Before we continue, let’s have a moment of silence for the quarterly tasks that didn’t make it into the title.
All jokes aside, we have a ton of recurring tasks that we need to keep track of on a regular basis. Made at Dawn, we use ClickUp to manage our tasks and projects for our entire team as well as our clients, so this will be primarily focused on that platform.
You may want to set up recurring tasks for your business in ClickUp if you have at least three recurring tasks that you have to keep track of for yourself and someone else on your team.
If that isn’t the case, it would be better to keep a list of those tasks instead of setting up a system in ClickUp. However, it’s also good to be proactive, so feel free to decide based on your preference.
Before you go and set up your recurring tasks in ClickUp, I suggest that you read through their Project Hirearchy Guide.
We’ll also be linking ClickUp’s support documentations throughout this post, so here is the direct link to their tutorials and docs.
Categorize Your Recurring Tasks
Before you set anything up, you’ll want to clarify what recurring tasks you want to track and how you want to categorize them.
For example, Made at Dawn uses: Operations, Marketing, Client Management, and CRM Management.
These categories change over time, and has massively changed for us over the years. This is because some recurring tasks no longer need to be worked on after a while, and if that number decreases for a category, it’s better to delete that category and move those tasks to a different category.
How to Set Up Your Recurring Tasks in ClickUp
Step 1. Create a Folder for Your Recurring Tasks
In ClickUp, you should have a couple of spaces in your workspace. Here is an example of what we have in our workspace:
In the space of your choice (in our case, we have it in Operations), create a folder called “Recurring Operations”.
For more information about creating a folder, you can read this ClickUp documentation.
Step 2. Create a List for Each Category
Inside the “Recurrinig Operations” folder, you can create a list for each of the categories.
Here’s ClickUp’s documentation for creating a list.
You can also use ClickUp’s label custom field and have all of your tasks in one list and categorize only through labels. However, I personally like having a separate area for each category, hence using lists.
Step 3. Set Up the Recurring Frequency
With each list, you want to keep the status just two: To Do and Complete. This will allow all of your tasks to be complete with just a checkmark and not multiple statuses to attend to.
However, if you want multiple statuses, you can keep it that way.
You then want to set up a custom field for labels and make labels with: Daily, Weekly, Monthly, Quarterly, and Yearly.
Here is what the custom field could look like:
From there, you can group your task with this custom task so that you have different sections in each list for the different frequencies.
The layout would look like this:
Step 4. Configure Recurring Date Settings
The last step is to configure your date settings for all of your recurring tasks.
For this step, you could follow ClickUp’s steps on how to create recurring tasks.
And now you’re set up! You and your team will start seeing your tasks in your inbox each day.