Managing task schedules and schedule lines in task templates

This article explains what task schedules in task templates are, why they’re useful, and how to use them. You’ll learn how to add, edit, delete or copy task schedules and their schedule lines — so that AdminPulse can automatically plan recurring tasks for you.

👉 Important: be careful when editing task schedules

Modifying or testing a task schedule that is already linked to a task planning and assigned to relations can lead to duplicate tasks.
Tip: First duplicate the existing schedule or create a new one. Then apply your changes there.
In the various task screens, you can use the task schedule filter to quickly find and remove duplicate or unwanted tasks.

What is a task schedule, and why use it?

A task schedule works like an automatic reminder for recurring work. You set it up once in a task template, and it determines when tasks should be scheduled.
Then, you link that task template to a relation via a task scheduling. From that moment on, AdminPulse automatically generates the right tasks, based on the frequency you've configured in the task schedule.

Benefits of using task schedules:

• Never miss a deadline — tasks get created automatically
• Save time — recurring tasks don’t need to be added manually each time
• Consistency — every client receives the same timely follow-up
• Compliance — helps to meet legal deadlines (such as tax filings)

One task template, multiple task schedules

You can set up multiple task schedules per task template, which gives you maximum flexibility.

For example, for the same task template, you can have:

• One schedule for monthly follow-up
• A second for quarterly planning
• A third for yearly follow-up

You then choose, per relation, which task schedule best suits the situation. You do this in the relation file via: Relation file > section Task management > block Task scheduling. The task template is linked to the client through a task scheduling.

👉 To have a task scheduled automatically, the task template must contain at least one task schedule and must be linked to a client via a task scheduling. Without this, tasks will not be automatically scheduled and can only be added manually (‘ad hoc’).

What do schedule lines do in a task schedule?

A task schedule consists of one or more schedule lines. Each line defines:

• When a task will be scheduled
• Which deadline is attached to it

For example: in a quarterly schedule, you can create four schedule lines — each with a unique deadline for that quarter. This way, you can easily build complex schedules that match your workflow.

Where to find the task schedules in a task template

Want to view or edit the task schedules of a task template? You can do that via the task templates overview.

Open task schedules from the task templates overview

1. Go to Settings > Task templates
2. Search for the task whose schedule you want to view

You now have two options:

• Expand the row using the triangle on the left side of the task, and then click the 'Open task schedules' button

• Or click directly on the calendar icon at the end of the row without expanding the task

  

💡 The number next to the buttons indicates how many task schedules exist for this task template.

Both actions open a window where you can:

• See an overview of all task schedules linked to that task template
• For each schedule, view the underlying schedule lines

How to add task schedules with schedule lines to task templates

Want to create a new task schedule? Follow these steps:

Steps to add a new task schedule to a task template

1. Open the window with the task schedules of the task template (see steps in Open task schedules from the task templates overview)
2. Click the '+Add schedule' button
3. In the dialog window that opens, set the parameters for the new task schedule

4. Click 'Add'
   The schedule will be created immediately.
5. Now for the new task schedule, you can:
   • Edit schedule lines
   • Add new lines
   • Delete unnecessary lines

Schedule-level settings

When creating a task schedule, you set a few general parameters that apply to the entire schedule. You can also edit these settings afterwards. Below is an overview of the available schedule-level settings.

• Parameter: Schedule name

Give the schedule a name in Dutch, French, and English. You can set this during creation and later change it by clicking the schedule name.

• Parameter: Plan (number of days before deadline)

Define how many days before the deadline the task should be scheduled. This value determines the calculated planning date(s) of the schedule line(s), unless a fixed planning date is entered in the schedule line itself.

• Parameter: Schedule lines (only configurable when creating a schedule)

When creating a new schedule, you can automatically add schedule lines. This way, you only need to adjust the deadlines and planning dates if necessary. Choose one of the options below:

• None – no lines will be added to the new schedule
• Monthly with yearly repetition – 12 lines of type 'Repeated annually' will be added
• Bi-monthly with yearly repetition – 6 lines of type 'Repeated annually'
• Quarterly with yearly repetition – 4 lines of type 'Repeated annually'
• Semi-yearly – 2 lines of type 'Repeated annually'
• Yearly on fixed date – 1 line of type 'Repeated annually'
• Yearly – relative to end of financial year – 1 line of type 'Relative to end of financial year'
• Yearly – relative to the GM (general meeting) – 1 line of type 'Relative to the GM'
• Yearly – relative to birthday – 1 line of type 'Birthday'
• Yearly on date in relation – 1 line of type 'Date in relation'
• Relative to ID card expiry date – 1 line of type 'ID card expiry date'
• Relative to LEI expiry date – 1 line of type 'LEI expiry date'
• Relative to UBO expiry date – 1 line of type 'UBO expiry date'
• Relative to AML expiry date – 1 line of type 'AML expiry date'
• Weekly – every few weeks – 1 line of type 'Weekly'
  Choose which day of the week the task should be scheduled (Monday to Sunday).
  👉 Weekly schedules do not have a fixed scheduling date
  
  In the example below, you see how to set a schedule that generates a task every two weeks on Tuesday:
  
  
  👉 Attention: when adding a task planning to a relation using this schedule (Relation file > section Task management > block Task scheduling), the start date determines when the first task will be scheduled. For example: if your planned day is Tuesday and the start date is a Wednesday, the first task will be planned on the following Tuesday.
   

• Parameter: Delete tasks (only available after schedule creation)

  • Do not remove – Tasks remain visible and accessible at all times.
  • Remove after 1 to 5 years after the deadline – Tasks automatically disappear from task lists and filters after the chosen retention period. However, they are still stored internally for audit purposes.
     

• Parameter: Reference year (only adjustable after schedule creation)

👉 The reference year feature is not available by default. 

• Year before deadline – Reference year = the year before the task’s deadline
• Year of deadline – Reference year = same year as the deadline
• Financial year based on deadline – AdminPulse uses the client's financial year as the reference.
  This is useful for clients whose financial year does not follow the calendar year. For example: if a task has a deadline of 20/01/2025, falling within a financial year from 01/07/2024 to 30/06/2025, it will be linked to reference year 2024.

💡 The reference year setting can differ between the task schedule and individual schedule lines.

Settings at schedule line level

Within a task schedule, you can configure multiple schedule lines. These lines determine when a task should be scheduled and which deadline applies to it. Each line can be fine-tuned individually to match your workflow.

When creating a schedule, you have the option to automatically generate a structure of lines. Afterward, you can edit, remove, or add extra lines as needed.

• Parameter: Line type

Below is an overview of the available line types:

• Repeated annually: For tasks that occur every year.
• CIT – FPS table: For tasks with deadlines that depend on the official calendar of the Federal Public Service Finance. More info further down in this article.
• Annual account: For tasks whose deadline is calculated based on the general meeting and financial year (see more details later in the article).
• Relative to end of financial year: For tasks that need to be carried out in a set period after the financial year ends. Useful for year-specific tasks.
• Relative to the GM: For tasks linked to the next general meeting.
• Birthday: For client-specific tasks triggered by their birthday date.
• Date in relation: For tasks that need a custom deadline set per relation. You enter the date when adding the task scheduling to the client in the relation file (Relation file > section Task management  > bloc Task scheduling > click '+' to add)
  
• ID card expiry date: For tasks based on the ID card's expiration.
• LEI expiry date: For tasks linked to the Legal Entity Identifier’s expiry date.
• UBO expiry date: For tasks that depend on the expiry of UBO information.
• AML expiry date: For tasks linked to the expiry date of the anti-money laundering finalisation in the relation file.
   

• Parameter: Deadline

The deadline is the date by which the task must be completed. You can edit it manually per line by clicking on the date.

• Parameter: Scheduling date

The scheduling date of a schedule line controls when the task appears (becomes active). You can let this date be calculated automatically or set it manually.

• An italicized date with a calculator icon means it was automatically calculated based on the deadline and number of days before the deadline set at schedule level.
• A fixed date (entered manually by you) is marked with a lock icon, is not italicized, and will not adjust automatically when the ‘days before deadline’ setting changes.

You can assign a fixed date to a specific schedule line — even if the other lines use automatic calculations. This is ideal for exceptions, or if you want certain recurring tasks to always start on a set day.

• Parameter: Reference year

The reference year can also be set per schedule line, using the same options as at the schedule level.

Specific schedule line types

Some schedule line types, such as 'Annual account' or 'CIT – FPS table', work using a predefined calculation formula. AdminPulse provides these lines pre-configured in the matching task templates.

• Schedule line type: annual account

For the 'Annual account' line type, AdminPulse calculates deadlines and planning dates based on a fixed logic using the date of the general meeting (GM) and the end of the financial year.

Default configuration:

• The planning date is 2 months before the next GM.
• The deadline is 30 days after the GM.
• If 30 days after the GM is more than 7 months after the end of the financial year, the deadline is shortened to 7 months after the financial year end.

Using a fixed planning date for the annual account

You can choose to fix the planning date for the annual account line, for example on 01/01.

• The line will then show a planning date with a lock icon instead of a calculator.
• The global setting ‘Plan (number of days before deadline)’ still applies as a minimum control. If the fixed planning date is too close to the deadline, AdminPulse will adjust it — for example, moving it to January 1st of the previous year.

💡 Choosing a fixed date increases predictability in your yearly workflow, since all tasks will appear at the same time.

• Schedule line type: CIT – FPS table

The deadline for CIT (corporate income tax) is based on the official tables published by the Federal Public Service Finance (FPS Finance).

💡 As soon as a new table becomes available, we update it. Newly scheduled CIT tasks will then automatically use the latest official deadlines.

👉 Special attention for financial years ending on 31/12 (or beginning in January/February)

AdminPulse always refers to the financial year end date to determine the deadline. However, the official FPS tables typically only list dates up to 30/12 for year-end reference.

The updated table — including deadlines for entities with a year-end on 31/12 or in early January/February — is usually published only around March of the following year.

Since CIT tasks are often scheduled as early as January, the official deadline is still unknown at that point. AdminPulse compensates for this by assigning a provisional deadline. However, once the FPS table is released in March, this initial deadline may differ slightly from the official one.

👉 Important: once a task has been scheduled, its original deadline remains unchanged — even after the official FPS table becomes available.

Want to update the task with the correct official deadline?

In the Tasks > Task overview screen, select the relevant tasks. You then have two options:

• Use the batch operation 'Change deadline subtask' to manually enter a new deadline.
• Or choose the batch operation 'Recalculate deadline' so AdminPulse fetches the current official date.

Manage task schedules and schedule lines in task templates

How to add schedule lines or task schedules?

Want to add a new schedule line or an entirely new schedule to a task template? Follow these steps:

• Add schedule: in the task template’s schedule section, click ‘+Add schedule’. In the pop-up window, set the schedule parameters as described earlier.
• Add line: within a task schedule, click the ‘+Add line’ button. A new line with a suggested deadline will appear. Check and adjust this if necessary.

How to edit task schedules and schedule lines?

You can update task schedules in two different ways.

Method 1: Adjust ‘Plan (number of days before deadline)’ at the schedule level

Change the number of days before the deadline via the ‘Plan (number of days before deadline)’ setting in the schedule. All lines that use automatic scheduling dates (indicated by a calculator icon) will automatically follow this new value.

Method 2: Set a fixed scheduling date per line

You can also set a fixed planning date per schedule line. This fixed date overrides the calculated date based on the schedule and only applies to that specific line.

👉 A fixed date (with a lock icon) can only be changed or cleared individually for that line.

Action ‘Perform task planning for these schedules’

Normally, new tasks are created automatically during nightly processing. Want your changes to apply faster? You can run the task planning manually.

Open the task schedule and click ‘Perform task planning for these schedules’. This will immediately create new tasks for all clients where this updated schedule is linked via a task planning.

💡 This action will only affect future tasks. Existing tasks that were already created will not be changed.
If you want to update already scheduled tasks (for example because a deadline has changed), use a batch operation in the Task overview — like ‘Recalculate deadline’ — or edit the task manually.

Deleting task schedules and schedule lines

You can delete a schedule or a schedule line by clicking the bin icon at the end of the row. However, deletion depends on whether the schedule is still in use in any relation task schedulings.

Deleting task schedules

A task schedule can only be deleted if it is not currently linked to active task plannings in relation files. If it is still in use, you’ll see a message listing the affected relations, and deletion will be blocked.
If the schedule is no longer used anywhere, it can be safely deleted. All existing tasks that were already created will remain, but no new tasks will be generated from that schedule.

Deleting schedule lines

A schedule line can also only be deleted if its parent schedule is not actively used in client task plannings. If the schedule is still in use, a dialog will appear asking you what to do:

• Cancel
• Only delete task schedule line (existing tasks remain unchanged)
• Delete line and planned tasks (for a full cleanup)

Choose the option that best fits your situation.

Copying task schedules

Want to quickly create a new schedule based on an existing one? Use the copy icon at the end of the row of the schedule you'd like to reuse.

What gets copied:

• All schedule lines with their settings
• The main setting for ‘Plan (number of days before deadline)’
• Task deletion option settings
• The reference year setting
• All custom parameters at line level

What happens next:

• You get a complete copy of the schedule that you can freely edit
• The original schedule stays unchanged

💡 Copying is useful when you want to use an existing schedule as a template but need to make a few changes. Perfect if you want to set up similar schedules for different cases or client types without modifying the original one.

💡 Good to read

• Want to first learn more about task templates in general? Read: Task templates