> ## Documentation Index
> Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
> Use this file to discover all available pages before exploring further.

# Repeat Tasks

> Automatically create tasks that happen on a regular schedule.

Some jobs need doing every day, every week, or every month — cleaning the cooler, ordering stock, checking displays, cashing up the till. Set them up as a **repeat task** and Digital Florists creates them on schedule.

Repeat tasks run on their own hourly schedule, separate from [Automations](/settings/automations).

## How it works

You create the first task as normal — give it a name, set the category, assign it to someone. Then configure the repeat schedule, either when you create the task or by editing an existing one later. From then on, a new task is created automatically each time one is due.

Each generated task is a copy of the original — same name, same category, same checklist items (if you have them). It appears in your task list as **Pending**, ready for your team to pick up.

## Setting one up

<Info>
  Creating and editing repeat tasks requires the **Tasks (Manage)** permission. Managers and Admins have this by default; your administrator can adjust who has it in [Settings > Team](/settings/team).
</Info>

<Steps>
  <Step title="Create the task">
    Go to **Tasks** > **Create Task** and fill in the details as normal — name, category, priority, assignees, and optional checklist.
  </Step>

  <Step title="Enable repeat">
    Tick the **Repeat Task** checkbox. The repeat configuration panel appears.

    <Info>
      The repeat option is only available when creating a single task. If you're creating multiple tasks in bulk, you'll need to create the repeat one separately.
    </Info>
  </Step>

  <Step title="Pick the schedule">
    Choose how often the task should repeat:

    * **Daily** — every day, or every N days (every 2 days, every 3 days, and so on).
    * **Weekly** — pick the days of the week (e.g. Monday and Friday) and how many weeks apart (every 1 week for weekly, every 2 weeks for fortnightly).
    * **Monthly** — enter the day of the month (e.g. the 1st or the 15th). If you pick the 31st and a month only has 30 days, the last day of the month is used instead.
  </Step>

  <Step title="Set how far in advance to create it">
    The **Creates Before** field sets how many days before the due date the task is created — for example, if the task is due on Monday and you set this to **2 days**, it appears on your dashboard on Saturday.

    <Tip>
      For daily tasks, set this to **0** or **1**. For weekly tasks, **1–2 days** is usually enough.
    </Tip>
  </Step>

  <Step title="Set when it starts and ends">
    Pick a **start date** for the schedule. If the task should repeat indefinitely, leave the end date blank. If it's temporary (say, a daily task during the Christmas rush), set an end date.
  </Step>

  <Step title="Configure the extra options">
    Two options specific to repeat tasks:

    * **Skip if Closed** — don't create the task on days your shop is closed. Closed dates are set in your shop's calendar.
    * **Keep Assigned User** — carry the assignees over to each new task. The assignees come from the most recent generated task, so if you reassign one, the change sticks for future ones. With this off, new tasks are created unassigned.
  </Step>

  <Step title="Save the task">
    Save the task. The first one is created immediately, and Digital Florists takes care of the rest.
  </Step>
</Steps>

## What happens each time a task is due

Digital Florists checks for due repeat tasks **every hour**. When one is due (based on its schedule and the **Creates Before** lead time), it:

1. Creates a new task with the same name, category, priority, and description
2. Copies all checklist items (reset to incomplete, ready to be ticked off again)
3. Sets the status to **Pending**
4. Carries assignees over if **Keep Assigned User** is enabled

A repeat task generates up to 12 future tasks at a time (or 24 if it's catching up after a pause). Once that's reached, generation pauses until tasks are completed and the count drops.

## Managing repeat tasks

Go to **Tasks** > **Repeat Tasks** to see all your repeats in one place.

### What you'll see

Each repeat task shows:

* Its **status** — Active, Paused, Failed, or Completed
* A preview of the **next 10 due dates**
* A history of **every task** generated from this repeat
* The **original task** it's based on

### Changing the schedule

You can change the repeat type, frequency, days, start/end dates, and the extra options at any time. Changes only affect future tasks — ones already created stay as they are.

### Pausing temporarily

To stop a repeat for a while — a holiday, a refurb, a quiet period — set an **end date**. New tasks stop being generated once that date passes. When you're ready to resume, clear the end date or set a new one further in the future, and the schedule picks up from the next due date.

Repeat tasks also pause automatically if they fail five times in a row (see [When something goes wrong](#when-something-goes-wrong)).

### Deleting a repeat task

Deleting a repeat task also deletes all tasks it has generated. If you only want to stop future tasks, set an end date instead.

<Danger>
  Deleting a repeat task removes **all generated tasks** — including ones that have been completed. If you need to keep the history, set an end date instead of deleting.
</Danger>

## When something goes wrong

If a repeat task can't be created (for example, if the original task's category was deleted), Digital Florists:

* Records the error and tries again on the next run
* After **5 consecutive failures**, changes the status to **Failed** and pauses the repeat
* Shows failed repeats on the **Repeat Tasks** page in red

To fix it:

1. Check the error message — it explains what went wrong
2. Fix the underlying problem
3. Click **Retry** to reactivate, or **Test** to verify the configuration without creating a task

## Common examples

Here are some repeat tasks that florist shops commonly set up:

| Task                   | Schedule                          | Skip if Closed                    | Keep Assigned            |
| ---------------------- | --------------------------------- | --------------------------------- | ------------------------ |
| Clean the cooler       | Every Monday                      | Yes                               | Yes — always Jane        |
| Order weekly stock     | Every Wednesday, 2 days before    | Yes                               | Yes — always the manager |
| Cash up the till       | Every day at closing              | Yes                               | No — whoever's on shift  |
| Water the shop display | Every 2 days                      | No — plants need water regardless | No                       |
| Monthly stock take     | 1st of every month, 3 days before | No                                | No                       |
| Check website orders   | Every day                         | Yes                               | No                       |

## Common questions

<AccordionGroup>
  <Accordion title="What's the difference between repeat orders and repeat tasks?">
    **Repeat orders** create new customer orders with products, pricing, and delivery details — they generate billable work. **Repeat tasks** create internal to-do items for your team — things like cleaning, stock ordering, or admin jobs. [Learn about repeat orders →](/daily-operations/repeat-orders)
  </Accordion>

  <Accordion title="Can I set up a repeat for specific dates instead of a regular schedule?">
    No. Unlike repeat orders, repeat tasks only support daily, weekly, and monthly schedules — not specific dates. For one-off future tasks, create them individually with a future due date.
  </Accordion>

  <Accordion title="How often does Digital Florists check for due tasks?">
    Every hour. This means a task might appear up to an hour after it's technically due to be created, but in practice it's usually within minutes.
  </Accordion>

  <Accordion title="Do checklist items carry over?">
    Yes, but they're reset. Each generated task gets a fresh copy of the checklist with all items marked as incomplete — ready to be ticked off again.
  </Accordion>

  <Accordion title="Can I assign a repeat task to multiple people?">
    Yes. If the original task has multiple assignees and **Keep Assigned User** is enabled, each generated task will be assigned to the same people.
  </Accordion>

  <Accordion title="What if my shop is closed and I have Skip if Closed enabled?">
    The task is simply skipped for that day. It doesn't get created later — the schedule continues as normal from the next due date.
  </Accordion>

  <Accordion title="Can drivers see repeat tasks on the mobile app?">
    Drivers see the individual generated tasks (not the repeat configuration). If a task is assigned to them, it appears in their task list on the app.
  </Accordion>
</AccordionGroup>

## What's next?

<Columns cols={2}>
  <Card title="Tasks" icon="list-check" href="/daily-operations/tasks">
    Back to the main tasks guide.
  </Card>

  <Card title="Repeat Orders" icon="rotate" href="/daily-operations/repeat-orders">
    Set up automatic recurring orders for customers.
  </Card>

  <Card title="Automations" icon="wand-magic-sparkles" href="/settings/automations">
    Create tasks automatically when orders change status.
  </Card>

  <Card title="Your Dashboard" icon="house" href="/daily-operations/dashboard">
    See tasks and orders together on your daily screen.
  </Card>
</Columns>