week
Slack/Teams Notifications
If you have Slack or Teams connected:
You'll get notified for each recurring task instance
Reminders appear according to your notification settings
Works just like regular tasks
💡 Customize in Settings > Tasks
Tips for Using Recurring Tasks Effectively
🎯 Start with Weekly and Monthly Patterns
Don't overcomplicate it. Most recruiting workflows fit into weekly (team meetings, pipeline reviews) or monthly (client check-ins) patterns.
🗓️ Use the "Ends After X Occurrences" Option
For project-based recurring tasks (e.g., "Weekly candidate pipeline review for Q1 hiring sprint"), set an end date instead of letting it run forever.
📝 Add Context in Notes
Since these tasks repeat, add clear instructions in the Notes field so you remember what to do each time (e.g., "Review pipeline metrics, identify blockers, assign follow-ups").
👥 Assign to Multiple People for Team Tasks
Create one recurring task assigned to multiple team members — everyone gets their own copy of each instance.
🔗 Link to Entities When Possible
For recurring client check-ins, associate the task with the company or contact. Each instance will open that profile automatically.
⏰ Set Realistic Reminders
If it's a weekly task, a 1-day-before reminder might be overkill. Try "1 hour before" or "at task due time" instead.
Common Questions
Q: Can I create a recurring task that happens on multiple days of the week?
A: Yes! Use the Custom recurrence option and select multiple days (e.g., every Monday and Wednesday).
Q: What if I complete a recurring task early?
A: No problem. Mark it complete whenever you're ready. The next instance still appears on schedule.
Q: What happens if I reassign a recurring task to someone else?
A: If you update "This and all future tasks", all upcoming instances are reassigned to the new person.
Q: Can I pause a recurring task temporarily?
A: Not directly, but you can delete all future instances and recreate the recurring task later when you're ready to resume.
Q: How many recurring tasks can I create?
A: There's no hard limit, but we cap individual recurring series at 365 occurrences to keep things manageable.
Troubleshooting
"I don't see my recurring task instances in the future"
Recruiterflow generates recurring task instances on a rolling basis. You'll see the current instance and upcoming ones, but not the entire year at once.
"I edited a recurring task but the changes didn't apply to future tasks"
Make sure you selected "This and all future tasks" when prompted. If you chose "This task only", only that instance was updated.
"I deleted a recurring task but it keeps appearing"
If you selected "Just this task", only that instance was deleted. To stop the entire series, delete again and choose "This and all future tasks".
Need More Help?
💬 Chat: Click the chat icon in the bottom-right to reach our support team
📧 Email: help@recruiterflow.com
Ready to automate your routine tasks? Create your first recurring task now →