Note: This article is for the newly redesigned module. This updated module is in the process of being rolled out and may only be available to some users.

Overview

The Recurring Tasks module is intended to help staff remember when to perform regularly occurring maintenance jobs (i.e., cleaning filters, building walk-throughs and inspections, landscape maintenance, etc.). It allows the manager and maintenance level staff to input preventative maintenance tasks like cleaning, landscape maintenance, filter replacement, or any other tasks that occur at regular intervals. Once a recurring task is created, the system automatically generates new maintenance requests for these tasks at the specified intervals. 

Note: Click on the images to enlarge them.

Table of Contents

• Recurring Tasks Settings
• Adding Recurring Tasks
• Searching and Editing Recurring Tasks
• Commenting on Open Recurring Tasks
• Viewing the Recurring Tasks Forecast/Schedule

Recurring Tasks Settings

Recurring Task Settings allow you to choose who can manage recurring tasks at your property. To access your recurring tasks settings, go to the Maintenance tab, select Recurring tasks, and click the gear icon. Next, choose who can add/edit recurring tasks and click Save settings.

Adding Recurring Tasks

To create a recurring task go to the Maintenance tab and select Recurring tasks. Next, click Add Task.

The first section to create the task will include entering a title for the task (to refer back to later from the list) and the specifics of the task such as the Unit, Description, and Maintenance Category. This will look very similar to when you are creating a new Maintenance Request.

The second section will allow you to create the schedule. Choose the Interval to perform this task, depending on your selection the options will change. 

For example:

If you choose Specific Months of the Year, you will see checkboxes to choose the months in which the task will be scheduled.

If you choose specific days of the week, you will see checkboxes to choose the days of the week for the task to be performed.

Next, select your start and end date. If you choose the monthly option, the start date will determine which day of the month the task will need to be completed. For example, if you start a task on the 15th, the task will be automatically created on the 15th of each month. 

You may also choose a seasonal bypass if needed. This will not create the task during the time period selected. If the task must be done year-round, you may skip this step.

Then choose to send email notifications to staff members when a new task of this type is generated or when the task has ended.

Check the box for these notifications, the recipients will be pulled from the "Notification Options" section of your building's maintenance settings. 

You can override the notification email addresses by selecting the second check box and inputting the recipient's email addresses in that field.

Additionally, recurring tasks can be set to email an outside party, such as a vendor, with specific instructional text included. Click Add task to create the recurring task.

Searching and Editing Recurring Tasks

To search for recurring tasks, go to the Maintenance tab and select Recurring tasks.

You will see a list of the active tasks for your building.

Use the filters at the top of the page to narrow your search. You may export your task list to Excel or PDF.

Click on the recurring task you want to edit. To cancel a recurring task change the "Task status" to Inactive. Once you're done with you edit click Save changes.

Commenting on Open Recurring Tasks

Your recurring tasks will be created as a Maintenance Request when they are scheduled. You can find them by going to the Maintenance tab and selecting Search Requests.  Use the Advanced filter to manage recurring tasks in the Maintenance list.

Open the Maintenance Request to leave a comment, and close the task. 

Viewing the Recurring Tasks Forecast/Schedule

To find a forecast or list of scheduled tasks go to the Maintenance tab, select Recurring tasks and 
click Tasks forecast.

This list will default to show the forecast for the next week, You may change the date range to check further ahead. You may also use the other filters to narrow the search here as well.