With AdminPulse, you can have tasks automatically created for a relation. You do this by linking a task template to a task schedule in the relation file. The schedule determines how often and at which moments the task is added to the Task board for that relation.
Tasks created this way by AdminPulse are called 'scheduled tasks' and are added automatically overnight, on the planned day.
In this article, you will learn how to set up Task scheduling, how to manage existing task schedules and which settings help assign scheduled tasks correctly.
Set up Task scheduling in the relation file
Task scheduling settings can be found in the Task management section, in the Task scheduling box of the relation file. You have two options to get started:
Add common task schedules
With the Add common task schedules option, you see a list of task templates for which the Common task option is selected and that match the relation type.
You can still adjust that list by removing tasks that are not relevant. For the remaining tasks, you can then set the task schedule and the start and end date of the planning.
As soon as you save, the required task planning entries are created.
This option is particularly useful when onboarding a new client, as it allows you to quickly schedule standard tasks.
👉 As soon as a first task planning entry has been added to a relation file, the Add common task schedules option is no longer shown.
💡 Do you want to know how to mark a task as a common task? Then read this article: How do you define common tasks and add them to a relation?
Add a specific task schedule
By adding a specific task schedule, you create a planning for one specific task. In the window that opens, you can set the following parameters:
- Task template: Select the task that should be scheduled automatically (for example, "VAT declaration" or "Management report").
- Schedule: Choose the schedule with the planning dates and deadlines. Only relevant schedules for the chosen task are shown.
- Schedule start: Specify from when AdminPulse should start scheduling tasks. You can schedule tasks in advance or go back up to one year.
- Schedule end: Specify until which date tasks should be created automatically.
- Configuration: Optionally configure each subtask to indicate whether it should be scheduled or not, or whether it should be scheduled with a specific status (for example, 'subtask not applicable').
- Deadline: Enter this if the schedule requires specific deadlines, such as for win-win loans.
👉 Note: If you add a new schedule on the same day, the next scheduled task is immediately added to the Task board.
Manage Task scheduling
After setting up a schedule, you can view an overview of all active schedules in the relation file, in Task management > Task scheduling. This overview includes the following information:
- Task template: The name of the task.
- Schedule: The linked planning schedule (for example, monthly or annually).
- Assignment: The associated assignment.
- Start planning: The start date of the scheduling.
- Planning until: If specified, the date when the automatic scheduling stops.
Each schedule includes action buttons to manage the scheduling:
- Bin icon: Delete the schedule.
- Info icon: View deadlines and planning dates for the next lines in the schedule.
- Execute the next line now: Immediately add the next task to the Task board.
- Open Task board: View the scheduled task on the Task board.
- Relation file remark: View or add a remark.
- Open configuration for subtasks: Customize whether subtasks are created and their statuses.
💡 AdminPulse only adds tasks to the Task board on their scheduled workday. If you want a task to appear earlier, use the Execute the next line now button.
💡 Tips for correct Task scheduling
- For schedules related to annual reports or general meetings, it is important that the 'End financial year' and 'Next annual general meeting' fields are filled in correctly. You can adjust these in the 'Accountant information' section of the relation file.
- Make sure task templates are linked to the correct relation type (Settings > Task templates).
- Check the employee assignments in the relation file. This information helps determine which employees are linked by default to tasks for a specific relation, for example, as Assistant associate, Assistant senior or another employee profile.
- Where possible, fill in the Assigned to (default) field correctly in the task template. You can select a specific person or use an employee profile. This way, tasks are assigned to the right person or employee role as soon as they are created.
- Customize subtask configurations if certain steps do not apply to a specific relation.
💡 Good to read
Check out related articles for more information about task templates, schedules, Task scheduling and employee assignments: