Recurring Tasks

Introducing the Recurring Tasks feature in Kipu CRM! The Task application has been enhanced to support the seamless creation and management of recurring tasks, allowing organizations to streamline their workflows and eliminate the need for repeatedly setting up routine tasks. With this new feature, organizations can efficiently schedule recurring tasks for a variety of purposes—whether it’s setting up weekly outreach reminders, scheduling insurance verification checks, or organizing regular check-ins with referral sources. This update makes it easier than ever to maintain consistency and stay on top of essential activities throughout the year.

Requirements

The user must have one of the following security roles:

• • Admission Worker
  • Combined +
  • Combined (Admissions and B.D.)
  • Super User
  • Business Development
  • Limited Admissions Worker
  • Referral Source Management
  • Referral Source Management Plus
  • Business Development Plus
  • Restricted Admissions Worker
  • Alumni/Aftercare Worker

Important
If you are managed by a third-party biller, it is possible you will not see these roles available for your tenant. Contact support for more assistance.

Creating Recurring Tasks

For guidance on how to create a Recurring Task in Kipu CRM, please refer to the information below.

1. Navigate to CRM > Tasks > Recurring Tasks.
2. Select Add Task.

Important
Alternatively, tasks can be created by using the quick task icon located on the site banner.

3. Input your desired Subject, Description, Task, and Requested Users for the task.

Task Type Breakdown

• Individual: Select this task type when each assigned user is required to complete the task.
• Group: Choose this task type when only one person from the list of assignees needs to complete the task.

1. Set the Recurring Task toggle to Yes. This will trigger the Recurring Task Details component to appear with the task modal.
2. Next, use the Start Recurring and End Recurring fields to specify the period during which this recurring task should be active.
3. Using the Recurring Task toggle, select your desired recurrence interval for this task. The options include Daily, Weekly, or Monthly.

Important
When selecting a Weekly or Monthly interval, you’ll need to specify the exact days of the week or specific dates with the month when the task should recur.

4. Next, in the due Date Due In field, enter the number of hours or days after which the recurring task should be due. Then, select Hours or Days using the Hours or Days from Time of 

5. Designate the time that you would like the recurring task to be generated in the system. The time you set here determines when the recurring task will be generated and appear on the assigned users' task list.

Important
The system provides a detailed breakdown of the recurring task you’re creating or managing directly with the modal window. In this example, we’ve created a recurring task set to occur weekly from November 11, 2024, through December 11, 2024. It will be generated every Monday at 8:00 AM and will be due at approximately 8:00 AM (EST) every Friday.

6. Once you have reviewed and validated the setup of your recurring task, set it to Enabled status. 

7. Lastly, select Save Changes. 

Managing Recurring Tasks

For guidance on how to locate and manage the recurring tasks present in your Kipu CRM account, please refer to the information below.

1. Navigate to CRM > Tasks > Recurring Tasks.
2. You will be presented with the Recurring Tasks grid. By default, the table will list all currently active recurring tasks that are ongoing for your organization.
3. To access a recurring task record, simply click on its corresponding row in the grid.
4. Proceed to make any desired changes to the recurring task record. Once completed, select Save Changes.

Recurring Tasks Grid Overview

Toggle Breakdown

1. When the Recurring Tasks grid is toggled to Active, it will display all active recurring task records.
2. When the Recurring Tasks grid is toggled to Inactive, it will display all inactive recurring task records.

Important
A recurring task is considered inactive if it is set to Disabled status or if its end date has passed.

Data Point Breakdown

For a complete breakdown of all data points displayed in the Recurring Tasks Grid, please see the section below.

• Flags: Displays symbols to represent important information about the recurring task record.
  • End Date is Approaching - If the End date of the recurring task is with a month from the current date, the following icon will appear.

• • Terminated User exists - If the list of users assigned to the recurring task contains a terminated user, the following icon will appear.

• ID: Displays the ID associated with the recurring task with the CRM database.
• Subject: Displays the subject tied to the recurring task record.
• Task Type: Displays whether the recurring task is set up as an Individual or Group task type.
• Create Date: Displays the date in which the recurring task was created with the system.
• Last Updated: Displays the date in which the recurring task was last modified with the system.
• Interval: Displays the interval specifications related to the recurring task.
• UOM: Specifies the unit—either Hours or Days—used by the recurring task to determine the due date.
• Units: Specifies the numerical value used—along with the unit of measurement (hours or days)—to determine the due date of the recurring task from the time of its creation.
• Next Run: Displays the next date and time when the recurring task will be generated for all assigned users.
• Starts On: Displays the start date of the recurring task record.
• Ends On: Displays the end date of the recurring task record.