Recurring items and checklists
An item that repeats spawns its next occurrence on its own. A checklist keeps the small steps inside the item.
Set an item to repeat
- Open the item and find Repeat in the drawer.
- Choose how often, and every how many days, weeks, months or years (1 to 99).
- Choose when the next occurrence is created: when completed or on schedule.
- Optionally set an end date. No occurrence is created after it.
The rule counts from the item's due date, or from today when it has none. Recurring items are available on every plan.
Frequencies
| Rule | Next due date |
|---|---|
| Every day | Every N days from the due date. |
| Every week | Pick the weekdays. With none picked, the same weekday as the due date. Every N weeks. |
| Every month | On a day of the month (1 to 31, clamped to shorter months) or on the last day. With no day set, the same day as the due date. Every N months. |
| Every year | Same month and day, every N years. |
Dates are calculated on calendar days in UTC, so a server in one time zone and a browser in another agree on the same day.
When completed versus on schedule
- When completed: the next occurrence is created the moment the item reaches the finished status, from the app, My Work, the API or an automation. Its due date is the next date after the original due date, so finishing late does not shift the series.
- On schedule: the next occurrence is created by the daily check when the item's due date arrives, whether or not the item was finished. Use this for things that must appear on time even if the last one is still open.
What the next occurrence gets
- The name, status reset to the first status, priority, group and every column value.
- The same assignees and followers.
- The checklist, with every line unticked.
- A due date moved forward by the rule; a start date moved by the same number of days.
- The repeat rule itself. The original item stops repeating, so only the newest occurrence carries the rule and a series can never fork.
Updates, files and activity stay on the occurrence they were written on. The activity log of the new item records which item it was spawned from.
Checklists
Every item has a checklist below its columns. Type a line and press Enter to add the next; Backspace on an empty line removes it. Tick lines off as you go. The drawer shows a progress bar and rows and cards show a badge with done over total.
A checklist is for steps that belong to one item and one person. When a step needs its own owner, status or due date, use a subitem instead.
Related
- Automations: the daily due-date check is the same one that creates on-schedule occurrences.
- CSV import and item templates for the other ways to avoid retyping.
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