With AdminPulse, you can have tasks automatically created for a relation. This is done by linking a Task template to a Task schedule in the relation file. The schedule determines the frequency and timing at which tasks are added to the Task board for that relation.
Tasks created this way by AdminPulse are called 'scheduled tasks' and are automatically added overnight on the planned day.
Setting up Task scheduling
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:
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Add common task schedules
The 'Add common task schedules' option provides you with a list of task templates relevant to the type of relation. You can easily adapt this list by removing tasks that are not applicable. For the remaining tasks you can set the schedule, as well as the start and end dates for the planning. Once the changes are saved, all desired task schedules are created.
This option is particularly useful when onboarding a new client, as it allows you to quickly set up the schedule for several tasks at once.
💡Once a first task schedule is added to a relation file, the "Add common task schedules" option will no longer appear.
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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 (e.g., "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 subtasks to exclude them or assign specific statuses (e.g., 'subtask not applicable').
- Deadline: Enter this if the schedule requires specific deadlines.
👉 Note: If you add a new schedule on the same day, the next scheduled task is immediately added to the Task board.
Managing Task scheduling
After setting up a schedule, you can view an overview of all active schedules in the relation file (Task Management > Task Scheduling). This overview includes the following information:
- Task template: The name of the task.
- Schedule: The linked planning schedule (e.g., 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 day. If you want a task to appear earlier, use the Execute the next line now button.
💡Tips for proper scheduling
- For schedules related to annual reports or general meetings, ensure that the 'End financial year' and 'Next annual general meeting' fields are correctly entered. 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) to keep the 'Add common task schedules' list as relevant as possible.
- Customize subtask configurations if certain steps don’t apply to a specific relation.
Good to know
Check out related articles for more information about Task templates, schedules, and more: