Tip: If you find yourself forgetting to update your schedule, try setting automatic reminders on your phone or using a task management app like Todoist or Trello. This can help you stay organized and make sure you don’t miss anything important!

In this article, we’ll share some tips and ideas for creating recurring tasks that will help make your workflow smoother!

Create a new group at any time period

In our small soap making business, we use the following table to track all of our store’s inventory orders each month.

Every time a store needs new stock of a product, they request the product and quantity using this board, and then we can sum up the numbers at the end of the month to see how much we need to produce at the factory!

Since the groups in our board represent each month of orders, we need to create a new group at the beginning of each new month. To have the new group automatically created each month, we used a recurring automation.

To do this, start by clicking on the Automation Center and building your own automation. From there, create an automation that says “Every time period, create a group”:

Now, just adjust the template as we did below. You can choose how often a new group will be created, what its name will be, and exactly what time it will be created!

Create a new item every time period

Similarly, you can use recurring automation to create a single item (or task) that should repeat itself periodically, according to your desired pace.

In our soap company example, we maintain the planner below to keep track of all our daily tasks. In this case, we have a meeting every day that is important to make sure is added to our calendar on time.

To ensure we have a new item for our daily meeting every day, we set up the automation shown below. Now, every morning at 10:00 AM, a new item called “Day Meeting” will be automatically created to make sure it doesn’t get missed!

Tip: Try using the Recurring Tasks app for another way to easily create recurring tasks!

Notify your team at any time period

We found that our sales team was forgetting to restock our stores at the beginning of each week, and we didn’t want our customers to see empty shelves. To solve this problem, we added this automation template:

We set up the automation to notify our entire sales team every Monday morning at 9:00 AM with the message “Reminder to restock shelves!” Now, we can start each week with a full and satisfied store.

Tip: We can use this automation to notify anyone about anything. For example, we can use it to remind all of our staff to fill out their hours worked on our timesheet at the end of each month.

Duplicate a group in any time period

At Thorn & Thistle Soap Company, we release a new product every month. Each time we do, we follow the same workflow, which we track using the Product Releases board. Each group in this board is a different new product, and the items in each group are the different events associated with its release. Rather than rewriting each item each time a new product is released, we’ll use automation to replicate the group.

All we need to do is set up the automation shown below. We chose to replicate the group every month on the first of the month at 9:00 AM so we can rename our group accordingly and start working on our new product release right at the beginning of each new month.

Since our group was created exactly like the original group “Candied Apple Spray”, we want to empty all the data using group operations.

First, we’ll change the name and color of our new group. Then, we’ll place the cursor on the left side of each item, to select each item in the group. Now all we have to do is reset each column, as shown below:

Time-based automations

You might be wondering how time-based automations work. For example, in the “Date” field in the following format: “When the date arrives, then notify someone.”

The same time-based automation will run at different times for different users if they have different time zones configured in their work settings.

If the “when” in your above template is set to 9 AM, users in New York will receive an alert at 9 AM Eastern Standard Time (EST), and users in Tel Aviv will receive an alert at 9 AM Israeli Daylight Time (IDT).

Time-based automations will run according to your local computer’s time zone. If your time zone settings under your personal profile are significantly different from your local time zone (more than a few hours), a problem may occur.

If this is the case for you and it is important for these two settings to be different, please contact our support team here .

Note: If you use a template that says “When the date passes…” the automation will run at midnight that day.