Recurring tasks and task templates

Admins, team leads, and staff can use task templates and recurring tasks to standardize work checklists, configure role-based task auto-assignments, establish task dependencies, and power pipeline stage automations.

If Recurring Tasks, Template, or task controls are hidden, see Permissions and Visibility.

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Task templates vs standalone recurring tasks

Understanding how task templates differ from standalone recurring tasks:

• Task Templates: Saved, reusable task patterns created under Task > Template (or Settings > Templates). Templates store title structures, step-by-step checklist subtasks, priority levels, and default role assignments. They serve as building blocks for Job templates and Pipeline triggers.
• Standalone Recurring Tasks: Independent repeating tasks created under Task > Recurring Tasks that generate on fixed daily, weekly, monthly, or yearly schedules (such as internal office maintenance or weekly team check-ins) outside of pipeline boards.

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Create a task template with checklists and priority colors

1. Open Task and select the Template tab.
2. Select Add (the plus icon).
3. Enter the Template Title (such as Quarterly HST Filing Checklist or T2 Year-End Working Papers).
4. Enter the default Task Name.
5. Set the Priority:
   • High (Red priority badge): Urgent tax filings, statutory compliance, or overdue client items.
   • Medium (Yellow priority badge): Standard client work, monthly reconciliations, and review tasks.
   • Low (Blue priority badge): Administrative routines or non-critical documentation tasks.
6. Add Checklist Subtasks: Break the task into sequential checklist steps (such as 1. Reconcile Sales Accounts, 2. Verify ITC Receipts, 3. Compute Net Tax Payable).
7. Select Save.

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Connect task templates to pipelines for stage automation

Task templates deliver maximum productivity when linked to Job templates and Pipeline stage automations:

[ Task Template ] ──► [ Attach to Job Template ] ──► [ Pipeline Trigger Fires ]
 (Checklists,           (Service-Recurring Job)       (Job Created on Pipeline)
  Priority Colors)                                               │
                                                                 ▼
[ Stage Auto-Move ] ◄── [ Tasks Generated on Job ] ◄── [ Stage Automation ]
 (Advances when all      (Checklist Tasks Active)      (Task Fired on Stage Entry)
  tasks are completed)

1. Attach task templates to job templates

Open Settings > WorkFlow Setting > Job Templates. When building a service-recurring job template (such as HST Quarterly Filing Job):

• Scroll to the Task section and attach your saved task templates.
• When a period closes and the Pipeline trigger generates a job, all attached task templates automatically generate on the new job with period-derived due dates.

2. Trigger task templates on pipeline stage entry

Open Settings > WorkFlow Setting > Pipelines. On any workflow stage:

• Select Add Automation -> Task.
• Select the Task Template to fire when a job enters that stage.
• Add optional Condition Tags (such as E-Commerce or VIP-Client) so the task template only fires for matching client profiles.

3. Optimize stage Auto-move with task checklists

Pipeline stages feature an Auto-move toggle switch. When Auto-move is turned On for a stage:

• Assisterp monitors all active tasks generated from task templates in that stage.
• Once staff check off all checklist subtasks and mark the tasks completed, the job automatically advances to the next pipeline stage without manual manager intervention.

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Create standalone recurring tasks

For repeating work not tied to client service pipelines:

1. Open Task > Recurring Tasks tab.
2. Select Add (the plus icon).
3. Enter task details, assignees, priority, and attachments.
4. Under Set Recurrence, select Create First Recurring On and set Repeat Type (Daily, Weekly, Monthly, Yearly).
5. Add an optional Expiry Date.
6. Select Save.